Information Technology Council Meeting
Present: Jan Fox, Mike McCarthy, David
Johnson, Tom Hankins, Jody Perry, Dennis Prisk, Herb Karlett,
Review of Minutes: Voted and Approved
Fox: Updates: There is real concern with the state data network. The last time it was bid was in 1991 and it had gone through continual update without being bid. It was at the point that all e-rate for K-12, the public libraries, and health care in the clinics would be eliminated if that had not been bid properly. This is a huge issue. Right now, instead of going out as an RFP, it is going out as an RFQ. (Request for Quotation). This was the only way to get the contract out in time or they would have lost 9 to 13 million dollars of federal dollars coming in to the state. It has to be totally completed by January 20. It was first written as a one year quote but has now been changed to a two year quote. Verizon controls the main part of the state. There are some other providers like Frontier and they have their own contracts. If that would were to change substantially, a lot of our video links could have issues and data circuits could have some problems. It is possible to get a piece of contract, unlike getting the whole state, a company could get one of the four Latas. It is possible to have multiple vendors winning the award.
On screen is the website for the State Information Technology Council. I chaired the technology standards group last year. We approved, using federal guidelines for GIS. This was holding us back in the state. There are also a lot of policies that will be posted on Internet access, new accessibility standards for visually impaired, issues on how to deal with third party contracts and how or if we are allowed to post third-party company names. For example, we had someone work on our Master Land Use plan, we are legally allowed to post the contractors name and a link to their site. There will be a will be a direct link to this page off our ITC page.
Governor Wise signed an Executive Order
last month dealing with the grid computer network. The grid computer in
We had the Computer Research Conference
about a month ago. We brought in Third Frontier
We are also working with Ohio Link
for the Library like we did with
I will chair the state ITC this coming year.
Governor Elect Manchin did form a technology transition team. One of the members will be coming to see me next week.
Johnson: We are working on the website. We are trying to improve the look and we are now seeking input from different departments. We are working on a redesign for next year.
Regarding the State
network. In the past,
RESA I received money from Verizon and the Benedum Foundation to set up a network of 24 schools. The difference with what they are doing is they have built a parallel infrastructure which bypasses a lot of barriers with the state infrastructure.
This provides tight internet
protection. They are very interested in connecting
There are two grant sources we are looking at right now. RESA I is southern part of state. One of the sources is with the Department of Agriculture; another source is rural utilities.
Per Don Combs: We will be sending a class to
This has been a painful semester for WebCT/Vista. We have had problems in last two weeks with anyone taking a quiz from off campus. The problem was hard to identify and it took several weeks to identify and fix the problem. The problem was isolated to the load balancer on the big server. There are other issues that we are still working on with WebCT.
Per Jan: As we go into the web form of Banner, we need to be aware that everything will be more complex in terms of tracking. There is no one place to look for problems. Every piece has to be looked at. All of the products that are web centric are seeing the same type of problems.
One of the areas we are looking at
is Hosting; we are currently hosting with Glenville, and Southern as a pilot. We are doing this as a state initiative with
the three host institutions being WVU;
This will go back to WVVLN and then go before HEPC board.
Miller: During the regular service outage on December 19th we will be totally blacking out the machine room for installation of a power increase. From 7:00 a.m. to 1:00 p.m. we will be totally out. The phone system will be up and running.
Fox: There is an issue we need to go through with Facilities relating to disaster recovery. Due to turnover in personnel over the years, there are certain instances where no one has passwords for various areas of the buildings. We want to make sure everyone knows codes and is comfortable with the process before we stage a real test.
Miller: We need to set up a team to make sure we are ready for a disaster recovery test. We need to decide who should be involved.
Please let us know if the outage on the 19th will cause an difficulties.
The phone situation with the
medical school is now an issue. We have
run fiber to
The building wiring is moving ahead. We are on schedule with that. We are meeting this afternoon to discuss room issues with the remaining buildings.
Combs: When we put in the lab in
Miller: Regarding the other remote sites, the grant money is gone. The equipment we have at those sites and the ongoing costs of the internet and maintaining the sites needs to be taken over by someone. We have been absorbing some of the costs to keep the sites open. We are trying to get people to take on these sites to maintain them. Per Jan: we need to come up with a priority list to determine whether these sites are beneficial to the university. We need to go down the list to determine what sites we want to maintain.
BOC Contingency Plan
Fox: Per Sarah: The Deans have some concern about the “contingency”
issue. When will we be in a position where
we really don’t need a contingency plan because of equipment problems? Per
Per Sarah: By Fall 2005 we will be going to total on-line grade submission. We are going to be doing block registrations prior to orientation.
Sarah wants to know ahead of time if there is anything we need to do to speed up process for Spring Break. Suggest names be attached to the different levels listed in the document.
Voted and Approved
Fox: This is more of a strategy instead of a policy. This is really a first read to make sure we get enough feedback and further discussion.
Per Sarah, we need to discuss extended hours for certain offices during critical peak registration times.
Fox: We had a user on the Outlook web server using 10% of the entire Exchange box, he had so much storage. I am asking for an adjustment to the rate schedule to be able to charge $125 for Outlook Exchange heavy users.
Voted and approved
HIPPA - Informational
McCarthy: E-mail and computer communications with protected PHI: This policy states that there will be no electronic transmission of electronic PHI except in the instances of approved exceptions in advance. The default policy is that we don’t do it, unless there is an exception. If an exception is needed, the HIPPA security officer (me) should be contacted.
Cabell Huntington has hired a new CIO. We have had a couple of meetings.
Every six months or so Cabell and
Jan suggests that Mike become a part of the state organization dealing with HIPPA issues.
Information Access Decommission Procedures for Workforce Termination
McCarthy: We need to determine how we deal with information obtained and maintained by terminated employees.