I&IT Prioritization & Recovery Committee Notes
California State Polytechnic University Pomona
Meeting Logistics
Title
I&IT Prioritization & Recovery Committee Meeting
Purpose
Review our programs and services to determine whether they should
receive increased support, decreased support, level support, be
restructured, discontinued, or initiated and assign budget accordingly
for new projects and positions.
Date
Monday, October 2, 2006
Time
1:00 PM – 2:00 PM
Location
98-C5-5
Participants
Debra Brum, Mauricio Calderon, Marvin Campbell, James Caplette,
Curtis Clark, Stephanie Doda, JoAnn Karns, H Keita, Gabe Kuri, David
Levin, Dave Lyon, April McKettrick, Denny Mosier, Marci Payne, Susan
Reese, Janet Rice, Karin Schott, and Abel Zamora. Guests: David
Drividahl, Linda Tran
Agenda
Topic
Meeting Outcomes
Topic 1: 2006/2007 Funding Requests
 Backup System
 Breeze
 Call Vectoring
 Classroom Capture
 Commencement 2007
 Computer Room
 HelpLine Replacement
 Studio 6 Year 2
 VMWare
Determine which
projects should be
funded now.
Topic 2: Next Meeting - Monday,
October 9, 2006 at 1:00 PM
Time
60 min.
Facilitator
Debra
I&IT Prioritization & Recovery Committee Notes
California State Polytechnic University Pomona
October 2, 2006
Project Teams
Project Name
Project Teams
Due Date
Finance Web Tools
Team Leader – Mauricio Calderon
October 2006
Team Members – Marvin Campbell,
David Chiang, Stephanie Doda,
Denny Mosier, and Glendy Yeh
Resources – Saraswathi Kumathi
Help Desk Staffing
Team Leader – Denny Mosier
Team Members – Jorge Bonilla,
Candie McDougall, Janet
Rice, James Schneider, and
Abel Zamora
Resources – Claudio Escobedo,
Lori Okamoto, Bill Sing, and Marcy
Wright
December 2006
HelpLine Trouble Ticket System
Team Leader – Denny Mosier
Team Members – Chris Crudo,
Stan Jozefowicz, Candie
McDougall, and Marci Payne
Resources – Dave Lyon,
Susan Reese, Janet Rice, James
Schneider, Bill Sing, and Marcy
Wright
February 2007
SAI Call Accounting System
Team Leader – H Keita
February 2007
Team Members – Linda Bruner, Rita
Haerr, Cassandra Reyes
Resources –
Studio Six
Team Leader – David Levin
Team Members – Curtis Clark,
Jerry Lerma, April McKettrick,
Peggy Perry, Teshia Roby, Hari
Singh, and Daniel Smith
Resources – Karen Brzoska
March 2007
Wireless Infrastructure
Team Leader – Susan Reese
January 2007
Team Members – Gabe Kuri,
Yen Nguyen, and Janet Rice
Resources –
I&IT Prioritization & Recovery Committee Notes
California State Polytechnic University Pomona
October 2, 2006
Topic 1: 2006/2007 Funding Requests
Call Vectoring
Handout: I&IT Funding Request – Call Vectoring
Per Denny, call vectoring will rotate the calls so they go to the next available Help Desk
representative. Calls would be “spread out” more evenly among the staff. Management would
be able to determine the call load of each Help Desk representative. In our current process, the
phone just rings and whoever picks up, picks up. Linda Bruner has implemented this system on
different parts of our campus. We have hardware and need some software. We need
programming time with Avaya. If we don’t have enough lines, then we’ll need new phones. The
projected expense of $10,000 written on the request could have been a little high. It might only
cost between $5,000-10,000. The cost of the programming is fairly high. If approved, this will be
ready to go.
Classroom Capture
Handout: I&IT Funding Request – Classroom Capture
Per David Levin, this is a proposal to automate the process of audio, video, and data. In
Learning, we do a lot of video recording of class lectures and it is quite resource intensive to do
this. Some people have fixed cameras and get alright video. We want to pilot a project to study
for future implementation that will capture audio, video, and data in any classroom. It costs
$3,000 to equip a classroom for this content capture system. The pilot is $20,000 according to
the figure from last year. Two servers and three rooms will be set up. The C6-6 room will be
the research and development room; this room already has a computer. $5,000 is set aside for
each server. For the pilot purposes, it won’t cost that much. We should use IBM hardware. As
of last year, the servers were to be run by Imran. David assumes the servers will be placed in
the machine room. Dedicated boxes will be needed for them. Currently, there is a higher
demand than we can meet for recording classroom content. Not everything that is requested is
given to clientele. The final product will have 3 streams of content that are merged: audio,
video, and data. We do not have a software system identified yet. The computers in smart
classrooms probably don’t have the capacity to do this. The idea is that everything is captured
locally, recorded on the computer, and FTP’d later. It will be uploaded later at night. This is not
for live streaming. The ultimate number of these will be determined by how popular this is. We
don’t expect more than 5 or 6 of them. We are requesting a pilot to see if this is feasible and if
there is a demand for it. Do we make this an option for our tels? The plan is this goes into the
podium. There will be a modification cost to house this extra computer in the podium. The hope
is that we will put this in ourselves. Will Learning service this or will it be handled by
Operations? This is open to future determination and has to be worked out between Keita and
David. For pilot purposes, it will be administered by Learning.
Commencement 2007
Handout: I&IT Funding request – Commencement 2007
Per David Levin, I&IT gave commencement about $23,000 last year. What’s attached in the
packet is a synopsis of what we did with last year’s money. The large expense was due to the
wireless communication. In prior years, they were using walkie-talkies and arm signs. They
also had one person doing 2 or 3 different functions. Terry Hogan was the show director who
chose what cameras to use and also the technical director to monitor the quality of the video.
We added equipment and added a director’s station. Rick Cass will monitor the quality of the
video. We also bought some lens and extenders to do better close-ups from afar on the island.
In the past, we have hung a camera on a tree to get good shots. Now, we have 3 or 4 cameras
I&IT Prioritization & Recovery Committee Notes
California State Polytechnic University Pomona
October 2, 2006
on the walk way. We (Learning and President) want to add a very high quality teleprompter
system that works in the sunlight for this year. It will be very useful at other times, too. We want
a set cable bundle system which will save us money in future years. Each year we have to
make cables in order to do this event. We create them and they’re useful only for that year.
They run very long distances, approximately 260 feet. We don’t know why we don’t reuse the
cable every year but David will investigate. We don’t have very good heads on tripods for
smooth movement of cameras. We use two video switchers and one of them died. We should
have a good spare. We have one good one and one that is okay. This request has been
deferred until Winter Quarter.
Computer Room
Handout: I&IT Funding Request – Computer Room
Per Susan, this request adds switches to do some infrastructure work in computer rooms. We
are running out of ports on our switches. We need fiber in between racks for better design and
for back up reasons. The computer room is pretty close to full capacity. This is all division stuff.
The Intranet Replacement Project and the Backup Project would be hindered if this does not go
through. Gabe says it might cost between $2,000 – 4,000 to run fiber cables to Building 1 and
between racks; $3,000-4,000 to run the fiber cables in Building 1. Susan says she will get the
quotes. Cisco equipment is already priced out. This request is fairly ready to go. Nothing from
this request can be deferred.
HelpLine Replacement
Handout: I&IT Funding request – HelpLine Replacement
Per Denny, HelpLine has been around for quite awhile. Half a dozen owners have owned
HelpLine. It is now owned by British company and contact is very difficult. It is time for the
system to be replaced. Hari worked very hard to keep this going and verified that this needs to
be replaced. There are more affordable options compared to HelpLine. We pay about $10,000 15,000 for just the licensing and maintenance with HelpLine. We can do a full blown build-yourown product or purchase an off-the-shelf product. It would cost $2,000 for the new service.
HelpLine could be replaced with Web Help Desk HP. Over a period of years, this would save
money. This request will be held off until Winter Quarter which the P&R Project Team
completes there analysis of the project. James and Susan will be Systems resources to Denny.
Studio 6 Year 2
Handout: I&IT Project Plan – Studio 6 Year 2
Per David Levin, this request will be deferred until Winter Quarter. A P&R project team is
currently studying Studio 6 needs. David will update this document to reflect some changes in
the current request.
VMWare
Handout: I&IT Funding Request – VMWare
Per Susan, this request is a strategic movement for the department. There are 120 servers in
the computer room. VMWare is a virtual environment that allows multiple and diverse operating
systems to run on a given physical server allowing for Windows and Linux based environments
to be on the same server. We can migrate stuff without having high I/O and cut down on
machines in the room. This would allow for a much more reliable system. Maintenance costs
would be lower. We can take the virtual environment from one server to another server without
causing downtime. We can quickly add VM servers to provide Bronco Web servers for people
to connect to. Susan has a spreadsheet that indicates the machines that can be put on VMware
I&IT Prioritization & Recovery Committee Notes
California State Polytechnic University Pomona
October 2, 2006
and the associated costs. Some machines will be recovered and some will be dumped because
they are costly in maintenance. We can redeploy physical boxes to be reallocated for other
things. In the future, we don’t have to buy that much hardware. It would pay for itself in two
years with the cost savings of avoiding maintenance costs. Production will occur as well. How
does this work with Intranet replacement? Lots of developing and other boxes will be available.
There is some product Intranet service that will be able to run under VMware. Money wouldn’t
have to be spent on the Intranet replacement. We will need to replace some of the boxes for
this year, but we’ll spend that money on VMware instead. Susan will send out numbers with
how much cost savings we can expect. It will take more time to put services up on VMWare.
None of the quotes have been confirmed. This request has been deferred until Winter Quarter.
I&IT Funding Request
Handout: I&IT Funding Request – Backup System
Per David Drivdahl, the difference between this request and the request he made last week is
that the description is revamped to better describe back ups and why we’re not in a good
situation. The project goals are a new section. The future expansion and growth section is
expanded to include the COLO area and encryption. We don’t expect to see this expansion this
year. Equipment that is used for Exchange System does not provide significant amount of
growth for the future. We hold over servers as disk space backup. Currently there is no
hardware compression. We are backing up email on a no compression ratio when it should be
1.6 or 1.7. Some intranet stuff will be incorporated and it is going away. Some Intranet and
Windows will run simultaneously. Maintenance for this system is projected at $4,000/year.
ADIC is currently $8,900/year for maintenance.
For first the first quarter, we will need to stay in the $300,000 limit. Please send email votes to
Stephanie by 5:00 PM today. Add comments if needed.
Next Meeting - Monday, October 9, 2006 at 1:00 PM