Administrative Computing Advisory Committee

Administrative Computing Advisory Committee

September 24, 2013

Present:  Linda Thornton, Dan Bergeson, Janet Scannell, Roger Lasley, Julie Thornton, Les LaCroix, Julie Creamer,

Mike Kotchevar (for Rod Oto)

Absent:  Jim Fergerson, Rod Oto, Julie Anderson

Guest:  Rich Graves

Agenda:

1.  Review Minutes from August 22, 2013

2.  ITS Updates (Janet Scannell)

        Plan for October Cyber Security Awareness Month

        Scheduling and Prioritizing Tools/Techniques

        ITS Newsletter

3.  Discuss Strategic Plan implications for ITS - Key Indicators

    a.  MISO Questionnaire

    b.  EDUCAUSE (Core Data Services)

Review minutes from August 22, 2013

The minutes from our August 22, 2013 meeting were approved.  A few things have gotten moved around in our 2014 Chart of Work:  in October members from Web Services and the Data Management Group will join us; in November we’ll have a joint meeting with the Academic Technology Advisory Committee (ATAC).

Plan for October Cyber Security Awareness Month:

We’ve been talking about this topic in our last couple meetings and thought it would be a good opportunity to do something in October in recognition of cyber security awareness month.  Rich Graves, Network Security Administrator in ITS, joined our meeting to provide us with more information and his view on what might be possible to accomplish.  Rich’s comments included:

·         Two weeks is not enough time to ramp up this project.  Six months prep and planning is needed to do it well.

·         Do not roll out the security awareness videos for October.  Do more fact finding and framework.  Make the awareness training a shorter time commitment for people doing them. The videos need to be imbedded in a Moodle course which will take some designer time.

·         Do a series of articles to introduce awareness to tag along with Tech Talks with Janet, ITS October Newsletter, and Carleton Weekly.  Collect statistics and stories on security breaches at Carleton to include in articles.

·         Password security – introduce the idea of second factor authentication.

·         Quarterly meeting could be another opportunity to educate and inform.

·         Start small scale and then roll out something more widely the end of fall term.

 The committee supported the idea of including an article in the next ITS newsletter about security awareness and expressed support for future initiatives as they are defined and developed by ITS.

Scheduling & prioritizing tools/techniques

Janet is interested in what individuals or departments might be using for scheduling and prioritizing projects. Keeping track of projects and prioritization are a big challenge for ITS.  How do things get juggled and who decides?

·         Business Office uses Zimbra calendar for scheduling time.  Linda uses an Excel spreadsheet monitoring and prioritizing projects.  Priority projects are reviewed at each monthly meeting.  Student Financial Services uses Zimbra for scheduling

·         Admissions uses a Google calendar and Google spreadsheets for scheduling.

·         Facilities has a working group with representation from each division of the college, for evaluating the Facilities Change Requests on an annual basis.   That working group selects which smaller projects are a priority and allocates budget resources for them. The New Technology Request Committee was modeled after their process.  Reviewing the requests every term might be better for technology.

·         The Colleague Steering Committee had a process for debating and prioritizing a long list of Colleague related projects.  Some felt it would be useful to have a similar process in place for the Web Team area.  The need for more input on technology priorities at a higher level (i.e. TP&PC) would be helpful.

ITS newsletter

Janet has gotten good feedback about the September ITS newsletter.  Dan suggested that it also be put in Carleton Weekly with a link to the newsletter.

Discuss Strategic Plan implications for ITS - Key Indicators

DISCUSSION DEFERRED UNTIL JOINT ACAC AND ATAC MEETING IN NOVEMBER

a.       MISO questionnaire - ITS in the process of filling out the MISO survey for the first time.

b.      EDUCAUSE, Core Data Services– Janet handed out two reports from October 2011 and January 2013. 

Janet is working to gather 10 years’ worth of data for Carleton to show our trends over time.  We’ll be talking with the Academic Technology Advisory Committee in November about these topics.

Meeting adjourned at 3:30pm

Candyce Lelm