Name: Attendance: Phone:

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1 MEETING MINUTES Date of Meeting: November 21, 2014 Location: Job 312 Prepared By: Paula J Wedemeyer 1. Purpose of Meeting Continue SWOT analysis Sharepoint site: ITS Strategy Planning account: SMO-ITS_Strategy_Planning@ithaca.edu Attendees Name: Attendance: Phone: Steve Adams shadams@ithaca.edu Vanessa Brown vbrown@ithaca.edu Anthony DeGreif adegreif@ithaca.edu Matt Gorney mgorney@ithaca.edu Jeff LeMay jlemay@ithaca.edu Bruce Lent blent@ithaca.edu Bill Liddick wliddick@ithaca.edu Erin Mahon emahon@ithaca.edu Harriet Marisa hmarisa@ithaca.edu Mac McIntosh kmcintosh@ithaca.edu Jeff Newhart jnewhart@ithaca.edu Chris Rogers crogers@ithaca.edu Terry Ruger truger@ithaca.edu Karen Sunderland ksunderland@ithaca.edu Paula Wedemeyer pwedemeyer@ithaca.edu Bill Weeks wweeks@ithaca.edu Dave Weil dweil@ithaca.edu Approval of November 14 th minutes Did this did not happen Previous action items were updated (See below) SharePoint Directory Structure: Paula (3 minutes) - The SharePoint was getting very disorganized making finding documents difficult It has been set up similar to a project directory. Page 1 of 5

2 If you are not sure where to store a document please contact Paula Communications: Paula (15 minutes) - The list of campus areas to cover was sent out to ITS on 11/20. Folks were told that assignments would be on a first-come-first-serve basis. Requests are due November 26 th. The team assigned a member for each of the other areas: Staff Council - Rosane Mordt and Jeff Newhart Faculty Council - Mac and Kyle Szuta Begin with the Executive Faculty Committee Student government - Matt Gorney and Lisa Efing-Guida Begin with Executive Committees Administrative Assembly - Mac and Dave Weil Provost s Council Deans are part of Provost council The Individual school council visits will be proposed / introduced here Mac is on PC. He will need 2 other volunteers who are good communicators in stressful situations. They need to be able to think on their feet. Bill Liddick and Marilyn Dispensa Individual School Faculty Councils (are they called all school meetings?) Park School of Communication - Paula Wedemeyer (She will recruit someoneperhaps Brian Edwards.) Business School Bill Weeks (He will recruit someone) HSHP Terry Ruger (He will recruit someone) School of Music - Jeff Newhart (He will recruit someone) School of Humanities & Sciences - Harriet Marisa (She will recruit someone) Alumni Board David Weil & Mac ITS Faculty Liaison Group - Wendy Penfold & Karen Sunderland ITS Staff Liaison Group Karen Sunderland & Mary Jo Watts ITS Enterprise Liaison Group Mary Knapp & Bruce Lent Associate Dean s Meeting(s) Vanessa Brown (She will recruit someone) Center for Faculty Excellence & Library - Steve Adams (He will recruit someone.) OSEMA - Anthony Degreif (He will recruit someone.) President s Council was added to the list - Mac and Marishya Find volunteer to go with you be mindful that they will fit in with group. Reminder, a discussion guide will be created. Paula will ask Marishya to set up a meeting with Mac, Matt, and Karen to develop it. (See New Action Items). The list will be distributed as quickly as possible. It would be a good idea to conduct pre-meeting walk-throughs to rehearse. Find out quickly when these groups meet so that you can be ready and get on their agendas. Other areas considered: Page 2 of 5

3 Divisional Meetings? (We will need to reach out to VPs to ask about this.) Town Hall Meeting(s)? These were discussed as a probably. They might require multiple days/times. TBD later. Provost Council? Mac wants to think about this. Goals (Characteristics) for ITS Strategic Plan: Paula (2 minutes) Paula did not have time to work on the list and send it out. She will have it out by Monday morning PEST: (15 Minutes) The group discussed how to pull this together Mac, Dave, Bill Liddick and Paula will tackle this and send results out to group. This will be included in final report with SWOT. (See New Action Items) SWOT - Approach: o Team only had 30 minutes per perspective. The plan was to move as fast as possible and get one done before moving to the next. o Team members volunteered to record changes in each document during discussions SWOT - Strengths: Terry R (30 min) Last bullet edit to Support Services instead of ITS Services SWOT - Weaknesses: Matt G (30 min) Good work, needs to be condensed more (like Terry s) but we don t want lose necessary details. Higher level and highlight target areas. This is a big piece. First bullet Our Customer Base may be more of a Threat maybe re-phrase to make it weakness. Items to be added: Add lack of skill set inventory which makes it hard to fill gap when hiring and training Disaster recovery plan needs updating Data Classification Policy (Governance?) Capacity Planning look at what we have now and where we need to be. Lack of Service Catalog Governance Risks, Compliance and cybersecurity Issues SWOT - Opportunities: Vanessa Brown (30 min) PEST will help us restructure this piece in a bigger way than others. How we use and utilize our student employees to their fullest potential Another category named Partnerships and Collaboration. Other Institutions, vendors etc. Opportunity yes for retirement but change wording regarding ageing faculty should be more about digital fluency. Leader/Lagger make it generic not pointing at faculty. Opportunity to entice and make easier to use. Proliferation of Data Services the prevalence of cloud based service solutions under this part may need to be reworded to reflect it more as of an opportunity. Wording not quite right to reflect this. Grant opportunities. Think big. SWOT - Threats: Jeff N (30 min) IT candidates that are at the top of their game don t come here can t pay salaries, and Page 3 of 5

4 College s location does not tend to appeal to everyone. Hard to attract new talent and departure of existing talent as economy grows. Will cloud services increase in cost? Do we become too dependent on external things. Loss of control. May not know where data is. Risk to college in cases of breaches. Have we made necessary investments in our infrastructure? This is an outcome of lack of resources. SWOT Wrap Up: Paula Please format your SWOT section like Terry Ruger s. If you have used a 3 letter acronym please be sure to spell it out the first time you use it. For example, Central Authentication Service (CAS). Be sure to add it to the Glossary. Footnote sources for items included Alexa Demo - Dave Dave gave a demo of his electronic personal assistant. He had to use his ipad as a hotspot to make it work. How could it be used in classroom? What privacy issues might it bring? These type of developments challenge us as an organization. We need to be scanning the horizon so that we are not caught by surprise by new technology. Campus Reaction to our Strategic Planning - Mac There is a buzz out there about this group. People are excited and engaged. 4. Issues Identified / Decisions Made Issue: Decision: 5. Previous Action Items Action: Assigned to: Due Date: Status: Share list of final process characteristic with Gerald Hector once the list is defined 11/7/14 Set up appointment with Mac and Marilyn to summarize key points from responses to the TechQual survey and send out to the department Keith Mac McIntosh TBD Completed Marishya Prior to 11/14 (Needed for SWOT) Completed Page 4 of 5

5 11/7/14 Set up weekly meetings with Mac & Paula to develop report on strategic planning effort to be sent to ITS all. 11/7/14 - Research and provide opportunities for training on SharePoint. Dale Riegle and additional staff should have training so that there are more than one person who can provide support. 11/7/14 Be sure that final list of goals/characteristics for planning process is on SharePoint & distribute to ITSall 11/14/14 Make adjustments to Goals for Strategic Plan and send to team for review. Marishya Prior to 11/14 Completed Steve Adams Prior to 11/14 In Progress- Trying to get folks enrolled in one at Cornell. Mac sent out link to user group meeting. Some training might be available through Lynda.com Paula Prior to 11/14 Completed Paula 11/17/ /24 In Progress 6. New Action Items Action: Assigned to: Due Date: Status: 11/12/14 Ask Marishya to set up meeting with Paula, Mac, Matt, and Karen to develop discussion guide. This should be distributed to team ASAP. 11/12/14 Ask Marishya to set up meeting with Mac, Dave, Bill Liddick and Paula to develop first pass of PEST. Paula ASAP Completed Paula ASAP Completed 7. Parking Lot Items (These items will not be addressed in the near future but need to be tracked.) Date: Item: 10/30/14 ITS Governance will be one of the goals of the Strategic Plan 8. Next Meeting Date: Friday, November 14, 2014 Time: 2:00 4:00 pm Location: Job Hall Rom 312 Agenda: List items to be added to agenda. Page 5 of 5