Committee Meeting - March 6, 2014

Darren Bondy
Secretary to the Committee
March 19, 2014

Present:

Dave Wallace, Darren Bondy (secretary), Bruce Campbell, Andrea Chappell, Marko Dumancic, Erick Engelke, Bob Hicks, Bill Ince, Dawn Keenan, Dave Kibble, Robyn Landers, Paul Miskovsky, Carl Nagel, Jason Testart

Guests:

Jim Duffield, Lisa Tomalty

Regrets:

Terry Stewart

Agenda

7. Next CTSC Meeting

[Will be held Thursday, March 20, 2014, at 1:30 p.m., in MC 2018A.]

Chair’s Remarks

• There were two Fireside chats last week for IST to provide updates on what groups are working on. Will present this update to CTSC at a future meeting.
• Decisions should be made soon about which academic support groups will move over to the recently purchased Blackberry buildings.

Approval of the minutes of the meeting of February 20, 2014

The minutes of the meeting held on February 20, 2014 were accepted as distributed.

Asset Management Selection (Jim Duffield & Erick Engelke)

Jim Duffield presented on Asset Management selection. Topics included:

• Background
• Current state
• The Engineering option (Audit)
  • Erick Engelke presented a demonstration of the Audit application.
• Requirements scores
• Key gaps of engineering tool
• Summary

Members requested to see the gaps in the other products that are in consideration in the RFP.

• View the updated presentation on Asset Management selection which includes the gaps in the other products.

Comments & discussion

• From a configuration standpoint, a centralized Asset Management system is a foundation piece of the overall investment in a much more integral environment; it sets the stage for the larger enterprise capability and compatibility is important.
• The use of this central Asset Management system will not be mandatory. For those currently responsible for maintaining assets, they can continue to do so with the system they already have in place. The important element of having an Asset Management system is that it provides a central location with authoritative data.
• The RFP process is still ongoing and a progress report will be provided to UCIST at the next meeting. It is important that equal review is done for all of the products in consideration and an update will be provided to CTSC after this process.

Data exposure and change management recommendations (Dave Wallace & Jason Testart)

Wallace and Testart presented on the Data exposure and change management recommendations. Topics included:

• Data exposure
• Immediate actions that were taken
• Further actions
• Initial change management procedures
• Longer term response & security change management recommendations
• Definitions for change management
• Success factors
• Role assignments/removals
• Role audits
• Changes with security impact – proposal
• Existing functionality
• Change request
• Change Advisory Board (CAB) Composition for Quest
• Emergency changes

View the full presentation on the data exposure and change management recommendations.

Comments & discussion

• Reaction and follow up to this issue was quick and communication was sent out to individuals who were affected. However, the internal communication to various faculty and staff needs improvement.
  • Marketing and Strategic Communications (MSC) handled media communications and overall coordination of external messages, while the Graduate Studies Office (GSO) and Registrar’s Office (RO) coordinated notifications to campus. Wallace will follow up with MSC, GSO and RO to discuss the communications as a whole for this item and on internal communications in particular.
  • IST will keep CTSC informed on a regular basis when issues arise, with progress reports and next steps so that they are aware and can be in a better position to answer questions from their faculties or academic support areas.

Roundtable Reporting

Due to time constraints there was no roundtable report.

Updates (various)

Due to time constraints there were no updates.

Next meeting

The next meeting will be held on Thursday, March 20, 2014 at 1:30pm, in MC 2018A.