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Meeting Minutes

Meeting Minutes for February 26, 2004

A meeting of the University Information Technology Advisory Committee was called to order at 3:05 p.m. on February 26, 2004, in the Dean’s conference room in the Smith Building.  Dr. James Shultz, co-chair, presided.  Members present were Dr. Henry Rozycki, Dr. Dianne Simons, Ms. Fran Smith, Dr. Robert Mattauch, Mr. Rahul Khanna, Dr. Phyllis Self, and Mr. Mark Willis.  Dr. Lynn Nelson, Ms. Veronica Shuford, Mr. Charles Anderson, Mr. Carl Gattuso and Mr. John Ulmschneider were absent.  Mr. David Litton, Director of Information Technology for Health Systems, attended for Mr. Gattuso.

I. REVIEW AND APPROVAL OF MINUTES FROM THE JANUARY 22, 2004 MEETING

Minutes were approved as prepared.

II. E-MAIL MODERNIZATION PROJECT

Mr. Willis brought everyone up-to-date on the e-mail modernization project.

-SCHEDULE

The project began last fall.  Lotus Domino will be used for the underlying e-mail infrastructure.  Two separate mail clusters will be developed: one for students and one for faculty and staff.  All mail and folders for Mail1/2 users will be migrated to Domino. Users will have the option of continuing to use their current IMAP e-mail client (e.g. Eudora, Outlook etc.), use the Notes client or access mail through the iNotes web interface.  Beginning in March, new hardware will be installed.  Faculty and staff Mail1/2 users will be migrated in late spring and student moved just prior to the start of fall semester.

- POLICY ISSUES

A number of policy issues have come up in regard to email including the issue of mail quotas, “forwarding,” and PDA support.  These issues all need to be dealt with as we go forward with the project. 

III. IT STRATEGIC PLANNING

-REVISED VISION AND GUIDING PRINCIPLES STATEMENTS

Mr. Willis presented revised drafts of both the Vision Statement and the Guiding Principles.  Discussion by the committee brought about additional suggestions for changes and additions to both documents.  Mr. Willis will re-work the “statement” and bring it back to the committee. 

Mr. Willis asked Ms. Smith to draft a statement regarding “accessibility” that could be included in the Guiding Principles. 

Mr. Willis and Ms. Self will re-work the guiding principles and forward to all prior to the next meeting. 

-PRELIMINARY GOALS AND OBJECTIVES

Mr. Willis presented “strawman” goals and objectives for the first strategic areas.  He  emphasized that these are just proposals and can be accepted, modified or rejected.

Dr. Self indicated that Academic Technology will be holding two “visioning” sessions and that she will develop proposed goals and objectives from the input at those sessions (to be presented at a later meeting).

-IT INFRASTRUCTURE

Infrastructure areas need to be identified. Goals 1, 2 and 3 were discussed and several additions/changes were suggested.  Since it was getting late, the committee agreed to continue discussion on the other aspects of the “Proposed IT Goals and Strategies” at the next meeting.

Dr. Mattauch stated that he thought the document was well done and he is very impressed with it. 

-ADMINISTRATIVE OPERATIONS

Will be discussed at the next meeting.

- IT GOVERNANCE, MANAGEMENT AND FUNDING

Will be discussed at the next meeting.

III. START OF SCHOOL REPORT

From the IT perspective, it was a relatively uneventful start to the spring semester. Pre-registration incurred a few problems. Web registration services are working fine. Webmail problems have been reduced from the fall semester.

IV. OTHER BUSINESS

Dr. Self shared some information about Xythos, which is a file sharing/file storage program.  On March 31st, she hopes to showcase it at the technology day event.  She suggested that the committee might want to talk about Xythos at the next meeting and possibly have Sue Evans do a presentation.

Dr. Self also shared information about Blackboard and a new policy about erasing data on the PC before it is destroyed or surplused.

There being no further business, the meeting adjourned at 4:52 pm.