June 14, 2016
Members present: Antony Jo, Jesse Neidigh, Scott Holgate, Stella Phipps, Karen Moore, Manu Samuela, Matt Riley, Judy Fredenberg, Pope Ashworth, Aaron Heiner, Mark Pershouse, Dawn Ressel, Art Held, John Greer
Members absent: Eric Reimer, Jennifer Sauer
Members excused: Roger Maclean, Allen Szalda-Petree
Ex-officio members and staff present: Adrian Irish, Bob Hlynosky, Gordy Pace
Call to order
Matt Riley called the meeting to order at 3:33
Approval of minutes, May 10, 2016
Mark Pershouse moved for approval of the May 10, 2016 meeting minutes. Antony Jo seconded the motion. Motion passed.
UM Minute – IT Focus
Bob Hlynosky reported that Business Services had just purchased contract management software that stores contracts centrally. The software can provide reminders notices and due-date notices. Implementation will be in August. Karen Moore asked if it could be any contract, including contracts between departments on campus. Bob said it could. Karen said Administration & Finance was looking to build something to do the same thing.
Matt Riley reported that central IT has taken on more support areas, including Missoula College (their person retired), and the College of Education. Matt said central IT has had a pay-for-support service level agreement model awhile, but with additional units now using that model, he wants to look at how we can have the most efficient hive of support. It might offer more opportunities for central and distributed IT to work together toward a one IT concept.
Matt also reported that Zach Rossmiller is filling the role of assistant CIO for central computing services on an interim basis. IT is starting a search for to fill the position basically as it was under Tony Jablonski. Jesse Neidigh asked about timeline. Matt said applications close August 1.
Ratification of IT Senate annual report for 2015-16
Bob Hlynoski pointed out that his name was misspelled in the report. Jesse Neidigh moved approval. Dawn Ressel seconded. There was no additional discussion. The motion passed unanimously.
Matt said the report would be shared with other governance groups and the President’s cabinet, and posted on the IT Senate website as a record of the past year.
Janet Sedgeley, manager of Accessible Technology Services (ATS) in central IT, provided a status update on accessibility issues. Janet said she thinks accessibility is better understood and better communicated on campus, but she also thinks momentum has slowed down and that there are pockets of campus that are not at all engaged in accessibility efforts. Janet said that ATS gained two people from Disability Services for Students, and gained their duties as well, primarily focused on supporting students. She characterized it as a win for collaboration. At the same time, ATS lost some student and temporary employees.
Janet reported that her group will resume website reviews on July 1. A big part of the process is educational, communicating to people why some things are not okay to do on the web. Matt said that UM was rated last among Big Sky Conference schools in accessibility. When he investigated why, he found that they chose three random departments’ websites to assess. Our Business school website was chosen and it’s out of date and inaccessible, bringing the University’s accessibility rating down. That’s been corrected, but there may be other sites that are bringing us down. Janet says the website is the first thing you need to make accessible.
Janet also said her group is changing its focus on captioning to locally-produced videos.
Aaron Heiner asked about reviewing software that is used by a small group and if there’s consideration for who’s accessing the software and what the purpose of it is. Janet said that the mandate from the Department of Education is that everything gets reviewed. We can document that software is being used for highly visual stuff and may not work with a screen reader.
Matt said the biggest problem he sees in software purchases is that people don’t provide enough information about what it’s used for and who’s using it.
Art Held asked if vendors are becoming more responsive. Janet said vendors are more aware of VPATs (Voluntary Product Accessibility Template—a tool used to document a product's conformance with the accessibility standards under Section 508 of the Rehabilitation Act), but not doing it. Some are using 3rd party vendors to test and write VPATs.
Reports from standing committees, Tech Partners and Mod Squad
Data governance committee
Dawn Ressel said her staff is still working on data governance. Her reconfigured office will be Analysis, Assessment and Data Integrity beginning July 1. The office has a five-phase for how it will get up and going. The first phase is data integrity. She said she has plans to purchase iData Cookbook which will allow us to store the standards we put in place. She said the data governance committee hasn't been meeting, but that will happen after the transition on July 1.
Enterprise applications committee
Communications and collaboration committee
Matt said the annual report ratified earlier in the meeting is the main activity of the committee. Now that it's ratified, the committee will work to disseminate the report.
Karen Moore said Mod Squad is focusing on upgrades. Financial upgrades are changing based on Department of Education requirements for financial aid. Work is being done on Banner XE modules. They ran into snags with the student profile, which was the first XE module deployed. They are working to resolve those before launching others. Karen also reported that we are close to implementing the web for proxy tool which will be branded as Griz Family Portal. The tool allows students to designate a proxy to pay bills.
Antony Jo reported on topics discussed at the previous Tech Partners meeting, including:
- Live chat going live on the UM homepage on June 8th.
- The new version of LandDesk will be rolled out soon. It will support Windows 10 and El Capitan.
- Cascade users were reminded of annual certification training .
- The bid from Microsoft for UM’s Office 365 migration was more than expected. Matt Riley said the proposal is out of our price league. He suggested making this a topic at next IT Senate meeting.
- Discussed network port fees.
Matt shared thoughts on phones and network ports. Departments have been cutting those as a budget saving measures. Central IT has been planning for that, but is also working toward a different funding model. He said he’s trying to get IT/Student Affairs collaboration going as soon as possible. Ultimately, he said, removing phones doesn't save the University money. It just passes the buck. The University is still paying for infrastructure.
Art Held reported that he was really impressed by service by telephone and network people when the Foundation moved into its new facilities. He said the level of service is truly professional.
Meeting adjourned at 4:44
Minutes submitted by Gordy Pace