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Meeting Minutes

Meeting Minutes for December 16, 2003

A meeting of the University Information Technology Advisory Committee was called to order at 3:00 p.m. on December 16, 2003 in the Dean’s conference room in the Smith Building. Dr. Lynn Nelson, co-chair, presided. Members present were Dr. Henry Rozycki, Dr. Dianne Simons, Dr. James Shultz, Ms. Veronica Shuford, Dr. Phyllis Self, Mr. John Ulmschneider, and Mr. Mark Willis. Ms. Fran Smith, Dr. Robert Mattauch, Mr. Charles Anderson, Mr. Rahul Khanna, and Mr. Carl Gattuso were absent. Mr. William Jones, Director of VCUNet, was also present.

I. REVIEW AND APPROVAL OF MINUTES FROM NOVEMBER 13, 2003 MEETING

Minutes were approved as prepared.

II. IMPLEMENTATION OF WIRELESS SECURITY MEASURES (VPN)

Mr. Bill Jones was present to discuss implementation of new security measures on VCU’s wireless network. Currently, there is no security or authentication of valid users on the wireless network. A team of AIT, AT and Libraries staff has been evaluating wireless security options for two years. VPN (Virtual Private Network) technology was the recommended solution and is in the process of being implemented. The general roll out of the VPN will occur early in the spring semester.

Users will need to acquire and install VPN software on their laptops or PDAs. The VPN vendor (Nortel) provides the Windows clients with its system. Clients for PDAs and Macs must be purchased separately form a third-party. Considerable discussion ensued about whether some users should have to purchase additional software in order to access the wireless network. Several options were discussed:

* Require all Mac and PDA users to purchase their own clients;
* Charge all wireless users a fee for the software to finance the purchase of Mac and PDA licenses;
* Use the Student Technology Fee to purchase licenses for students;
* Use unspent project funds to purchase Mac and PDA licenses.

The committee agreed with the recommendation that the unspent project funds be used to purchases licenses for students, but that departments should fund the cost of licenses for faculty and staff.

The issue of publicity of the VPN roll out was raised. Mr. Jones will write a piece for the AIT and AT newsletters, and the Library will help to publicize it as well.

III. EMERGENCY POLICY: ELECTRONIC RECORDS MANAGEMENT

Mr. Willis distributed a handout from the Library of Virginia regarding Information Rights Management (IRM) functionality offered with MS Office 2003. The concern of the LoVA is that IRM functionality could automatically encrypt or delete documents or limit users’ ability to view, copy, print, and distribute files. These capabilities may limit the ability of state agencies and institutions to comply with Record Management and Freedom of Information Act requirements. AIT and AIT will alert technical staff to NOT enable the capabilities of IRM. In addition, information to a broader audience may be sent out once we find out more about the subject.

IV. IT STRATEGIC PLANNING

- IT VISION

Dr. Self distributed a handout, the December 2003 issue of The EDUTECH Report, which contained articles with respect to student use of technology, the CIO as a leader, servant, etc. and IT strategic planning.

At the last meeting, the committee discussed an IT vision statement and decided to come back to this meeting with some examples from other universities. Mr. Willis distributed five IT vision statements from a variety of higher education institutions. The committee discussed the positive and negative aspects of the examples. Several key words and phrases reflecting VCU’s vision for IT were identified for possible inclusion in the statement: ubiquitous access; collaboration; customer service; secure, cost-effective, high-speed telecommunication networks; innovation; staffing, resources and training

The committee agreed that the vision statement should be very short, to the point and understandable. It should capture the idea of VCU as a visionary, innovative institution regarding the use of IT and how that will support the mission of the University.

Mr. Willis will draft a statement and bring it back to the next committee meeting.

- IT STRATEGY STATEMENTS

Once an IT vision statement has been drafted, IT goals and strategies need to be articulated. These goals and strategies must be understandable, believable and achievable. The plan must make sense to the community, faculty and administration. The committee suggested that Dr. Self and Mr. Willis draft proposed goals and strategies for consideration.

There being no further business, the meeting adjourned at 4:25 pm.