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Meeting Minutes

Meeting Minutes for February 12, 2001

A meeting of the University Information Technology Advisory Committee was called to order at 3:00 p.m. on February 12, 2001, in the 4th floor conference room of Cabell Library. Dr. David Sarrett, co-chair, presided. Members present were Dr. Gary Tepper, Ms. Dianna Chinnici, Ms. Seema Kumar, Mr. Mark Willis, Dr. Phyllis Self, and Mr. John Ulmschneider. Members absent were Dr. Timothy Broderick, Dr. Judyth Twigg, Dr. Robert Mattauch, Ms. Veronica Shuford, Ms. Lauren Russell, and Ms. Barbara Baldwin.

I. REVIEW OF MINUTES FROM JANUARY 8, 2001 MEETING
Minutes were approved as prepared.

II. REVIEW and ACTION ON COMPUTER and NETWORK RESOURCES USE POLICY
The committee reviewed the draft of the revised Computing Ethics Policy (re-named the Computer and Network Resources Use Policy). The discussion and comments that followed (most of which centered on the Security and Privacy section of the document) resulted in a few changes. The new revised document will be emailed to the committee for a vote prior to the next meeting.

III. STATE SEAT MANAGEMENT INITIATIVE (FOR INFORMATION)
Mr. Willis distributed a copy of a Proposed Plan for Implementing the Virginia Secretary of Technology’s Directive on TCO (Total Cost of Ownership) Studies & Seat Management. The plan briefly states the requirements of Executive Order 65 and the 2000 Appropriations Act, Section 4-05.6 (b) 2, and describes the steps to be taken in VCU’s Response Plan and VCU’s Communication Plan.

Executive Order 65 states that “All agencies and institutions are directed to take advantage of its benefits where implementing seat management would be cost effective and would facilitate timely fulfillment of their missions.” The 2000 Appropriations Act, Section 4-05.6 (b)2 says: “Prior to acquiring any desktop computers, all executive branch agencies and institutions of higher education are required to perform a Total Cost of Ownership (TCO) evaluation, as prescribed by the Secretary of Technology and the Council on Technology Services.”

At VCU, it would cost about $15 million a year to put the University’s 8,500 PCs under seat management contracts. The contracts would outsource the provision, hardware and operating systems support, periodic replacement and disposal of desktop technology for faculty, staff and student labs.

A cost/benefit study will be conducted with the assistance of an outside consultant.

IV. PROCESS TO REVIEW PROPOSED NETWORK STANDARDS
The committee discussed the draft Information Technology Policies, Standards and Guidelines Development, Review and Adoption document. Mark Willis distributed a flow chart entitled Decision Process for IT Policies, Standards and Guidelines which graphically depicts the development, review and approval process.

The document will be submitted by email to the committee for review prior to the next meeting.

Mr. Willis stated that it might be helpful to create a small sub-committee to go over the network standards. The standard should be put in front of the users stating what is being proposed, and the sub-committee would make a recommendation to this committee. The sub-committee could consist of technical people who are familiar with the school and departmental issues. Five network standards need to be reviewed and acted upon.

Mr. Willis will prepare a briefing to be presented to the committee at the April meeting and a decision will be made at that time as to how to proceed.

V. OTHER BUSINESS
The next regularly scheduled meeting falls during Spring Break. A decision was made to poll the committee by email regarding whether or not to hold the next meeting on March 12 (as scheduled), reschedule to another date, or cancel the meeting entirely.

There being no further business, the meeting adjourned at 4:45 p.m.