Minutes

November 15, 2016

Members present: Julian Adler, Sara Colenso, John Greer, Art Held, Scott Holgate, Antony Jo, Roger Maclean, Karen Moore, Jesse Neidigh, Mark Pershouse, Stella Phipps, Dawn Ressel, Matt Riley, Allen Szalda-Petree 

Members excused: Pope Ashworth, Karen Moore

Members absent:  Frank Grady, Aaron Heiner, Jennifer Sauer

Ex-officio members and staff present: Joe Hickman, Adrian Irish, Gordy Pace

Call to order

Matt Riley called the meeting to order at 3:31

Minutes

October meeting minutes were approved by consensus

Communications

Matt Riley introduced Julian Adler and Sarah Colenso, two new IT Senate members appointed by ASUM.

Jess Neidigh reported that Student Affairs IT has done it’s first rollout of DocuSign in Disability Services for Students.

Joe Hickman reported that the Registrar’s Office is now using totally electronic transcripts with the National Student Clearinghouse. For the first time in 120 years, his office is not printing transcripts.

CIO communication

Matt riley provided updates on IT funding model and IT utilities

He reported that we don't have a funding model yet. The challenge is trying to get away from a model where we have to charge back for our services. We’re not there yet. We can’t get past the idea of how much should be funded from general funds centrally. There’s not enough funding allocated to major organizations on campus where they could they could make the allocation needed for IT services at the start of their budget cycle. We're just going to have to be more creative.

IT Utilities – Matt reported that we are going to end up having to pay IT Utilities shortfall from the IT budget. The IT utilities budget has been stable for a few years, but it’s becoming a bigger percentage of our expenditures. 56 percent of central IT spend is on salary and benefits. $9.3 million overall IT budget

Art Held asked about flight from wired to wireless network. Matt said that network ports have been stable, but there has been about 10 percent drop in phones on campus.

Sarah Colenso asked what budget cuts IT took in last four years. Matt said it's the same percentage as all other administrative areas. About 21-22% cut since FY13 and a corresponding drop in revenue. 

Antony Jo asked about the student computer fee and where that funding goes. Matt said there are some things that come back to IT, including all ports associated with technology funded by SCF. The student technology fee goes into Banner and Oracle - $613,000 from tech fee goes into that.

Matt said there is no fluff in utilities budget. IT is working with vendors on different terms on contracts to hold and/or decrease cost rises. He said we might also be able to get some network savings. We are not going to get savings in Banner or Oracle. We may have an opportunity for savings with the learning management system.

We’re tracking a gap of $300,000 for next year. Right now we can address that gap by not purchasing equipment for things we’re supporting operationally. We’ve had a lot of success virtualizing and going to cloud and have realized savings there. For this size of university, we’re doing a great job with costs. 

Discussion – modernization of IT at UM

Matt identified five areas for potential modernization:

  • Phone system
  • Paperless processes
  • Better WiFi
  • Updated technology in classroom
  • Cloud/virtual/AaS

Allen Szalda-Petrie suggested adding the availability of research technologies for large data processes.

Mark Pershouse said there has been significant improvement in classroom technology. There is a lot of consistency in experience when faculty walk into a classroom.

Matt suggested that IT has done a good job of improving infrastructure, but perhaps not doing things that translate that to a better student experience.

Jess Neidigh suggested adding security (video surveillance, door security) to the list. Matt said he's working with a student on parking technologies. John Greer suggested student access to technology (i.e access to data visualization machine). 

Reports of standing committees, Tech Partners and Mod Squad

Matt suggested putting all committee reports aside to allow for an extended share from the data governance committee. Matt reminded the group about the data governance framework Dawn Ressel presented last fall. The push is for getting to where we can use data more effectively for institutional decision-making. He said this has become a very hot topic with change of leadership at the Provost and VP for Student Affairs positions. Matt asked Dawn to update the group on efforts and discuss how we make progress from here.

Data governance committee

Dawn reminded the group that the data governance efforts had been put on hold for awhile due to reorganization in her area. That transition has gone smoothly and she has a strong team anxious to work on it. 

UM has purchased iData Cookbook, which is software that will collect the data standards. That’s one piece of data governance. Dawn reported making significant progress on data quality and consistency. She has had great dialogue with deans about data definitions. 

Dawn said we need to discuss what data means on our campus. We have strategies for enrollment and strategies for IT. Data needs to be the same. We should have a data strategy so we know as an institution what we’re going to do with that data.

Dawn walked through a presentation by Lisa Dodson from SaS who recently keynoted a regional conference Dawn worked on. She is a recognized expert on information management and data governance. SaS will visit campus as a free service to help develop a strategy.  Dodson argues that data strategy means that you have to value that and you have to fund that. Dawn pointed out that data governance is just one-fifth of overall data strategy.

Matt said that Provost Edmond is leapfrogging our data efforts with the Academic Performance Solutions tool from EAB that has been purchased. That has caused a little tension with data stewards across campus, but we need to be working in parallel. This is important at the highest levels of the institution. Maybe IT Senate can provide ideas about strategy around this issue. 

Jess proposed getting additional key people on the data governance committee. He said Tom Crady wants to be involved. Matt said that staff reductions hindered the process, but that we're going to have to put some people on this problem. IT and Dawn's office have dedicated people on the project.

Matt suggested spending a similar amount of time on this next meeting.

Meeting adjourned at 5:01 p.m.

Minutes submitted by Gordy Pace