Tennessee Technological University

Information Technology Committee Minutes

February 1, 2001 

PRESENT                                                ABSENT

Dr. Jack Armistead                                     Mr. Paul Hammon       
Dr. Jeffery Austen                                     Dr. Glenn Johnson
Dr. John Booker                                        Dr. Martha Kosa
Mr. Frank Bush                                         Dr. Jeff Plant
Ms. Janice Bulow representing Dr. Raymond Holbrook     Ms. Ashley Raglan
Mr. Richard Cashion                                    Dr. Winston Walden
Mr. Charlie Ferrill
Dr. Sheila Green
Dr. Carl Owens                                         VISTORS
Dr. Gary Pickett       
Mr. John Smith                                         Ms. Monica Greppin
Dr. Srini Ramaswamy representing Dr. Martha Kosa       Mr. Jim Johnson
Mr. Danny Reese                                        Ms. Lauren Neal
Ms. Darla Wilhite                                      Mr. Billy Tindall              
                                                       Ms. Elaine Wells

The Information Technology committee met at 3:00 p.m. on February 1, 2001 in Henderson Hall room 10. Dr. Jack Armistead called the meeting to order.

APPROVAL OF AGENDA: Dr. Carl Owens made a motion to approve the agenda. Dr. Gary Pickett seconded the motion. Motion carried.

APPROVAL OF SEPTEMBER 7, 2000 MINUTES: The following corrections were made by Dr. Jeff Austen.

  1. A motion was made for the A.V.P.I.T. to discuss software-licensing issues at the directors meeting. The motion was passed.
  2. The problem of the network being overloaded was discussed.

APPROVAL OF NOVEMBER 9, 2000 MINUTES: Dr. Jeff Austen made the following corrections.

  1. Post-Graduation E-Mail Accounts: A motion to maintain student accounts for one year then shift to forwarding was passed. A motion to extend this service to include faculty and staff was passed. E-mail forward for alumni will be discussed at the next meeting.
  2. Security-Network and Web for Faculty: Change "dates" to "birthdates." Delete "at the first of the year on PIN numbers" Add "Mr. Reese said that ITS would begin this at the start of next year."
  3. Move last sentence of 2nd paragraph to first paragraph.
  4. Such Other Matters: Add to second paragraph "A discuss of software licensing issues occurred."
  5. A motion for the A.V.P.I.T. to present this issue at the Dean's council and request action was passed.

Dr. Carl Owens made a motion to approve the corrections and the minutes of September 7, and November 9, 2000, meetings. Dr. Jeffery Austen seconded the motion. Motion carried.

POST-GRADUATION E-MAIL ACCOUNTS:

PLAN FOR RECYCLING OF LAB COMPUTERS: Mr. Danny Reese reported to the committee that the plan had been sent out. Mr. Reese said that he received additional information last week that it was almost ready to be prioritized. Mr. Reese said it would be ready before the next ITC meeting. Mr. Reese said there were approx. 170 computer to give out, and we have received requests for 187 computers. Mr. Austen asked "will everyone get one?" Mr. Reese said it would be pretty close. Dr. Armistead implemented that the Plan for Recycling of Lab Computers be put on next meetings agenda.

TTU WEB PAGE MANAGEMENT: Mr. Reese reported from the last meeting that the Web Site needed to be revamped. He said that a person needed to be in Monica Greppin office to monitor the Web. Ms. Greppin reported to the committee that her office was getting a new position. Ms. Greppin said the position had been written, and was being reviewed by the EAC today. Dr. Armistead asked "how far on the web does TTU need to go down?" Ms. Greppin said the new position would have to make recommendations on how far the web pages need to go down. Dr. Austen said we needed to have clear guidelines, and we need to consider what some web sites do. Ms. Greppin said the new position would be in charge of going by web pages. Ms. Greppin said they were waiting for Board approval for the new position.

NEW SOFTWARE PURCHASING PROCEDURES: Mr. Reese contacted Mr. Terry Rector about the policy of software purchasing. Mr. Reese said the EAC voted to relax purchasing to anything less than $1,500 could be purchased without going through the bid process. The question was asked do we need to fill out ITC forms. Mr. Reese said we have requirements from the TBR guidelines, which states the following: However, all acquisitions regardless of cost should be reviewed by appropriate campus personnel and/or committees. Mr. Jim Johnson gave a handout to the committee titled Benefits of the ITC Request Process. Mr. Johnson discussed by using the ITC form this could negotiate other contracts and site-licenses and would help save the department money, and how we can help people choose the best support and quality. Dr. Armistead said the question was asked at the Deans meeting if the form could be simplified. Mr. Reese said we were working on simplifying the form in ITS department.

SUCH OTHER MATTERS: Mr. Reese gave a handout to the committee on Technology Access Fee Guidelines. Mr. Reese said the guidelines were the same except for a new requirement under section 8 which says; a ceiling is established of 50% of the total project costs from which technology access fees can be used. Also section 9 is allowing for video services to be used.

Dr. Austen said the 1 year Technology plan was good, but he suggested we look ahead 3 year to see where we were going. Dr. Owens suggested a 5 year vision.

Dr. Pickett asked if Mr. Jeff Gold's position had be filled. Mr. Reese said it had not been filled. Mr. Reese said we needed to do some restructuring in the ITS department, he added that this position did need to be filled.