IT Governance Council 04.08.15 Minutes

Attending:

Terri Weaver, Phil Reiter, Michael Hites, Mary Case, Jason Maslanka, Ugo Buy, Cynthia Herrera Lindstrom, Dean Oyama, Ginny Schroeder, Heather O’Leary, Ilir Zenku

  • Rate & Funding
    • Discussion
      • Presentation on final stages of rate and funding for campus IT services
      • Discussion of centrally-supported services and self-sustaining services
      • Discussion of strategic plan roadmap
      • Discussion of costs to units, ways to cut costs, changes in budget for FY16
  • Data Governance Committee
    • Proposal
      • Need to keep track of data on campus (how it is stored, accessed, etc.)
      • Proposal being put together with purpose, vision, goals, membership, & charge
      • New committee would provide one place for all data concerns
      • Concern for overlap with other committees
      • New committee would have a strategic, policy-based focus
      • Suggestion to share proposal with all four committees, get input, & put to a vote
  • IT Governance Summit
    • Information
      • Governance from all three campuses attended
  • Committee Updates
    • InfraSec
      • Current focus for the IT Security Policy is how to get support and communicate efficiently to the campus
      • ACCC Service Catalog is being reviewed, next step is to include other committees, and determine which services should remain/be adjusted
      • Unified Communications group is looking at existing services and other licenses available to the campus
    • Education
      • Working on three projects with a goal of having final proposals in May
      • With creation of Center for Excellence in Contemporary Teaching & Learning, directions will have to be adjusted
      • Discussion of what is involved with projects
    • Research
      • Working to revise membership bylaws
      • Discussion of access to clinical data
      • Presentation on analysis of large data sets, members are looking at software available to campus
      • Group is looking at continued support for High Performance Computing Cluster
  • Chief Information Officer Updates
    • Identity Access Management
      • UIS is going live in a few weeks, with Urbana to follow in October
      • New policies will be put in place, including required password changes
      • Discussion on consequences of these changes, best way to communicate them to campus
    • Learning Management System Governance Board
      • Has been meeting, reviewing issues with Blackboard, & considering options
    • IT Pro Forum
      • On April 28, all members are encouraged to attend
    • Center for Excellence in Contemporary Teaching & Learning
      • Goal is to have a single place where all faculty can go to for assistance
      • Education committee in talks as to how to be involved in center going forward
    • Electronic Document Management
      • Working with Laserfiche to bring this to campus

IT Governance Council 02.04.15 Minutes

Attending:

Cynthia Herrera Lindstrom, Annette Valenta, Heather O’Leary, Mary Case, Michael Pagano, Saul Weiner, Michael Hites, Ilir Zenku, Jackie Finch, Terri Weaver

  • IT Governance Summit
    • Summit is set for March 10 at UIC on Student Center East
      • All governance groups meet across university to share information and look to the future
  • FY 16 Proposals
    • Approval from Provost
      • Provost approved all proposals, asked that proposal requesting funds be sent forward for budge consideration
    • Electronic Document Management
      • Waiting on costs from Gordon Flesch, tabled until next meeting
  • U of I Information Privacy and Security Compliance
    • IPSC Update
      • Universitywide committee was formed by president to address privacy and security concerns
      • First act was to form a HIPAA compliance subcommittee
      • UIC Security Program kicked off on February 2 as part of 3 year plan
      • University Audits will be looking at the policies and comparing them to what is required under HIPAA compliance, will report back in May
      • Group is also compiling a list of security policies that exist across the university, with goal of cataloging and finding gap in policies
      • HIPAA subcommittee is working to inventory BAAs across university to determine what contracts exist that concern HIPAA data
      • Law requires BAAs to be renewed on annual basis
      • Currently working on creating a report of existing BAAs
  • ITGC Data Strategy Committee
    • Draft document needs to be finalized
      • Once final, will be shared with council for review
  • Chief Information Officer Updates
    • Rate and Funding
      • Full day meeting set with WTC to finalize plan, scheduled by late February
    • iThenticate
      • Has been deployed to units
      • Training has been provided, remains available to colleges for use
    • Identity Access Management
      • Backend changes are being made
      • Discussion of new design (in effect March 1) and UIC branding standards
  • Committee Updates
    • Administration
      • Business systems recommendations in proposal were approved
    • Education
      • Proposals were approved, updates given on implementation process
      • Discussion on request for update on a teaching and learning center
      • Consideration of using The Degree Audit Report System for graduate students
    • InfraSec
      • Review of committee updates
      • Discussion of when wireless will be made more available campuswide
      • Discussion of implementation timeline, IT leadership training, cost issues
    • Research
      • Two motions reviewed
      • Discussion of maintenance needs and staffing issues for High Performance Computing Cluster
      • Need for data mining and statistical analysis software
      • Review committee’s bylaws and membership in order to approve attendance

IT Governance Council 12.08.14 Minutes

Attending:

Ugo Buy, Michael Pagano, Ilir Zenku, Heather O’Leary, Phil Reiter, Mary Case, Terri Weaver, Cynthia Herrera Lindstrom, Jackie Finch, Sandy De Groote, Michael Hites, Janet Parker, Saul Weiner

  • FY16 Proposals
    • A-0002 Business Systems Strategy Recommendations
      • Proposal is a list of recommendations to improve selection, implementation, and training available for business process systems
      • Approved Motion: Motion to amend ‘new business systems and optimizing existing systems,’ to be sent on to the ITPC was passed
      • ITGC Chairs will bring governance to UIS and UIUC for input, adoption, etc.
    • E-0004-1 Personal Computing Devices: web-based Student Response System Pilot
      • Proposal described as alternative to current clickers system
      • Instead of requiring a physical clicker, courses could allow students to download software onto their own devices
      • Process will begin by selecting a product to pilot in a course
      • Approved Motion: Motion to move forward with proposal for a web-based SRS pilot was approved
    • E-0004-2 Personal Computing Devices: Mobile Learning Pilot
      • Proposal asks for funding to send a Request for Proposal to campus to find a department that would like to pilot a mobile program in a particular course
      • Approved Motion: Motion to move forward with proposal on the Mobile Learning Pilot forward was approved
    • E-0005 Basic Principles for Teaching with Technology
      • Goal is to create a website listing principles of instruction, and then identifying technologies to meet these needs
      • Website would be developed by the committee and Information Technology Lab, and would eventually be transferred to the teaching and learning center
      • Approved Motion: Motion to move forward with proposal was approved
    • E-0006 Instructional Technology Services and Support
      • Proposal creates a series of forms/processes to receive requests for products/services to enhance teaching and learning
      • Approved Motion: Motion to move forward with proposal was approved
    • IS-0013 Enterprise Documents MGMT and Electronic Signatures
      • Proposal described as selecting Laserfiche for Electronic Document Management
      • Has not yet been approved by InfraSec committee
      • Proposal tabled for February meeting
    • IS-0015 Bylaws Revision
      • Proposal is an amendment to the committee’s membership to increase campus representation and limit ACCC voting
      • Goal is to clarify role
      • Approved Motion: Motion to move forward with proposal was approved
  • Proposals Considered and Denied/Committee Reports
    • Denied proposals are also being listed and sent to Provost to show ITGC is selecting only the most important
  • Updates from CIO
    • Rate and Funding
      • Changing the funding model is being determined
      • Presentation will be given once it is prepared
    • Center for Clinical & Translational Science Data Virtual Machine
      • Description on process of developing a VM environment to process data from the CCTS, and to make available for researchers
      • Could be used for data in general, necessary to meet campus research needs
    • High Performance Computing Cluster Staffing
      • Breakdown of issues with HPCC based on staffing problems
    • InfraSec Regionals Subcommittee
      • Created to address concerns of regional campuses regarding IT
      • Membership and charge being determined
    • Teaching and Learning Center
      • Provost asked for a proposal to move forward
      • Proposal is being drafted
    • Website Redesign
      • Phase one completed, moving into phase two
      • Group is looking to have website up and running by summer
    • Data Strategy
      • Working to set charge
      • Medical center is working on its own data governance board, any overlap needs to be determined

IT Governance Council 10.29.14 Minutes

Attending:

Cynthia Herrera Lindstrom, Mary Case, Mike Pagano, Heather O’Leary, Phil Reiter, Jackie Finch, Sandy De Groote, Saul Weiner, Michael Hites, Terri Weaver, Ilir Zenku

  • Committee Updates
    • Research
      • Survey on research needs will be re-sent to faculty to receive more responses
      • Overview of START myResearch updates
    • InfraSec
      • Overview of several current initiatives
      • Process should be formalized for getting items from UIC campus to the Information Technology Priorities Committee/Administrative Information Technology Services
      • A vote will have to take place to change the Mobile subcommittee to a standing steering committee to make decisions on the mobile app
      • A regional subcommittee was approved under InfraSec
      • Group is looking to move toward implementation of risk assessment
      • Held a strategic planning session and came up with priorities on email, network, and storage
      • Discussion of request to the Office of the Vice Chancellor for Research for Center for Clinical and Translational Sciences data to use for recruitment
    • Education
      • Discussion of teaching and learning center logistics
      • Waiting on update from Provosts
    • Administration
      • Description of the recommendations for business process systems that will be coming up to the council soon
  • Updates from the Chief Information Officer
    • Website Redesign
      • First update from Pixo was received
      • Moving into phase two: discovery phase of what website is meant to do, etc.
      • Goal is to have new site up by fall 2015
    • Electronic Document Management
      • Laserfiche was selected, will work with units on creating processes and providing technical support
    • Security Policies
      • Implementation has kicked off
      • University Information Security Office request letter sent to deans
    • Scholarship Management Software
      • Contract has been signed
      • Working with scholarship offices to make this available
      • Phase two is being worked on for processing awarded scholarships through the system rather than by paper forms
    • iThenticate
      • This will be set up soon
      • Process is currently working to manually enter accounts
    • Mobile App/Bus Tracker
      • Bus Tracker has been implemented as part of the mobile app
      • Steering group will address future requests, features, strategy, etc.
      • Group is still working to have CTA routes incorporated into Bus Tracker
    • Data Strategy Committee
      • Working to create charge, will bring to December meeting for a vote
  • Subcommittee Projects
    • IT Strategic Plan
      • Group is working to finish the rate and funding
      • Roadmap listed five key areas and made recommendations for each
      • Provost has agreed to annual financial investment to improve network backbone and make wireless access more ubiquitous
    • Identity Access Management
      • Group is working to consolidate to one ID and password per person
      • New open source software is being looked at and analyzed
    • Faculty Profile Tool
      • Group is discussing the tool and how to incorporate the promotion and tenure system
      • Discussion of how the tool pulls data from various sources and reports that could be run from profile data

IT Governance Council 09.16.14 Minutes

Attending:

Cynthia Herrera Lindstrom, Michael Hites, Phil Reiter, Ginny Schroeder, Dean Oyama, Heather O’Leary, Jackie Finch, Mike Pagano, Terri Weaver, Ugo Buy

  • WTC Presentation on Roadmap
    • Buildings and Network
      • Review of the strategic planning process and purpose of the roadmap
      • Discussion of building categorization process and internal factors
    • Non-Network Areas
      • Four areas were outlined: communication services, storage infrastructure, server infrastructure, and ACCC operations
      • Discussion of how each area will be addressed by the roadmap
      • Discussion of WTC’s methodology, recommendations for staffing
    • Roadmap Results
      • Outline of the rollout timeline for each piece of the roadmap
      • Discussion of costs and funding
  • Updates from the Chief Information Officer (CIO)
    • Mobile App/Bus Tracker
      • Discussion of timing issues with the bus apps
      • Initial InfraSec Mobile subcommittee will be transitioned into a steering/governance subcommittee
    • iThenticate
      • Plagiarism tool used for grant proposals and dissertations
      • Group is working with colleges to set up contacts to create accounts
      • Training will be provided
    • Scholarship Management Software
      • Moving forward
      • A Purchase Order (PO) was issued, waiting for signature on agreement
      • Goal is to manage scholarships for colleges to make it easier for students to find
    • Security Policies
      • Letters requesting University Information Security Office (UISO) will be going out to Deans shortly
      • First step in implementing policy
    • Document Management
      • Laserfiche was selected as vendor for electronic document management
      • Can be used for paperless process and uploading current paper products
      • Suggestions of processes that could be switched to paperless
    • START myResearch
      • Monthly presentation given to steering committee
    • Website Redesign
      • First phase is complete, group is now working on final report

 

IT Governance Council 07.01.14 Minutes

Attending:

Ginny Schroeder, Dean Oyama, Ugo Buy, Valerie Prater, Dibyen Majumdar, Jackie Finch, Mark Goedert, Michael Hites, Cynthia Herrera Lindstrom, Heather O’Leary, Terri Weaver, Phil Reiter, Mary Case, Annette Valenta, Sandy De Groote, Pete Nelson, Jason Maslanka

  • Presentation by WTC
    • Presentation
      • Status, overview, and discussion of the IT Strategic Roadmap
      • Discussion of potential issues with timeline
      • Consideration of costs in association with timeline
      • Discussion of problems with building categorization
      • Concerns about both regional campuses, distance/online students, meeting network needs
  • Committee Updates
    • InfraSec
      • Risk Assessment is wrapping up, distant sites will be done by July 15th
      • Committees will reconvene in late July to discuss process and plans
      • Discussion of next steps and audit implications
      • Concerns over lack of detail in McGladery risk assessment findings
      • Consideration of what can be done with the gathered data
      • Consideration of where to store high risk data, how to evaluate storage options, and determine which can be used for HIPAA and other data
      • Discussion of new enterprise-wide HIPAA subcommittee and its charge
      • Approved Motion: Motion to accept nomination of J. Maslanka as committee’s new Chair Elect was approved
    • Research
      • Institutional Stewardship of Data (ISD) subcommittee is being worked on, a final report will be submitted for the committee’s review soon
  • Updates from the CIO
    • Bus Tracker/Mobile App
      • Tracking is being installed on buses, routes set up; it should be operational soon
      • Testing for the app will begin soon
    • iThenticate
      • Accounts must be created manually, does not tie into campus credentials
      • Admin. access will be created for each department to add faculty members
      • Discussion on how results are created, how plagiarism will be addressed
    • Scholarship Management Software
      • Will be one place for all colleges to post scholarships for students to peruse
      • Plan is to move forward with this in the fall

IT Governance Council 05.06.14 Minutes

Attending:

Michael Hites, Cynthia Herrera Lindstrom, Ginny Schroeder, Dean Oyama, Phil Reiter, Ilir Zenku, Sandy De Groote, Danielle Leibowitz, Jackie Finch, Annette Valenta, Heather O’Leary, Dibyen Majumdar, Saul Weiner, Terri Weaver, Pete Nelson

  • WTC Roadmap Update
    • Presentation
      • Update and discussion on the status of the roadmap
      • Re-visitation on topic of prioritizing buildings
      • Discussion on how to gather more data to add to prioritization
      • Presentation of next steps in the process
  • Committee Updates
    • Administration
      • Introduction of the new Administration committee chair, J. Finch
      • Update on involvement with HR on the HireTouch task forces report
      • Committee intends to stay engaged in HireTouch
      • Discussion of business processes: how to create, maintain, and offer training
      • Committee is working towards solutions and proposals to send forward
    • Education
      • Committee has created three subcommittees to work on various charges and develop proposals with the goal of sending them on to the Council in November
      • Outline and discussion of the proposals on student response software, the consideration of a new Content Management System (CMS), and on basic principles of teaching with technology
      • Consideration of personal computing devices and laptop loan programs
    • InfraSec
      • IT Security policies have been approved
      • Committee is working on implementation
      • The College of Nursing (CON) and College of Medicine (COM) finished their risk assessments and have provided feedback
      • Reports should be coming soon for risk assessments from the School of Public Health (SPH) and Applied Health Sciences (AHS)
      • Many issues with email forwarding that need to be addressed
      • Lengthy discussion of emails and email forwarding in relation to UIC
    • Research
      • Ugo Buy will be the new chair this fall
      • The Institutional Stewardship of Data (ISD) working groups have come to a conclusion, all documents are being compiled to one final report
      • Report will be sent out soon
      • The High Performance Computing (HPC) group updated that the cluster has been successful
  • CIO Updates
    • Bus Tracker/Mobile App
      • Implementation began last week, app is being worked on
      • Enhancements are being developed for the bus tracker
      • Discussion of logistics
    • Scholarship Tracking Software
      • An application has been settled on
      • Concept is one portal for all scholarships
    • Electronic Document Management
      • Demos are being viewed before a recommendation can be made

IT Governance Council 03.26.14 Minutes

Attending:

Ginny Schroeder, Dean Oyama, Michael Hites, Cynthia Herrera Lindstrom, Phil Reiter, Pete Nelson, Terri Weaver, Sandy De Groote, Heather O’Leary, Mary Case, Saul Weiner, Annette Valenta, Jackie Finch

  • WTC—Rate and Funding Presentation
    • Updates
      • Update on strategic roadmap
      • Review of strategic network alternatives
      • Discussion of building categories
  • UIC IT Security Program
    • Overview
      • Discussion of the process followed to create policies, guidelines, and procedures
      • Program was approved and adopted for the campus by the Chancellor/Vice Chancellor (CVC) Committee on March 18
      • Program will be presented at ITPF as well as IT staff meetings
    • Risk Assessment
      • Discussion of lessons learned and next steps in the process
      • Questions of how to strengthen communication across campus
  • Updates from the Chief Information Officer (CIO)
    • Gmail Issue
      • Rehash of the problem and its causes
      • Consideration of how ACCC can most efficiently communicate a problem such as this to campus
      • Discussion of how to prevent this from happening again in the future
    • Bus Tracker/Mobile App
      • Contract was submitted to get a bus tracker app installed for campus busses
      • A private app is also being looked into for requesting the Red Car
    • Scholarship Tracking Software
      • Discussion of creating central dashboard for students to view all available scholarships
    • Electronic Document Management (EDM)
      • A subcommittee to InfraSec was created to look into EDM and electronic signatures for campus-wide use
    • Box.com/Document Storage
      • Discussion of using systems to manage documents
      • Consideration of security risks and safety

IT Governance Council 01.23.14 Minutes

Attending:

Annette Valenta, Phil Reiter, Sandra De Groote, Heather O’Leary, Cynthia Herrera Lindstrom, Michael Hites, Mary Case, Dibyen Majumdar, Saul Weiner, Pete Nelson, Ilir Zenku

  • ITGC Process
    • A draft of the process was reviewed
    • Minor changes discussed, i.e. a need for more feedback on proposals
    • Approved Motion: Motion to accept process with minor edits was approved
  • InfraSec Proposals
    • Discussion of three new proposals
    • NetID Assignment
      • Detailed discussion of proposal
      • Discussion of the Identity Access Management (IAM) project
      • Approved Motion: Motion to send recommendation from the Council to the IAM committee was approved
      • Resource Calendaring and Integration
        • Discussion of new proposal as an add-on for use of Ad Astra with scheduling rooms and resources for campus
        • Approved Motion: Motion to send the proposal forward was approved
      • Web Content Management System (CMS)
        • Discussion of new proposal to back a shared CMS on campus
        • Proposal would also provide support for systems Drupal and WordPress
        • Discussion on implications of proposal, such as support staffing concerns
        • Approved Motion: Motion to send the proposal forward was approved
  • Committee Updates
    • Status of Research Committee projects
      • Discussion of promulgating the Institutional Stewardship of Data (ISD)
      • Discussion of new subcommittees being created for different aspects of the ISD, such as forthcoming regulations and policies
      • Exploration of options on how to keep track of data most efficiently
      • Approved Motion: Motion that the recommendation from Council that this be developed at the campus level was approved
      • Letter to the Provost requested by Education Committee
        • Decision to redraft letter on status of teaching and learning center proposal
      • InfraSec Committee
        • Working on implementation plan to bring to the Council based on the approved security policies and procedures
        • McGladery is wrapping up risk assessment on the College of Nursing (CON) and Medicine
        • McGladery will review findings before continuing on to other colleges

IT Governance Council 11.05.13 Minutes

Attending:

Cynthia Herrera Lindstrom, Sandy De Groote, Danielle Leibowitz, Michael Hites, Phil Reiter, Heather O’Leary, Ilir Zenku, Terri Weaver, Pete Nelson, Dibyen Majumdar, Mary Case

  • IT Strategic Plan
    • Engagement with WTC consulting was completed
      • Next step will be a final report with all of the recommendations
      • Implementation mode can then commence
      • WTC will be engaged for a road map for the network, as well as the rate and funding piece of implementation
      • Final report will be at the next ITGC meeting
  • UIC Website Redesign
    • Discussions of first meeting of the group
      • Considerations of what is and what is not working on the current UIC website
      • A consulting firm will be brought in to help with the project
      • Discussion of templates, mandates and other units’ pages
      • A draft of the new website design was requested
    • Content Management Systems discussion
      • Inquiries on built-in functionality for calendaring/events
      • Inquiries on faculty profiling, advertising what faculty members are doing
  • Mobile App
    • Currently in development
      • More information is required
      • Discussions of many different services to include in the app
    • Shuttle Tracker
      • Current faculty member in charge is not interested in developing the website of the shuttle location any further
      • Exploration of options to improve the quality of this service
  • Document Management/Electronic Signatures
    • Provost has requested to look at document management solutions for using less paper, and the routing of forms with signatures
      • Would make it no longer necessary to print, sign, and scan papers
      • Could potentially be a university-wide solution
      • Committee will be formed to address this
  • Risk Assessment
    • This is kicking off, training has started, and the process will begin with Nursing and College of Medicine in December; other colleges to follow in January
  • Resource Calendaring
    • Discussion of product for room and resource calendaring for the campus