Friday, March 2, 2001

The UNC Shared Services Alliance Advisory Board met in the General Administration Building, Chapel Hill on Friday, March 2, 2001 at 9 a.m. The Chair called the meeting to order followed by the introduction of members and guests.

The minutes of the February meeting were approved. A suggestion was made to include the updated date on minutes each time they are distributed.

The RFIs for the TLT came in on February 28. The TLT Collaborative Board has not had time to review them.

The Procurement Director brought the Board up-to-date on the discussions that had taken place between Procurement, SCT and Campus Pipeline. After some questions and discussion by the Board related to these talks, Mark Taylor with Campus Pipeline came in to share with the Board the new models for acquiring/using Campus Pipeline and the implications it has on our current arrangement with Campus Pipeline. The information he presented will be shared with the Board electronically. There was much discussion around the options available. If Board members have further questions they need to be channeled through the Procurement Office. There was consensus to proceed with the Campus Pipeline project as planned, but make a decision about our future course by June.

The spreadsheet for the Career Connection's Brass Ring Proposal was distributed to the Board. The concept for this proposal was approved at the previous meeting. The contract period runs April 1, 2001 to June 30, 2004. Motion was made and seconded for the Alliance to purchase the Brass Ring software. Procurement will proceed with negotiating the contract with Career Connections for the Brass Ring product.

In accordance with the Software and Services Procurement Workflow and the Hardware Procurement Workflow documents that had been approved at a previous meeting, a Motion was made and seconded to form an Alliance Procurement Committee. The members are as follows:

Frank Prochaska
Steve Jarrell
Joyce Williams-Green
Carl Malstrom
Lisa Weatherman
Fred Tucker - staff support from Procurement Office

This committee will be responsible for completing the Collaborative IT Procurement Request form that was adopted by the Board. This will provide a better mechanism for ensuring all the necessary details of each request are provided to the Procurement Office and better tracking of requests.

Effective February 1, 2001 four members of the System Support group were transferred to the Alliance staff and one member of the System Support group was transferred to Procurement. The process will remain the same for non-Alliance requests. Those requests need to be made in writing and will be reviewed on a case-by-case basis.

There was discussion by the Board on the existing By-Laws. Motion was made and seconded to appoint a committee to review the By-Laws and distribute 10 days prior to the Board meeting where they will be presented. John Smith, Robin Daugherty and John Mack agreed to work with the Interim Director to review the By-Laws.

Discussion took place by the Board concerning a Code of Ethics. It was explained why this may be needed. After much discussion, it was agreed that the Interim Executive Director would draft a document on Roles and Responsibilities for the Board.

ASU has been asked to be a pillar partner with Campus Pipeline by the new CEO.

RFI
There were nine RFIs received. These were available for Board members to review on March 1. After much discussion by those that review the documents, it was recognized that three vendors were at the top of the list. Motion was made and seconded to have Alliance staff develop a matrix of the three top RFI responses and simultaneously ADS needs will be addressed by functional workgroup. Once developed the matrix will be shared with the Board so members can review the three top RFIs consistently.

Functional Work Groups
The Interim Director reviewed the organizational meeting of the functional workgroups with the Board. One Board member noted it might be important to know who appoints the functional workgroup members at the campus level. It was stressed at each functional workgroup meeting that appointments and changes to the workgroups must come from the Board member at each campus. There are campuses that still need to designate primary contacts. The groups cannot proceed to select a Chairperson until all primary contacts are identified.

Baseline Services Review
The Baseline Service document has been sent out and responses are due by Friday, March 9.

Campus Survey Results
Summary information was shared with the Board and once all the information is recapped it will be shared with the Board. Responses were received from 13 CIOs and 15 Application Managers.

EDI
All the institutions in the UNC System will be required to test the transfer of high school transcripts in May. EDI training has been scheduled for March 8-9 at UNC Charlotte. This training will be provided by Leon McCormick from the Alliance staff and Robin Green from ASU.

Alliance staffing
We are going into month four of the interim position. The Interim Director has developed two job descriptions - Web Developer and Data Base Administrator. This will bring the Alliance staffing up to six if the two positions above are established.

PSP
Talked about the PSP in general with the Board. Looking at having two dedicated resources contracted, Project Lead and Development Lead, from project initiation through first seven weeks of construction. These two resources will be shadowed by internal staff to acquire the knowledge transfer necessary to complete the project. There will be two dedicated people, one each from ASU and UNCW, and at the end of the project three schools will have the PSP. The eight smaller campuses can then do this project in collaboration. Original time line called to have the PSP rolled out to all campuses in two years. Using this method, distribution of the code can be more rapid. The Alliance staffing will be significantly engaged in this process. Project needs to be started by March 20. There will be contracting to acquire some of the needed skills. This project is still being fine-tuned. It has been proposed that the Alliance funding be used to underwrite the cost or some portion of the cost of this project.

Embark
Four campuses responded to the Embark request. It should be noted the Alliance funds are not being used to fulfill this project. The campus will have to come up with the second year money.

Other Items of Discussion
On Course was acquired for some of the universities that did not have it. A modification needs to be made to support the two-catalog requirement. SCT will be making this modification for UNCA.

The following documents were distributed to Board members:

Signed copies of the SCT Master Agreement
McAfee Enterprise Virus Defense Solutions Proposal

TLT Retreat May 23-25 in Wilmington. The Alliance Board will be invited to participate.

The meeting was adjourned 3:00pm.