UITAC Home

Meeting Minutes

Meeting Minutes for October 8, 2001

A meeting of the University Information Technology Advisory Committee was called to order at 3:10 p.m. on October 8, 2001, in the 4th floor conference room of Cabell Library. Dr. David Sarrett, co-chair, presided. Members present were Dr. Lynn Nelson, Dr. James Shultz, Dr. Robert Mattauch, Ms. Veronica Shuford, Mr. Mark Willis, Dr. Phyllis Self, and Mr. John Ulmschneider. Dr. Timothy Broderick was absent. Also present were Mr. William Fleming, Senior Consultant, Collegis; Mr. Mike Reid, National Sales Executive, Strategic Services, Collegis; and Mr. Michael Carlisle, Account Executive, Eduprise.

I. REVIEW AND APPROVAL OF MINUTES FROM SEPTEMBER 10, 2001 MEETING
Minutes were approved as prepared.

II. PROCESS OF IT STRATEGIC PLANNING IN HIGHER EDUCATION
Bill Fleming, Mike Reid, and Mike Carlisle from Collegis/Eduprise, Inc. provided the committee with a background briefing on the importance of IT Strategic planning for higher education organizations.

Bill Fleming presented an overview of the IT challenges we face today and the impact they will have on higher education.

The committee discussed why it is important to plan for technology and how Collegis/Eduprise or another outside consultant could assist VCU in the process.

It was stressed that independent IT planning will not work – integrated planning is what is needed where the institutional priorities are aligned with IT strategies.

Eight elements of a successful IT plan were mentioned. They are:

A VISION for the use of IT within the institution
Current ENVIRONMENT
Guiding PRINCIPLES for the use of IT
GOALS & STRATEGIES for achieving the vision
MISSION of the IT organization
GOVERNANCE structure for IT decision making
IMPLEMENTATION grid
A PROCESS for ongoing review and revision of the plan.

The Collegis/Eduprise process for creating a strategic plan would involve a series of planning sessions with an IT planning steering committee group (5-7 sessions ½ day each) as well as a series of focus groups with key constituencies. The workshop sessions would occur over a 4-6 month period. High level sponsorship and highest level possible representatives should be in the planning process. Faculty, students, research alumni, etc. may need to be involved in the process.

An important point to remember in the planning process is that you need to decide not only what you ARE going to do but also what you ARE NOT going to do. Strong leadership is needed in order to keep the planning process moving as well as linking it back to University strategic priorities and initiatives.

An IT planning project would be a major effort and would require the strong support of the Vice Presidents, Provost and President.

Mr. Willis was asked to get some documentation from Collegis/Eduprise regarding what they have done in the past for other companies. Also, it was brought to the committee’s attention that if Collegis/Eduprise isn’t on the state contract, an RFP would need to be done. A suggestion was made to check with EDUCAUSE about a consultant group that could help us prepare a strategic plan.

Dr. Self, Mr. Ulmschneider, and Mr. Willis were asked to prepare a proposal for consideration by the committee. A recommendation would then be made and submitted to the vice presidents.

III. OTHER BUSINESS
Ms. Barbie was asked to email the Computing Network Use Policy Enforcement Procedures to the committee members for further comments.

Since new members have been appointed, an updated membership list will also be emailed to the committee.

There being no further business, the meeting adjourned at 5:00 pm.