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April 25, 2018

Committee Members Present:

Scott Baron, Michael Callahan, Pedro Cordero, Craig Froehlich, Brian Graham, Elisabeth Greenwood, Bryce Jackson, Felicia Kendall, Larry Jaffe, Joel Lavoie, Becky Moulton, Tim Neubrander, Fred Okumo, Andrew O’Mara, JP Peters

Committee Members Absent:

Pedro Cordero, Adnan Hameed

Others Present:

Joe Alcala, Yasmin Brady, Richard Caldwell, Thomas Christensen, Robert Connors, Michael Constantino, Cisco Espaillat, Adiaak Gavarrete, Adam Glover, Joel Hartman, Stephen Johnson, Thierry Lechler, Todd McMahon, Mike Prophete, Mike Sink, Jacob Skinner, Fabiana Staton, Aaron Streimish, Chris Tellez, Chris Vakhordjian

Larry Jaffe called the meeting to order at 10:01am.

Larry asked everyone to review the minutes from the previous meeting.

  • Elisabeth Greenwood voted to approve the minutes, Tim Neubrander seconded.
  • Everyone agreed on approval of the minutes without any changes.

Joel Hartman gave a CIO Update.

  • Joel stated that he presented to the university budget committee an intrusion prevention system to add to the security arsenal. Joel is also requesting an around the clock 365 days monitoring system.
  • We have talked about NIST before. The strategy for this has shifted to one that will be more flexible going forward. What we are doing now is an encrypted path to a cloud enclave. This will allow our researchers to do their work under NIST requirements anywhere around the world.

Mike Sink gave an AVP Update.

  • The university budget committee is discussing the cloud ERP. Tracy Clark is going to recommend that we start banking money to start saving money for this expensive transition.
  • We are at that time of year again where we are going to elect a committee chair for the IT Professionals. We will vote at the next IT Professionals meeting.
  • We have previously discussed enterprise integration platform strategies. In the past, we have built point-to-point custom integrations primarily for PeopleSoft data. Going forward, as we procure more Software as a Service (SaaS) applications, especially as we get into this cloud era from an ERP perspective, there still needs to be integration back into PeopleSoft. SnapLogic is the company we are looking at for the integration platform.
  • Data Recovery testing is going on this week. Our new backup solution Commvault has been the primary tool for storing virtual machines. The goal going forward is for us not to have to recover to a physical location, but rather recover from the cloud. This strategy should substantially reduce the cost.
  • Mike congratulated the Network Services team because they finished the configuration of the firewalls and the network infrastructure at Datasite Orlando about a week early and on budget. This puts us on track to move forward with our DSO implementation and get our infrastructure out of the College of Sciences Building. We are going to be consolidating from about 30-40 racks to three or four racks.
  • When we move to DSO we will reduce our utility bill overall. We are very confident there will be enough savings that UCF Facilities will be able to transition the money that they are currently spending for power in CSB and it will pay for the entire DSO bill.

Chris Vakhordjian gave a CISO update.

  • Joel has approved the purchase of an Intrusion Prevention System (IPS). We have narrowed it down to three products.
  • Joel mentioned the Security Operation Center. We are basically proposing to the budget committee to outsource that capability with 7/24 monitoring of security events and activities.
  • The risk and compliance team has done great work on security standards. Any standards that we push out there for feedback and input we will put on the collaboration website and anything that is finalized we will put on the main website.
  • We are also doing a lot of work on the Information Security website.
  • We have looked at 30 proposals or requests coming in this year with some kind of cloud service or integration.

The IT Professionals subcommittee gave an update on Committee Strategies led by Bryce Jackson. At the end of the minutes is a PowerPoint slide discussed during the meeting.

  • Bryce Jackson stated that one of the things that we wanted to do during today’s discussion on committee strategies is focus on hearing the concerns from last meeting, addressing these concerns, and focus on the next stage of what and how we can move forward.
  • Mike Sink mentioned the IT Professionals Committee is at level two in the model and informs the IT Strategic Governance Committee. Enterprise Applications is also at level two and is really more of a functional workgroup that is focusing on trying to bring an enterprise approach to applications. The idea is to help IT prioritize the needs and functional areas that IT supports relative to the enterprise applications. The Enterprise Application Committee would also be informing IT Strategic Governance. This is why the Enterprise Applications Committee is shown at the same level as the IT Professionals Committee. We want to make sure that everyone understands the model and agrees with the concept.
  • One of the other questions that proposed was how do we get stakeholders involved with the governance groups at level three? The idea is to make sure that they are involved in some way either by membership or having a channel into those governance groups.
  • The idea for onboarding is to evangelize first and then go on to discover.
  • The focus is on the discovery phase for now. We have an idea of some of the groups that are out there, and we know there are some groups out there that may no longer need to meet. With that in mind, one of the things we already have is a start of a list that Larry Jaffe has asked for in the past. We are trying to expand on this list and get more information to offer analysis and organization. We have in mind to send out a Qualtrics survey to get information to best determine where groups may fit. We want to capture as much information as we can from an audience point of view.
  • We are asking to make sure the discovery phase makes sense to everyone. We would like to use the existing groups, everything in UCF IT and in the UCF community related to IT in order to get as much information as we can.

MOTION: Fred Okumo made a motion to move forward with evangelizing and discovering the IT Governance model discussed in today’s slideshow. Felicia Kendall seconded the motion. The motion passed with 14 FOR the motion and 0 AGAINST the motion.

Larry Jaffe gave a presentation on the Classroom and Lab Standards Committee.

  • Larry discussed the future of the Classroom and Lab Standards Committee and that Academic Technology Services will be integral in continuing the work of the committee. Academic Technology Services will advance academic technology based on the needs of faculty and students.
  • Larry mentioned it is important to understand faculty needs and continue to document required versus recommended items to better standardize classrooms and labs for faculty and students.
  • Larry indicated that UCF Apps is a key component in UCF IT for successful labs. Larry also emphasized the importance of centralized packaging of software for standardization by the Desktop and Device Services (DDS) group.
  • Larry discussed the importance of license consolidation and for everyone to work collaboratively to purchase classroom and lab software cost-efficiently to maximize use across colleges. • Larry mentioned the value of training including Information Security Awareness from the Information Security Office.

Meeting Adjourned at 11:22am.