Committee Meeting - June 12, 2014

Darren Bondy
Secretary to the Committee
June 23, 2014

Present:

Dave Wallace (Chair), Darren Bondy (secretary), Bruce Campbell, Erick Engelke, Bob Hicks, Bill Ince, Dawn Keenan, Robyn Landers, Paul Miskovsky, Terry Stewart, Jason Testart

Guests: Mirko Vucicevich

Regrets: Andrea Chappell, Marko Dumancic, Dave Kibble, Carl Nagel

Agenda

  • Email (Bruce Campbell)
  • Active Directory (Bruce Campbell)
  • Campus Firewall (Bruce Campbell)
  • IT Strategic Plan (Dave Kibble)
  • IT Governance (Andrea Chappell)
  • IT Security (Jason Testart)
  1. Next CTSC Meeting

[Will be held Thursday, June 26, 2014, at 1:30 p.m., in MC 2018A.]

FormFill demonstration (Paul Miskovsky, Mirko Vucicevich)

Mirko Vucicevich provided a demonstration on the FormFill application that he developed.  

  • FormFill allows for the creation and workflow of PDF forms and their associated data through an API interface.
  • Ability to implement various roles to grant access/editing ability to certain forms before and after submission.
  • Any kind of form can be entered into the system; currently needs to be done by a programmer, no existing workflow for users to create forms.
  • Could possibly integrate with the Drupal form maker; Vucicevich will speak with Kris Olafson to discuss and report back to the committee.
  • Right now it is proof of concept; built in a week by Vucicevich, but highlights benefits of such a system.
  • Fields can prefill with names and emails that were used previously; idealistically would like to have profiles for users so multiple fields can be prefilled with their specific information. 

Chair’s Remarks

  • Attended the CANHEIT conference in Prince Edward Island last week; very good conference in general, lots of discussion on governance.
  • In-camera item.

Approval of the minutes of the meeting of May 29, 2014

The minutes of the meeting held on May 29, 2014 were accepted as distributed.

Memorandum of Understanding (Bob Hicks)

Bob Hicks presented on the Memorandum of Understanding. Topics included:

  • Mapping to IT Strategic Objections
  • Account Representative role
  • Reporting IT issues
  • Supporting documents
  • Next steps
  • For discussion

View the full presentation on the Memorandum of Understanding (PDF).

Roundtable Reporting

Applied Health Sciences (Terry Stewart) –updated via email

As indicated at an earlier meeting, AHS and Retail Services (RS) had a pilot project in the Winter term in our undergrad lab.  It proved to be a successful pilot:

  • Printing was up from the term before
  • There were very few complaints about printing
  • Fewer than 10 refunds were necessary
  • Papercut/Watcard combination agreeable to students and AHS Computing
  • There were no requests for XAS refunds
  • Response from RS was quite acceptable when necessary

As a result, AHS is entering into a contract with RS to formalize this project with approximately the following terms (not completely ratified yet):

  • There will be no cost to AHS
  • Any profits from the service will go to RS
  • RS will provide and install a fleet printer (colour) to replace the aging HP
  • RS will provide all supplies
  • RS will service the printer
  • RS maintenance person will respond in a timely fashion with regards to paper, toner, etc. during regular business hours
  • AHS staff will retain an admin account to provide refunds and manage accounts
  • AHS staff will have a key to printer to service the printer in the case where the RS maintenance person is not available.

Science (Paul Miskovsky)

  • We have decided to shelve our Digital Signage project for now.
  • Working on the Memorandum of Understanding with Bob Hicks; provides a good opportunity to define the gaps in services.

Math (Robyn Landers)

  • Computer Science has deployed a second substantial piece of hardware for the OAT database.

Client Services – IST (Bob Hicks)

  • Colin Bell will be presenting on Enterprise Architecture at the Friday morning seminar this week (June 20).
  • Pricing for Lynda.com has improved; investigating getting licenses for staff.  

Updates (various)

Email (Bruce Campbell)

  • Will be talking to Jason Testart more about the Privacy & Security Impact Assessment for the email in the cloud; if all goes well as expected, we will go forward with this.

Active Directory (Bruce Campbell)

No update

Campus Firewall (Bruce Campbell)

  • 3 routers behind the firewall, and will continue to move more throughout the year.
  • We have met with Math about planning their deployment.

IT Strategic Plan (Dave Kibble)

  • Will be updating UCIST on the IT Portfolio at the next meeting; laying the groundwork for IT Directions.

IT Governance (Andrea Chappell)

  • Finalizing the revised Terms of Reference for UCIST.
  • Wallace met with Andrea Chappell to brainstorm and formulate the outline for the 6 month agenda for UCIST;

IT Security (Jason Testart)

No update

Other Business

  • There is a new project manager for the Asset Management project; Kresimir (Kres) Renic. Kres will be working on defining the scope and setting up the project.
    • Will be sending out a draft Terms of Reference and will be seeking input from this committee.

Next meeting

The next meeting will be held on Thursday, June 26, 2014 at 1:30pm, in MC 2018A.