January 17, 2013
Administrative Computing Advisory Committee
January 17, 2013
Present: Linda Thornton, Sue Traxler, Sam Patterson, Roger Lasley, Rod Oto, Dan Bergeson, Julie Anderson, Jim Fergerson, Julie Thornton
Guests: Julie Creamer
Agenda:
1. Review Minutes from November 28, 2012
2. ITS Staffing Update (Sam Patterson/Sue Traxler)
3. "Other" Treasurer's Division Technology Presentation (Linda Thornton)
4. ITS Technology Updates
New: Studio Abroad by Terra Dotta
New: On-line Housing Software Demonstrations
New Technology Request Process
Review Minutes from Nov. 28th:
The minutes from the November 28, 2012 meeting were approved.
ITS Staffing update:
Sam Patterson gave the committee a staffing update on ITS’s new CTO, Janet Scannell. Janet will be on-campus the week of March 25th making connections, but her official start date is April 1. ITS has assembled a transition team and will be gathering materials and information useful to getting her up-to-speed as quickly as possible. The idea is to put these documents in Google docs and share them with Janet. Sam is also speaking with her on a weekly basis. He invited the committee to forward any materials to him that would be good for our new CTO to know about.
Sue Traxler also updated the committee on other staffing in ITS. We still have an open position for an Application Support Program within the Enterprise Information Systems Group. We interviewed one candidate, but he declined an offer for the position. We are now working with Human Resources and recruiting firms to broaden the scope of the position. Fiona MacNeill, Academic Technologist, has submitted her resignation and her last day is January 22nd. Her husband, Tucker in our PEPS area will be leaving in approximately six months. Chad Miller, our Systems/ Project Manager and Team Lead, is also leaving the College next month on February 14th. We will move forward with hiring for the EIS position, but waiting until our new CTO arrives before figuring out next steps on the others.
Treasurer's Division Technology Presentation:
In November, Dan Bergeson gave us an overview of the technology and software the departments under Auxiliary Services are using or are responsible for. At today’s meeting, Linda Thornton continued with that theme and gave us an overview of “Other” Treasurer’s division technology. She highlighted the Business Office, Human Resources/Ombuds Office, Budget Office, Security, Environmental Health & Safety, and Investment Office. It included information about software programs each office uses, vendor information, features, the future, and funding. We will continue with presentations from Facilities in February, Dean of Students in March, External Relations in April, and Admissions in May. Linda will send out today’s PowerPoint presentation to the committee.
ITS Technology Updates:
· Studio Abroad for Off Campus Studies - a contract has been signed and institutional funds committed. The timeline is unknown at this time. The charging of a fee for all non-Carleton related off campus programs was approved by The Tuesday Group. This still needs to be discussed and approved by the Trustees at their February meeting. This revenue stream will support the annual cost of the software and future enhancements to Carleton Winter Break programs.
· On-line Housing Software Demonstrations -the College is looking at replacing manual processes associated with room draw and other check-in/check-out processes with a housing management system. They have looked at several products with most interest in CBord. We have other CBord products on campus, CSgold and OneCard. They are hoping to have a new system in place this summer to implement for Room Draw in May 2014. Discussions included how this technology will interface with existing Colleague systems.
· New Technology Request Process: Sue handed out the most recent draft of the proposed New Technology Request Program. The TP&PC committee discussed the document last November and provided input. It was most recently approved by the Dean of the College office. Next step is for ITS to send this information out soon to departments and start gathering new technology requests. A sub-group consisting of one member from each Computing Advisory Committee, CTO of ITS, Dean of the College, and Patricia Langer will review the requests and make the final decisions. Departments will also be working through the request process with their ITS liaison and placing a dollar value on what they are asking for. Linda asked that committee input on the new process be sent to Sue and this committee.
Meeting adjourned at 2:20pm.
Submitted by,
Candyce Lelm