Committee Meeting - May 29, 2014

Darren Bondy
Secretary to the Committee
June 4, 2014

Present: Dave Wallace (Chair), Darren Bondy (secretary), Bruce Campbell, Andrea Chappell, Bill Ince, Dawn Keenan, Dave Kibble, Paul Miskovsky, Carl Nagel

Guests: Jim Johnston, Lisa, Tomalty, Shawn Winnington-Ball

Regrets: Marko Dumancic, Erick Engelke, Bob Hicks, Robyn Landers, Terry Stewart, Jason Testart

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, May 29, 2014, at 1:30 p.m., in MC 2018A.]

IT Best Practices (Lisa Tomalty, Jim Duffield, Shawn Winnington-Ball)

Lisa Tomalty and Shawn Winnington-Ball presented on the ITBP project. Topics included:

  • Project introduction
  • Project deliverables
  • Implementation
  • What is ITIL?
  • Alignment to IT Strategic Objectives
  • Proposed approach/timeline
  • Progress to date
  • ITBP team members

View the full presentation on IT Best Practice (PDF).

Comments & discussion

  • It is important to have the Best Practices in an accessible and visible location.
    • Suggested to be visible in a place where other standards, best practices and guidelines are kept.
    • Will be sent out to all IT staff on campus, and linked on various University sites.
  • The ITBP will be a “living document” and be updated as we continue to develop new principles and best practices.
  • The ITBP project team will report back to CTSC around August; there are certain milestones for the project between now and August.

Chair’s Remarks

  • Continuing to work on the Terms of Reference (ToR) for UCIST; Wallace has spoken to Logan Atkinson about them and will now be reviewing some of the defined roles in the ToR.
  • UCIST will be having demonstrations of applications that faculties are working on.
  • New Provost, Ian Orchard, will be starting in July; he attended the Executive Retreat where each Dean presented on strategic plans.

Approval of the minutes of the meeting of May 15, 2014

The minutes of the meeting held on May 15, 2014 were accepted as distributed.

Developing the IST Annual Plan (Dave Kibble, Connie van Oostveen)

Dave Kibble and Connie van Oostveen presented on developing the IST Annual Plan. Topics included:

  • Introductions
  • Context
  • Framing the process
  • Collection
  • Work to date
  • Annual plan view (stats and groups)
  • Next steps

View the full presentation on Developing the IST Annual Plan (PDF).

Comments & discussion

  • It is important to also consider the projects being worked on by faculties; could be consolidated into one list.
    • In order to avoid doing the same project multiple times we need to be aware of what others on campus are doing; collaboration with other groups on campus will help combine resources and possibly create campus wide solutions that are more beneficial.
  • The Portfolio Management team will report back on the overall roadmap of Portfolio Management at a future meeting.

Roundtable Reporting

Math (Robyn Landers via Jim Johnston)

  • We will give a demo on the SALT configuration management tool in a few months.

Arts (Dawn Keenan)

  • We realized that no one had reached out to the affiliated colleges about the campus firewall so we contacted them and are working under the assumption that they need to be moved behind the firewall as well.

Computer Science (Bill Ince)

  • Working to finish the big change in the OAT architecture.
  • With regards to the computer system guidelines: The important part is finding a visible place to store these guidelines; it should be available from all of the computing websites and the CTSC website.

Technology Integrated Services (Bruce Campbell)

  • Provided an update to the Graduate Student Relations Committee on the Student Email in the Cloud project.

Science (Paul Miskovsky)

  • Continuing work on eValuate; there is broad interest in this application and we are managing it quite well.
  • TrueCrypt encryption software has shut down; used widely across campus, but will now need to use other solutions for encryption.

Library (Carl Nagel)

  • Continuing to investigate Virtual Desktop Infrastructure (VDI) implementation; looking at a vendor solution and have been in contact with IST throughout process.  

Portfolio Management, IST (Dave Kibble)

  • WaterlooWorks pilot is set to go live in June.

Instructional Technologies and Multimedia Services (Andrea Chappell)

  • Brought forward some of the information from the Technology Enabled Teaching and Learning governance retreat to the Undergrad Ops group.
  • We just had our first meeting with the Course Evaluation group; will send the report from that meeting to the committee.
  • We are starting a project on video storage and delivery; need to put together a charter for that.

Updates (various)

Email (Bruce Campbell)

No update

Active Directory (Bruce Campbell)

No update

Campus Firewall (Bruce Campbell)

  • Campbell and Jason Testart will meet with Math and Engineering regarding meeting the December 2014 target date.

IT Strategic Plan (Dave Kibble)

No update

IT Governance (Andrea Chappell)

  • The updated Terms of Reference for the UCIST committee are being reviewed and revised.

IT Security (Jason Testart)

No update

Next meeting

The next meeting will be held on Thursday, June 12, 2014 at 1:30pm, in MC 2018A.