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Meeting Minutes

DCS Expert Group
November 10, 1997
12:00 - 1:00
ITC Forestry Conference Room

Present: Randy Smith, Aron Teel, Gary Banks, Kathy Reed, Mary Creed, Tim Gillet, Terry Lockard, Nancy Hopkins

Introductions were made. Gary Banks, of the Law School, is new to the group. Mitch Rosen, who is also new to the group, wasn't able to make it to the meeting.

Terry Lockard gave an update on the DCS program.

• Assessments
  • Econ

    The Economics assessment has been completed as well as much of the implementation. The item yet to be implemented is the installation of machines in a lab in the basement of Rouss. Kathy Reed asked whether that room is a lab or a classroom. She noted that support is different for each and conflicts can occur if it is unclear.

  • Art

    The Art assessment has been completed. There was virtually no implementation needed after the completion of the assessment because much of it was done as the assessment was being conducted.

  • Nursing

    The Nursing assessment has been completed and is in the hands of the Nursing computing committee.

  • Education

    The Education assessment is just getting started.

  • Anthropology

    The assessment for Anthropology has been delayed until they hire their LSP.

  • General Comments

    Kathy noted that departments seem to be taking responsibility for the assessments and implementations; no schools have come to her and asked for funds.

    Terry completion of assessments is going slower than planned. Each assessment has been conducted differently and we are finding ways to do them faster. Ideally, we'd like to get 10 done per year, but, more reasonably, we expect to complete 5-7 per year. It was suggested that we group smaller departments together and think of them as disciplines rather than departments.

    Randy suggested that we revisit the departments for whom we have completed assessments on an annual basis. DCS will plan to do that.

    DCS is in the process of deciding which departments it will assess this year. We are waiting to hear back from the College's Dean's office with its requests. We hope to group departments together in order to get more done. The Division of Continuing Education and its satellites are on the list for this year.

• Evaluations

  In addition to assessments, DCS is conducting departmental evaluations whereby ITC will spend a day with a department, focusing on a particular problem. The turn around on evaluations is a couple weeks. Six evaluations have been completed to date

  1. Va. Foundation for Humanities (brief)
  2. Comparative Medicine
  3. Internal Medicine
  4. Parking and Transportation
  5. Endocrinology
  6. Va. Foundation for Humanities (thorough)

• Local Support Partner (LSP) Program

  We have identified about 115 LSPs. About 50% are coming to the area meetings. About 85% are participating at some level. DCS hopes to increase the number attending meetings. One area group is meeting every other month, while the remaining three are meeting monthly.

  There was discussion about why attendance at some area meetings is low or dropping. It was suggested that the agenda items were not of interest to some. Members of some groups would like more time to interact with each other in unplanned ways -- they'd like more time to discuss problem resolution, as they see that as the true benefit of the meetings. Some groups may feel stifled by ITC's presence at the meetings and would like to have more influence over the agenda items. It was noted that the LSP Steering Committee, not ITC, sets the agenda items. The Steering Committee is made of the chairs of each of the four area groups, plus a member of the DCS Expert Group. It was suggested that the agenda for the next LSP meeting be set during the current meeting.

  • Training for LSPs

    Terry talked about training that has been provided to LSPs. It includes CBT (computer-based training) and Computer Survival Skills (actually aimed at those who help LSPs). ITC has an RFP out for a company to come on-site to do high-end technology training. It was also noted that free training is provided to those departments that participate in assessments.

  • Special Interest Groups

    Four Special Interest Groups (SIGs) have been formed by LSPs. Whereas LSP area meetings are grouped by area, SIGs are grouped by common interest. The 4 groups are: Unix, NT, database and web management. For the most part, the SIGs cross the 4 LSP areas. The Unix and NT SIGs tend to be more homogeneous.

• Mission of the Expert Group

  It was noted that the LSP Steering Committee is an operational group that focuses on the LSP program. Membership is comprised of the chair of each of the 4 area group and a member of the Expert Group (yet to be named). Among other things, the Steering Committee sets the agenda for the 4 area group meetings

  The Expert Group is more of an advisory group to the entire DCS program (which includes departmental technology needs assessments). It helps set the direction of DCS.

  Terry noted several areas in which the Expert Group could help DCS.

  • Defining the support role of ITC and departmetns
  • HR issues: recruitment ad retention of IT personnel, provision of incentives for employees to develop their skills as technology evolves, and the establishment of consistent grade levels and responsibilities across departments. It was suggested that a local market study be conducted (not by the Expert Group) to see how computing salaries at UVa compare to those in the immediate area. We will ask Dave Ripley and/or Tom Gausvik from HR to attend our next meeting.
  • Support for the 1998-2000 budget addenda submitted to Richmond. ITC has requested funds and FTE for departmental computing. It is suggested that the majority of these funds and FTE be allocated to departments for computer support. ITC is also asking for FTE to help conduct assessments.
  • Terry would also like help with the Technology Recommendations that are now part of our departmental assessments. It was agreed that such a document is necessary. Nothing in the recommendations should be a shock to departments. They are, for the most part, common sense items. Terry would like the Expert Group to be advocates of these recommendations. They are not widely published at the present time. Aron suggested that we get feedback from the LSPs on these recommendations. He will ask LSPs for feedback. The feedback will be compiled and shared with the Expert Group.

  Randy noted that the mission of the UCIT group is to focus on the University's strategic plan for IT. A big issue for them will be the effect of Internet II on UVa. He will take our HR concerns back to UCIT.

  Terry asked Gary Banks to be the Group's representative on the LSP Steering Committee. He has accepted that position.

  For the next meeting, Nancy will provide a matrix of support services provided by ITC, the Help Desk and departments. HR issues will be discussed.

  Next meeting
  December 8th 12:15 Carruthers, ITC Conference Room A Lunch will be provided.