UTAC Summary, 20-NOV-2013 ** draft **
Note: This report summarizes the 20-NOV-2013 UTAC meeting and related committee activities completed during the Fall 2013 semester via subcommittee meetings and e-mail-based UTAC reviews.
Attendance: Matthew Brigida, Dave Hartley, Janice Krueger, Terry Latour, Collin Myers (for Emily Swogger), Mike Phillips, Sam Puleio, Annette Rosati, Steve Selker, Deb Sobina.
The 15-MAY-2013 Meeting Summary was approved.
The following membership updates were noted: Janice Krueger is the new representative from the College of Education and Human Services, Matthew Brigida is the new representative from the College of Business Administration, Deborah Kelly is the new representative from School of Nursing and Allied Health, and Emily Swogger is the new representative from Student Senate. Janice Krueger was elected as the UTAC Co-Chair.
Old Business: Tech Fee PC Cascades
Per the process defined by UTAC at the spring meeting, the review process was completed to reallocate former Tech Fee equipment that was replaced during summer 2013 life cycle renewal projects. Proposals were due on 9/27/2013, reviewed the Tech Fee Reallocation Subcommittee, then reviewed and approved with the full UTAC group via e-mail. In summary, 98 units were available. We received requests for 162 units. With more requests than available units, the subcommittee classified the requests into ‘required/optional/new’ categories to aid in the review process. The required replacements of Windows XP systems were given priority, along with requests which supported Admissions, Student Financial Services, and student orientation activities. UTAC approved the subcommittee recommendations and advanced recommendations to the Provost and President's Executive Council (PEC) for final approval. PEC approved the UTAC recommendations in late October and the cascaded unit deployment process is now moving forward.
Faculty PC Hardware Updates
With the fiscal 2012-13 funding from the President and Provost, numerous computer upgrades were completed for tenure and tenure-track faculty. In summary, 101 units were purchased including 58 windows desktops, 20 windows laptops, 9 Mac books, and 14 Mac desktops. UTAC endorsed advancing another request for the President and Provost for the same upgrade funding for 2013-14.
Windows Desktop Operating Systems
Windows XP Status: As noted during the May UTAC meeting, Microsoft drops support and security updates for Windows XP effective 4/8/2014. As of 5/2013, the university had 815 Windows XP systems. As of 11/2013, we still have 521 units. Aided by the tech fee cascades and faculty PC upgrades, significant reductions in the XP total will be made in the coming months. Beyond those projects, Computing Services has provided each division/college a detailed inventory of remaining XP systems and is working with each area to upgrade those machines to Windows 7. We are on track to upgrade all Windows XP machines by April 2014.
Windows 8: The committee discussed the current status and desired future directions for Windows 8. In its last review of core software considerations, UTAC maintained Windows 7 / Office 2013 as the standard and deferred further action on Windows 8. The transition from Windows XP to Windows 7 had minimal training/transition issues for the user community. Windows 8 represents a much more significant change for desktop/laptop users. With past Microsoft desktop operating system releases, UTAC decided to skip the Windows Vista upgrade and we transitioned directly from Window XP to Windows 7. Microsoft's position with pending updates for Windows 8.1 and beyond is still in transition. UTAC agreed to defer action on a Windows 8 decision and schedule a Windows 8 demo and discussion for the spring. After the spring review, UTAC will determine next steps with Windows 8 including possible early adopter / pilot lab projects for summer 2014.
Summary of Summer/fall 2013 Tech Fee Initiatives
The committee reviewed a summary report of summer/fall 2013 tech fee project highlights. 15 life cycle renewal projects were completed including equipment upgrades for the CIS Lab, CIS Advanced Lab, Biology Imaging Analysis Station, Athletics Film Exchange Initiative, the Financial Trading Floor, Communications Department Audio/Video Technology, and the Geospatial Technologies Lab. Software upgrades were completed for the Theatre Design Lab and the MEDIA lab. Maintenance support was also extended for the radio station studio software and transmitter and ITV rooms in Still 111 and Carter Auditorium. A/V monitor replacements and maintenance support were upgraded for ITV rooms in Becker and Davis. Numerous smart classroom updates were also completed including 36 computer upgrades, 17 projector upgrades, 3 full classroom upgrades, 2 new classrooms, and a number of A/V upgrades including a new amplifier/speaker system for Marwick Boyd Auditorium, new LCD screens for two rooms, and the deployment of 14 Apple TV units to support iPad integration in classrooms. In addition, 13 new projects were completed including for Student iPads and Collaborative Student Presentation areas for the Libraries, hand held card readers for the CU Connect system, new projectors and displays for Gemmell, new displays for Tippin, Matlab and SmartSync software for the STC lab, and iPad projects for the College of Business, Nursing, and the Clinical Learning Lab for Assistive Technology. Wireless infrastructure upgrades were also completed to support increased bandwidth demands from iPad projects. Investment total for these Tech Fee items totaled approximately $522,000.
2013-14 Tech Fee Discussion
Budget: The committee reviewed a draft budget for the 2013-14 Tech Fee. Allocations continue for past UTAC initiatives with various software agreements, library databases, internet bandwidth, and smart classroom and wireless maintenance. Allocations also continued for university-wide IT systems and services. The remaining funds were allocated to renewal/replacement projects, although that amount is approx. $95,000 below the budgeted need for the renewal planning in the coming years. Due to that short-fall, there will be not a call for new Tech Fee projects in 2013-14. The impact of the renewal budget shortfall will be evaluated with the pending renewal project reviews and plans.
Summer 2014 Renewal Projects: The committee reviewed projects and timelines for summer 2014 Tech Fee renewal projects. 28 projects are eligible for life cycle renewal. The process, forms, and timelines were reviewed and approved. Notifications to eligible project contacts and associated RC managers will be completed in November. RC managers will route approved renewal requests to UTAC for review in FEB-2014. UTAC subcommittee and full committee reviews and recommendations will be completed in March and routed to the Provost and PEC for final approval. Procurement of approved projects will be initiated during the spring semester with installation to follow during summer 2014. For smart classroom renewals, the summer 2014 forecast includes 42 classroom or component upgrades and 8 PC upgrades.
Information Protection Proposal
UTAC discussed recent feedback from an audit regarding the need to implement some more formal policies and procedures regarding information protection. A proposal was reviewed to create a new Information Protection Committee to support this effort. The proposed primary charge of this committee would be to oversee the implementation and operation of the Information Protection Policy and Procedures. The committee would also be charged with the on-going evaluation of Commonwealth and higher education industry regulatory requirements and identification and associated development when needed of policy or procedure adjustment recommendation for UTAC and PEC consideration. The committee would be chaired by the AVP for Computing Services and would include representatives from UTAC, Computing Services, Finance and Administration, Student Affairs, University Affairs, Registrar, and Student Financial Services units. Draft 1.0 copies of a policy and procedure were provided to UTAC. UTAC endorsed the proposal and Annette Rosati was named as the UTAC representative to the group. The proposal will be reviewed with the Vice Presidents, membership will be finalized, and the group will start its work in the spring.
Forthcoming UTAC Items for 2014
Beyond the Information Protection Initiative, Tech Fee Renewals, and Windows 8 review, the committee discussed other items for UTAC review in 2014. UTAC also identified some required subcommittees. One group will be formed for "Tech Fee Equipment Renewal and Reallocation". This subcommittee will evaluate the 2013-14 for the renewal of past tech fee projects and prepare summary reports with suggested reallocation and renewal decisions for full UTAC review. Based on equipment available from the recommended summer 2014 upgrades, this committee will also evaluate requests for the reallocation of past tech fee equipment. A second group will be formed for "Smart Classrooms Reviews". This subcommittee will evaluate our current model for smart classroom equipment and consider any changes that are needed to the model for summer 2014 and beyond. The subcommittee will also participate in the facility master plan process to research and provide feedback to the consultants on considerations for future instructional technology spaces. Membership preferences will be reviewed via e-mail and the UTAC Co-Chairs will confirm subcommittee assignments in December.