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Monday, January 4, 1999
3:00-4:30 p.m.
1003 Engineering Unit II
Agenda and Minutes
Agenda
- Discuss Administrative Computing Policy Draft
- Remote Access to Campus Computing Resources
Minutes
Present: Mary Jo Anderson, Jack Farrell, Jerry Hallee, Janet Hamilton, Alan Laub (Chair), Bob Loessberg-Zahl, Lana Moffitt, Maggie Overbaugh, Judith Ryan, Deborah Urban, Keith Young.
Absent: Kathleen Moore-Joiner, Phillys Leavitt, Celeste Rose, Carol Wall.
Staff to the Council: Gilda Garcia, Paula King, Debbie Lauriano.
Chair Laub started the meeting by wishing everyone a Happy New Year.
- Discuss Administrative Computing Policy Draft - All
| Handouts: | 1) | Administrative Computing Policy Draft |
| 2) | "Campus Financial Systems for the Future." |
Debbie Lauriano went over the layout of the Administrative Computing Policy Draft. The document describes the roles of the IT Policy Board, AC4 and AdC3, and what it means to managers of business units who are planning to implement an administrative system. Item III.C relates to the information Bob Loessberg-Zahl presented at the AdC3 November meeting.
Also distributed was an excerpt from "Campus Financial Systems for the Future," (published by NACUBO and CAUSE, and authored by Richards Katz (now at EDUCAUSE, previously at UCOP), Steve Relyea (UCSD), and Barry Walsh (Indiana University). The excerpt discusses the creation, role, and mission of the steering committee.
In writing the policy draft document, the goal was to have all constituency groups see themselves and their roles in the policy. This was a challenge. In the interest of keeping the policy document to a manageable size, the Web site (http://adc3.ucdavis.edu/adminplan/) has additional supporting information. The site includes information on governance, computing principles, methodology standards, frequently asked questions, and other resources.
The discussion centered on the role of the chair of the steering committee (III.B.3), the role of the project manager, and the mechanism for elevating issues to AdC3 or through chain of command to Provost & EVC Grey.
It is suggested that the steering committee chair be someone who is going to live with the system. It is felt that responsibility should not be placed on committees or councils. The process of helping establish priorities is important.
Bob Loessberg-Zahl is committed to making the policy and the budget process work together.
Action: Debbie to change the language regarding the steering committee and avenues of escalation. A new draft will be sent within ten days. The Web site will be updated with the revised draft policy.
- Remote Access to Campus Computing Resources - All
Handout: Email from Mary Jo Anderson dated December 23, 1998 regarding Remote Access to Campus Computing.
Mary Jo Anderson is asking for input on Remote Access to Campus Computing on behalf of AC4. The decisions will have major implications for staff, even though students are the biggest users of the modem bank. This is a large and costly issue.
Some of the key issues are:
- Level of service (Even with the expanded modem pool this fall, access is often unavailable. Old modems cannot be repaired due to lack of parts.)
- Cost (Significant now. Can the campus continue to provide unlimited free modem access? Is some type of time limit or cost sharing appropriate? Should students/staff/faculty be expected to contract with a commercial ISP and pay all costs themselves?)
- Provider (If the campus is going to be the service provider, should UCD contract with a vendor to maintain this service?)
- Security (Many departments maintain local modems that provide significant security risks.)
- Impact on phone lines (Long modem calls on lines meant for voice service overload the telephone switch and could jeopardize phone service, i.e., making a call during an emergency).
It is anticipated that there are now a variety of solutions and a variety of funding sources. The issue of telecommuting is also one of quality of life for some employees.
This will be part of collective bargaining discussions and, as such, whatever is decided will need to be defined for everyone in the organization. Another issue is who pays if the use is partly for personal use. This topic is key to some position recruitments.
It is suggested that this group consider making its own recommendation to the IT Policy Board. The decision needs to be made by June to be implemented in the following year.
Action: AdC3 members are asked to provide comments via email to Mary Jo Anderson (mjanderson@ucdavis.edu) with the following info:
- Who uses the modem bank?
- Description of use
- Security concerns
- Volume of usage
- What people are currently doing
- paying for ISP
- setting up modems
- alternative costs
- pay overtime
Gilda to send AdC3 the email message regarding principles of remote access distributed by Harry Matthews to AC4.
The next meeting is scheduled on Monday, February 1, from 3 to 4:30 pm, in 1003 Engineering Unit II.
The meeting adjourned at 4:30 pm.
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