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ITPG Annual Report - June 2009 through July 2010

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ITPG Annual Report for July 2009 to June 2010

Presented to the ITB July 16, 2010
During the 2009-2010 year there have been a number of transitions and several emerging themes in the activities of the UCSB Campus Information Technology Planning Group (ITPG).
Transitions:  Since its creation, the ITPG's role, goals, and operation have continued to evolve as the IT organization on campus has evolved. In 2009, a working group of the ITPG convened to examine the functions of the ITPG leadership. It identified three primary responsibilities for the ITPG leadership positions: Representation to the Information Technology Board (ITB); Executive/Administrative functions; Communications with members and the campus. The working group recommended that a Chair and Vice-Chair should be established to replace the previous co-chair structure, and that these positions should be filled by annual election from the ITPG membership at large. In July 2009 Bruce Miller from Communications Services was elected Chair, and Jim Woods from Marine Science Institute was elected Vice-Chair. The group would again like to express its gratitude to Arlene Allen and Elise Meyer for their many years of service to the group.
Communications, Collaboration, and Structure:  A major theme of this year’s ITPG activities has been improving the structure for communications and collaboration among IT groups on campus. 
·         To provide a more structured and consistent flow of information through the ITPG, the meeting formats were reformulated to include attendees providing updates to the group on IT or organizational changes or challenges within their organizations, and regular reports from the CIO, CISO, subcommittees, and liaisons to other campus IT committees.
·         A Communications Subcommittee was created with the charter to:
o    Develop guidelines to maximize the effectiveness of the communications and collaboration between subcommittees and the ITPG.  These guidelines would encourage standards for the production and sharing of agendas, minutes, working papers, and final reports.
o    Provide guidance and assistance in the development of a technology framework which may be used by ITPG members and subcommittees for collaborating on and publishing minutes, agendas, whitepapers, standards, discussions, and other efforts.
o    Serve as a focal point for the collection of user requirements for collaboration tools to be used by the ITPG.

·         A major initiative of the group has been the creation of the collaboration web site. Broadly, the goals of this web site are to:
o    Provide the campus community a “signpost” for better understanding the distributed “landscape” of IT provider departments and identifying the various providers for IT related services.
o    Provide a shared workspace and repository within which campus IT Committees can share documents, and post meeting minutes and reports. The major distinction between this site and more “traditional” sites is the ability for any subscribed member to a group to update shared content. This site has already been actively adopted by several groups and committees.
o    Provide a collection of general purpose IT related resource documents, such as “Frequently Asked Questions,”  Vendor Lists, and Training Documents.
o    Provide a shared workspace and repository for information related to campus-wide IT related projects. Like the workspaces for Committees, these workspaces can be updated by group members.
·         A consolidated charter document for the ITPG has been developed which attempts capture the mission, organization, procedures, and goals of the group.
Subcommittee Activities:
·         Backbone Engineering Group (BEG): A major achievement on the part of this group has been the creation of an updated Campus Communications Infrastructure Standards Document. This two-year effort on the part of a broad constituency has produced a document which provides direction for UCSB staff, facility planners, architects, and other design professionals in the design and application of telecommunications media, pathways, and spaces. 
·         Calendar Interoperability Workgroup: A workgroup has been formed to attempt to address some of the emerging challenges that arise when attempting to schedule across multiple systems. One of the goals of this effort is to document techniques which can be used for sharing meeting notifications across systems, and providing some visibility of schedules to those outside a particular system.
·         Identity Management:  This group was convened in January 2010 to examine common authentication and identity management issues on campus.  While the group is still defining its scope and function, it is hoped that the group will provide input to the IS&C Identity project, and work to help build a "roadmap" for wider adoption of common authentication, Single-Sign-On standards and technologies.
·         Security Working Group: This group continues to provide support, guidance, and outreach for campus security initiatives such as the IS-3 assessment, SSN usage detection and protection, encryption, and the development of the recently released Information Security Tutorial.
·         Web Standards Group: This group continues its efforts to refine and promulgate guidelines and best practices for campus Web sites. In August, they received funding support from the OIST to allow them to present several training workshops. They have hosted three very well attended workshops/forums covering application security and Drupal. And they have worked with Meta Clow in developing a new Privacy Notification section to the Web Standards Guide.
Summary: Leveraging the collective talents and commitment of a broad campus IT constituency, we believe the ITPG continues to serve its goals to:
     I.        Provide technical insight and resources to the Information Technology Board, the CIO, and the campus at large, assessing the feasibility of proposals being considered, and providing information regarding technological developments and campus technology needs and priorities.
    II.        Serve as a platform for coordinating work on specific technology projects.
 III.        Provide a forum to the campus technical community for consultation and communication.
   IV.        Leverage the collective talents, skills, and experience of a diverse technology community.
    V.        Assist in representing or identifying technology customers so that their needs are represented in technology initiatives.
The ITPG looks forward to continuing to help guide the application of Information Technologies in support of the University mission. The group is currently evaluating other areas where additional collaboration or standardization may be beneficial to the campus.
Bruce Miller
ITPG Chair, July 2009-June 2010
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