Management Committee 2003 meeting minutes

Author: Julie Wheeler.

IHETS Management Committee
September 16, 2003
Boardroom

PRESENT: Vernon Houchins, Vincennes University; Michael Gay, Purdue University; William Kramer, Ivy Tech State College; David Ross, Morgan County Public Library; Robert Ruble, Univeristy of Southern Indiana; O'Neal Smitherman, Ball State University; Brian Voss, Indiana University; Phyllis Usher, Department of Education; IHETS Staff: Dave King, Tim Ping, Susan Scott, Kevin Siminski, Ed Stockey, Lynn Ward, Julie Wheeler

Chairman Kramer called the meeting to order at 10:00 and asked the group to observe a moment of silence in rememberance of Ed Tully and Governor Frank O'Bannon.

INTRODUCTIONS- King introduced Kevin Siminski and announced that he will serve as Interim Director of Operations/ITN, and Tim Ping will serve as Interim Director of Operations/IHETS. Kramer thanked them for their extra efforts during this transition period.

King noted that the proposed position description was slightly modified in the last five years since the position was restructed. The plan is to moved ahead with a national search. Indiana University Human Resources department will do the initial screening to get the top 5-10 candidates. A screening committee of two members of the Management, Integrated Technologies committees and staff will be chosen. Voss moved that the proposed job description be approved and that staff proceed with appointing the search committee and begin the search process. Usher seconded the motion and it was unanimously approved. King stated that the process will begin immediately and expects to have someone in place in six months.

CHAIR'S REPORT - Kramer noted that King's contract with Purdue is renewed each October. The contract allows for 90% of King's time to be devoted to IHETS and 10% to Purdue. Representatives at Purdue will meet next week to review the contract and likely extend it through next October. The Committee agreed that negotiations should proceed and a conference call be scheduled to approved the final contract.

PENDING ISSUES - King reported on Executive Cabinet Briefings that have been conducted at Purdue, Indiana State, Ball State and the State Library. A meeting with Independent Colleges is still pending. These discussions seem to have been beneficial to new institutional representatives as well as those that have history with IHETS. King added that staff is available to do briefings at other institutions upon request.

I-LIGHT 2 STATUS AND UPDATE - King reported on I-Light2 progress noting that it is the extension of fiber connections across the state that was agreed to and appropriated for $10M by the legislature in the last session. We have been working at various levels to pull this all together. He stated that Siminski is taking the lead in the area of the technical RFP. In addition to the RFP, there have been discussions about the business model to chart how the growth of fiber connected nodes across the state will impact the ITN. Our goal is to position the growth of I-Light2 as the next generation ITN. Also, the third aspect is focusing on economic development and we're doing research and gathering background information about how bringing broadband capabilities into communities across the state can have a positive impact on economic development. As the reports come together we will share the information with this group.

Siminski gave an update on development of the RFP to acquire dark fiber. He stated that we are taking a parallel path that will begin soon. The first part is for the dark fiber. We have been looking at OARnet and to some extent CenturyNet in Illinois as a guide for how the proposal will be developed. We have found that they focus primarily first on the dark fiber infrastructure and then slowly after the dark fiber plant was started, additional RFP's follow. The first is an optical switching architecture, second, is the last mile local loop network. One of the last pieces is integration services. Indications are that this is the most difficult piece of pulling the network together. From discussions with other states, we have heard recommendations that engaging with some integrator that has knowledge of all areas, might help bring everything together.

Siminski outlined the proposed timeline for the RFP. The letter of intent has been sent to the Department of Administration. We are targeting an October release of the RFP from IDOA and announce the winning vendor for the project in early 2004. Then hopefully begin the implementation in March of 2004.

In addition, we are slowing developing the optical switching architecture. We are gathering information from other states that provide some foundation for the RFP.

Siminiski added that we are targeting a November release of the RFP, announce the winner in February 2004, and be operational by the end of 2004.

He reviewed maps of how the network might work. We are most interested in developing dual redundant rings within the state and to integrate I-Light1 into the design. One of the primary goals is to use existing fiber and the RFP will help us determine what is currently out there. The existing infrasture assets could dictate the network design. One of the more sensitive pieces has been how to engage the telecommunication carrier throughout the state. We have been engaging them during the process and feel that they will be an important part.

In addition, we are looking at the possiblity of research opportunities with university patners.

Voss update the group on IU and Purdue's proposal to NSF to joing the terra grid has been accepted. This will help us get connected from Indy to Chicago and participate in the national fiber infrastructure that is developing out of terra grid. It has not been decided what directions further connections will go.

ITN PRICING UPDATE - King gave an ITN pricing update. DS3 pricing has been reduced as of September 1, 2003. New pricing is as follows: a 5mg burstable circuit is $5K/month; 15mg burstable is $7K/month and 45mg is $9K/month. Ping added that funds remain fixed and existing services will remain the same through July 2004. Nay and Sorenson are forming a subcommittee to begin discussion of pricing for the next fiscal year.

INDIANA LEARNING PORTAL - King updated the group on progress with the Indiana Learning Portal. He noted that the start-up funding from Lilly ended on August 31st and a final report was submitted on that date. The report includes needs assessment, prototype and a business case, totalling some 35 documents. We are currently preparing a report to Lumina and King will meet with the SLOAN Foundation in November.

He met with Sara Cobb from Lilly last week and demonstrated the portal prototype. King added that educational silos stand side by side but not interconnected. The ILP will create access to educational opportunities, information, and learning and teaching tools no matter what silos reside. King continued his report and demonstrated the ILP for the group and added that CEO briefings to demonstrate the portal are being planned.

COMMITTEE REPORTS - Integrated Technologies Committee -Ping reported on the last ITC meeting. There was a portal briefing and the group discussed DS3 pricing structure. A committee was appointed to discuss pricing for the next fiscal year.

There was also discussion about waning participation at the meetings. It was suggested that individual institutions be given the opportunity to report on technology-related projects at their institutions. These reports have the potential to open the door for future IHETS project planning. A joint meeting with the IPSE Working Group is also being planned.

IPSE - Scott reported that the group has been discussing progress with the ILP and satellite migration planning. At the October meeting, we will begin discussions on how to increase public library's participation in the Partnership. The Partnership has also heard various reports relating to activities of the Faculty Services and Library Services Team. The October meeting will likely be held at Ball State and will include a presentation on what they are doing with iCommunications initiatives.

Scott reported that the institutions went together collectively to publish an article in the Indianapolis Star which focused on ways that the institutions are using distance learning to address the health care shortage. The article appeared on the front page of the job section.

STAFF REPORTS- King reported that Ping and Ward are deveoping a plan for satellite migration. Ward reported that the engineering staff have been planning for this since it was decided that we would retire the satellite system and move to streaming. They have been monitoring industry developments because one of the big concerns with moving to streaming is latency. The delay is being cut as each new development occurs in the industry. So, we don't want to make a commitment to a particular system too soon, which might result in a longer delay than would be desirable or necessary. Our engineering staff has been watching the industry and have brought in a Windows Media 9 server for testing.

In addition, the originating institutions have been tasked with developing the migration plan to look at their near and long-term plans in terms of interactive video. At the last meeting, Scott distributed a template to assist them with developing a plan.

Ward and Ping are looking at coordinating dimension of the project, and hope to bring more focus to ensure that we get the information we need to help with capacity planning for the satellite while it's still active as well as for IP Video and for participation in a pilot and production streaming solution.

They have met to discuss the supporting elements including the initial timeline, and have identified major milestones for the technical implementation for the replacement solution. In addition, six functional areas have been identified where they feel work is needed in order to ensure the necessary support for the project. The areas are planning and administration; engineering; communications group; support and training group; software development; and finally a scheduling group to identify the issues and understand the impact of this new solution on scheduling interactive video classes. The assistant directors have been asked to identify team members for each of these six areas. Each team will be given a specific charge and asked to identify and conduct an analysis of the needs and impact of this transition on their area and to develop a project plan which coincides with the major implementation base.

In conclusion, King noted that the IHETS web site has a new look.

With no further business, the meeting adjourned at 11:58am.