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  • IT Assets Meeting 2018-04-03
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Tue, Apr 3, 2018, 2:00-3:00, Rm 2281 CS

Wiki page:  
Box folder:  

_x_ Michael Block, _x_ Gary De Clute, _x_ J.J. Du Chateau, _x_ Lea Ericson, _x_ Rafi Lazimy, _x_ Kristen Mcroberts, _x_ Colleen Reilly, _x_ Bruce Riley, _x_ Tyler Schultz


  1. Agenda Review

    • Rafi provided background on the purpose.

  2. Subcommittee Description
    Handout: Subcommittee Description, on Box

    • Noted that the definition needs to understandable to a layperson.
    • Noted that although the definition is a starting point for policy, we should not attempt to determine what a policy might cover. We're providing a definition which a policy could refer to, or could use a starting point in determining what is or is not covered by the policy.

  3. Work Plan
    • Initiate Subcommittee. DONE.
    • April 3, Get organized. Have a common goal, and a process to get there. DONE
    • April B, Brainstorm
    • May A, Create preliminary definition with information from brainstorm

      Deliver preliminary recommendations to PAT EC by May 11. (PAT EC meeting is May 18.)
      Preliminary report may be sufficient. If so, Done. Otherwise:
    • May B, Refine, as necessary (how is TBD)
    • June A, Refine as necessary...

      If possible, deliver final recommendation to PAT EC by Jun 13. (PAT EC meeting is June 15.)
      If so, Done. 
    • June B, Refine as necessary...
    • July A, Create Final Report

      Deliver final recommendations to PAT EC by July 13. (PAT EC meeting is July 20.)

    • We spent about 20 minutes clarifying the scope: "...make recommendations on the definition of IT goods and services of all kinds for which acquisition or contracting is subject to IT governance policies and procedures."
      • Goods and Services
        • Hardware
        • Software
        • Services
      • How acquired.
        • Purchased
          • Purchase order
          • PCard
          • Direct Payment
          • Tech Store
          • MDS
        • Contracted
          • 0 $
          • >0 $ (ties back to "Purchased")
        • Free
          • Contracted (click-thru, terms-of-use, license agreement: ties back to "Contracted".)
          • Unrestricted
        • Transfer / Re-use
        • Pilot / Demo
      • IT Governance scope
        • Research (RTAG)
        • Teaching and Learning (TLTAG)
        • Administration (not just DTAG: there is administration supporting research and teaching and learning)
        • IT support, Divisional IT (DTAG)
        • IT Infrastructure (ITAG)
      • Types of policies
        • Cybersecurity (HIPAA, FERPA, ...)
        • Data Goverannce
        • Accessibility (ADA)
        • Acceptable Use
        • Accessibility (ADA)
        • Project Intake
        • Intellectual Property
        • Privacy
        • (There are more...)
    • General conclusions:
      • The scope of the definition does not depend upon :
        • how it is acquired or how much it costs.
        • the area of IT governance (research, teaching and learning, etc.)
        • the type of area of policy.
      • The scope does depend upon:
        • What kinds of Hardware, Software, and Services are "Information Technology".
      • We do not need to anticipate what a particular policy will include or exclude.
        • Those creating each policy can use the definition, and exclude specific items, uses, or purposes which are appropriate for that policy.

  4. Meeting schedule

    • We'll meet twice a month, once early, once later in the month.

  5. Outside work between now and next meeting.
    Handout: Defintion of Information Technology, on Box

    • Review the definition of IT (handout, also on Box)
    • Think about how you would break down hardware, software, and services into a more granular list.
      • Not too granualar, not too broad, just right.
  6. For next meeting
    • Brainstorm the different types of hardware, software and services we could include on a list.
    • Group items that seem too granular. Split items that seem too broad.
    • The list should be useful to a layperson.

Ground Rules

  1. Everyone must be treated respectfully, whether present or not.
  2. Everyone present who wants to speak on a topic must have a chance to speak.
  3. Attend more often than not, and review materials when you can't attend.
  4. Don't be shy, or worry about perception of an idea - we need open borders for these discussions.
  5. Let's park side issues or extensive detail for future work by this team, or others.

Future Agenda Items

  • ...

Future Meetings

Team Members

Michael BlockL&SGary De CluteIT PolicyJ.J. Du ChateauDoIT Architecture
Lea EricksonAccounting ServicesRafi LazimyITC (faculty)Kristen McrobertsStudent Financial Services
Colleen RiellyDoIT PurchasingBruce RileyPuchasing ServicesTyler SchultzSMPH

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