Eastern Oregon University

Tech-Fee Committee Meeting

April 10, 2008

Members Present:  Brian Sather, Frederick Pratter, Linda Fratzke, Molly Litchfiled, Janet Jessup, Calli Nelson, Charles Martin

Resource Members Present:  Anna Maria Dill, Paul Rowan, Karen Clay

Minutes from our last meeting approved as submitted. 

The committee met today to discuss formation of the Information Technology Steering Committee per the Provost’s direction.  Discussion included:

• Background Information   Last year Provost John Miller and Paul Rowan discussed the formation of such a steering committee.  Currently, Tech Fee is only body involved in making campus-wide technology decisions.  Provost Jaeger agrees with the idea of the steering committee and suggested merging the Tech Fee Committee and the steering committee.  The Tech Fee Committee would basically be absorbed into the new committee with the intent of having representation from all campus constituencies.
• Questions 
• Will the new committee have only recommendation authority or will it make policy?  Paul responded that the committee could micromanage, but it is more likely that the committee would oversee and recommend technology planning for EOU.  He also reminded the committee that major policy changes and/or large expenditures would still be decided by the cabinet.
• Is the Tech Fee our only source for Technology Budget?  Paul responded that other than grants and the IT department budget (which is inadequate to even cover maintenance and replacement of current technology) the Tech Fee is our only source for funding new technology.  He noted that in recent years COPS (Certificates of Participation) funds have been used for maintenance and replacement of technology.  COPS are low interest loans that must be paid back by the institution.
• Comments
• Dr. Pratter noted that Tech Fee has always been reactive, rather than proactive.  He said he likes the bottom up approach we have now, but acknowledges the fact that there needs to be more planning regarding IT expenditures at EOU.
• Karen Clay suggested that the committee develop an IT strategic plan and then continue the current proposal process, but require all proposals that are funded to be in line with strategic plan.
• Charles Martin suggested allocating one portion of Tech Fee funds to proposals and another portion to projects that are part of the strategic plans.
• Brian Sather suggested a large steering committee - with an ad hoc committee to examine Tech Fee proposals. 
• Molly Litchfiled suggested one committee.  But she also suggested a survey to see what EOU folks really want.  She would like to see ASEOU take a leading role in submitting proposals.  
• Linda argued that a steering committee should be involved in long-range planning and looking for sources of funding rather than evaluating proposals.
• Paul Rowan stressed that the steering committee should first look at sustainability issues and long range projects and then consider new proposals.  He also asked the committee to seriously consider whether it is time for a change and, if so, what kind of changes are needed?  
• Brian suggested that he, Charles and Paul meet with Provost Jaeger to discuss the options. 
• Dr. Pratter asked for a straw poll regarding whether there should be one or two committees.  The result of the straw poll:  Two committees = two.  One committee = seven.   Abstention = one.

The committee agreed to meet and continue this discussion after Paul, Charles and Brian have met with Provost Jaeger.   Next meeting date will be determined after the meeting with the Provost has taken place.

Minutes submitted by Helen Moore.

Attachment:  Information Technology Steering Committee Implementation Agenda

Information Technology

Steering Committee Implementation Agenda

April 10, 2008

The Provost has charged us to combine a ten person Student Tech Fee Committee comprised of five students and five faculty with a previously proposed steering committee composed of representatives from:  ASEOU, Arts and Sciences, Business and Education, Library, Learning Center, Residence Life, Enrollment Management, Business Services and Information Technology.

The focus of the new IT Steering Committee will be for all IT vision and strategy for the entire University.  This will include all sources of funds with a mindset of “what is best for EOU students, faculty and staff’ as we move forward to make the University vibrant and sustainable.  The specific tasks to begin with are: 1) re-formulate the official charge for the committee, 2) establish the composition of the committee, 3) enumerate potential issues and 4) identify opportunities and challenges that this new committee will face.

Potential Issues:

• All User Authentication and Single Sign On
• iPod Broadcasting
• Residence Hall Third Party ISP Service
• PC Replacement Plan
• Network and Telephone System Sustainability Plan
• Full Function Web Portal
• Web Content Management
• Security Education and Policies
• Disaster Recovery Plan
• Campus One Card
• Student Email System
• Help Desk Software
• Departmental Centralization of Network Printers
• Future Media Production and Services
• 24/7 Network Expectations With a Single Network Systems Manager
• Service Level Agreements with Partners
• Push Out Network Applications and Upgrades
• Emergency Notification with  Instant Messaging
• Registrar’s Office Scheduling and Document Imaging Software
• Multi-function Help Center and Media Loan Service in the Library
• Full wireless penetration of the campus
• Expansion of electronic signage
• New building IT requirements
• Media Streaming Services
• Network User Storage