Minutes

December 13, 2016

Members present:  Pope Ashworth, Frank Grady, John Greer, Art Held, Scott Holgate, Antony Jo, Roger Maclean, Karen Moore, Jesse Neidigh, Mark Pershouse, Stella Phipps, Dawn Ressel, Matt Riley

Members excused: Sara Colenso, Judy Fredenberg, Roger Maclean, Allen Szalda-Petree

Members absent: , Julian Adler, Aaron Heiner, Jennifer Sauer

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

Call to order

Antony Jo called the meeting to order at 3:35

Minutes

November meeting minutes were approved by consensus

Communications

CIO communication

Matt Riley raised the issue of how IT Senate should be presented to a new UM President. What is our charge and what are we doing? Matt recently joined a meeting of 20 CIOs sponsored by EAB where IT governance models were discussed. The models are shifting from governance bodies being decision-making and implementation groups to groups that gather input and help prioritize and communicate what’s going with technology. That’s kind of the shift our IT Senate has already made.

Matt shared that the University of Alabama-Birmingham is using Ideas Scale to crowd-source prioritization of IT initiatives on campus. At UM we have used IT unconferences to do that, and the UM strategic planning group is using Neighborland to gather input. There may be value in extending that to IT initiatives. We should also look at Idea Scale.

Communication is a large issue that helps us not duplicate services and coordinate IT. EAB has reached out to UM about how we present our IT services catalog and the language we use.

Mark Pershouse suggested a need to have someone on the presidential search committee that understands technology. Matt agreed that we should have input on candidates from this body.

John Greer moved that Matt speak to the search firm about the importance of presidential candidates having knowledge of IT. Dawn Ressel seconded the motion. The motion passed unanimously. 

Discussion – Data governance continued

Dawn Ressel said she is still struggling with how to get true data governance up and running. She said that new leaders on campus are struggling with how to get data to help make decisions and move in the right direction.

Dawn suggested that we have to have a quick win on something with data. Getting it all done is too burdensome. The idea is to create a war room to focus on academic prioritization project (academic data), telling some common information about programs that we all agree on. The team would be together in a room. Dawn, Matt and Joe Hickman have all offered up people (DATA, IT, Registrar's Office).

We’re looking at two tracks working simultaneously. One team will work on definitions that set the standards to apply to other projects. They would create the data warehouse. The second team will be figuring out how to deploy it, looking at tools and products we could use. SaaS would come free of charge to talk to us about our needs and help us develop our process. Consulting on data governance by Lisa Dodson from Saas would come free of charge

Matt said he would schedule IT Senate time to work with them and be behind this proposal. Matt wants UM to be "data-informed."

Dawn said she is pushing for skeleton by end of December. She said we’re missing the boat if we don't have something up by July. Have to have an example to show new president and new provost. And it has to be done in time to get feedback from faculty.

Jesse Neidigh said that Enrollment Services is defining data that will affect the Registrar's Office. Joe and Dawn both said they haven't been involved in that process. Dawn concerned about being able to predict enrollment based on changes being made.

Dawn wants IT Senate support for full-blown data governance. Keep IT Senate informed on progress of pilot project.

Joe Hickman commented that we have to get over idea that people "own" data. It's the University's data.

Art Held said that we should include advancement in the governance structure. We need a sophisticated dataset to be effective in raising funds. What goes into it now may dictate what we can raise in 15-20 years.

Dawn concluded by saying her office doesn’t have a strong voice with campus. She’d not on cabinet and doesn’t have directors reporting to her.

Reports from standing committees, Tech Partners and Mod Squad

Enterprise applications committee

No report

Communications and collaboration committee

No report

Mod Squad

Karen Moore reported that the Banner group is rolling out faculty grade entry in the Banner XE module. Student and employee profiles are live. They are getting ready for the Student XE upgrade that will solve some problems we’ve been having. 

Matt asked if Mod Squad is talking about accessibility of the XE modules. Karen said that they were working with the Accessibility team on that. Matt said he’s been getting feedback that it's not accessible. He said he’s talking to the product vice president at Banner and letting them know that products are not accessible. 

Tech Partners 

Antony Jo reported that Tech Partners met with previous Tuesday. They received an update on wireless issue, a presentation on digital signage, and a presentation on a digital time-entry system. HR has to do a lot of work to get it implemented for everybody to be able to use the time-entry system. 

Meeting adjourned at 4:57 p.m.

Minutes submitted by Gordy Pace