December Steering Committee Minutes

CMS Steering Committee Meeting – 12/9/09

In attendance: John Sneed, Larry Clausen, Jeff Edwards, Rebecca Robinson, Chris Hughes, Art Schneider, Andy Freed

Agenda:

1. Set dates for visioning
1. D2L
2. Blackboard
2. Review  themes for Visioning
3. Review message to Div. Deans
4. Review Moodle pilot and evaluations
5. Other  - training for Spring pilot participants

1. Desire2Learn will be in town the week of January 18th, so we’d like to offer stakeholders the opportunity to participate in a vision session led by Desire 2Learn. The Committee would like to do the session 1:30-3:30PM, Friday, January 22nd.  We will try to set up a session in ITV rooms at each campus assuming there’s no issue with the Non-Disclosure Agreement.
1. Schedule ITV rooms at each campus/center
2. John will contact Blackboard to try and arrange for a session with them on the following Friday, January 29th.
   
   
   
   
2. We evaluated the Topic list that we’d like the Visioning speakers to address. Here is the final list.
1. Integration and interoperability
1. SIS for account creation, course creation, etc.
2. content packaging and sharing
2. APIs for sharing information between applications
3. Assessment and Identity Management
4. Collaboration and Portfolio
5. Accessibility
6. Customization for institutional needs
1. ease and breadth of customization
7. Flexibility in teaching and course management styles
8. Hosting
1. disaster recover/business continuity
2. Service Level
9. Product and Company Roadmap
1. History and Plan for the future of the company
10. Mobile Learning
11. User testing and feedback (faculty AND students)
    
    
    
    
3. John would like to give Deans some notice that we’d like to include a review of courses based on our current QM process for all DL courses moving to the new LMS which have not passed review in the previous 3 years.
1. John will contact Steve Ward to try and get on the agenda rather than sending a memo
2. May follow up with more details in a memo to pass on to dept. chairs, etc.
   
   
   
   
4. Andy updated committee on progress of the pilot,
1. Training for Winter pilot instructors is on Dec 15th via Ellumiante. Additional resources have been placed in Moodle, including videos and discussion board
2. Students will have 2 opportunities for online training/intro and one on campus option. December 31st at 3pm and January 4th at 7pm. There will also be one in-class orientation at a time/place TBD.
3. Support will be provided via phone and e-mail by Andy, Donna, Peter, Clayton and a student employee named Brandon. We will cover business hours and hope to offer some additional hours.
4. Evaluation:  Faculty participants will be evaluated twice, once prior to teaching, and again after teaching for a term. We hope to see if there in any change in perception of the CMS, opinions about tools, etc. We will also be doing a focus group during the term to get some more in-depth feedback
1. The Steering Committee would like to take part in this focus group
2. Students will receive a single end-of-term evaluation.

Meeting was adjourned when the fire alarm went off in TCB.

November Steering Committee Minutes

CMS Steering Committee Meeting, November 13, 2009

In attendance: John Sneed, Art Schneider, Rebecca Robinson, Dawn Davis, Chris Hughes, Jeff Edwards and Andy Freed

Moodle Pilot
Andy went over the progress of the moodle pilot

• Support issues
• Training issues
• Migration (largely done by DL)
• Faculty volunteers (6 at this point)
• Agreement on compensation for feedback and evaluation
• Memorandum of understanding – approved by committee
• Posed question “what questions would the moodle pilot have to answer for the CMS committee to recommend moodle without going to formal RFP?"
• Consensus seemed to be that basic functionality was available
• Committee wants to know what tools/features might be given up
• Committee would still like to see other products as well, maybe not in a full pilot but in a bakeoff scenario.
• Faculty will communicate pilot involvement to students, link to info from MyPCC
• Question about training regimen for Part 2 of pilot.

Visioning updates.

• We’d like to have representatives from some commercial CMS providers visit and pitch their vision for CMS platform. 
• If the vision is appropriate for PCC, we may invite them back to do a function demo of their wares.  
• Committee would still like to hear from other institutions who have migrated to each platform recently. Would like to hear faculty opinions of the process. 
• Curious if there are any institutions who have left moodle after adopting it. 
• John and Andy will draft a set of topics and plan for presentations, committee will evaluate next month.

Quality Matters review of all courses prior/during migration.

• Contentious issue since there seems to be no ownership of quality evaluations. Courses that do not pass still get taught. Unclear who determines when courses move on. 
• Committee would like to see a set of technical standards as well as quality standards to meet during a migration (project team) 
• Will SAC pick “master shell” to be migrated? Is it possible to review all these courses when migrating? 
• What’s the timeline that the course has to be reviewed during? (3 years, for example) 
• Can DL say “we won’t migrate courses that don’t meet QM?” If so, how? 
  

Training

• Opened issues for discussion, will continue later. Should training be required, should faculty be compensated? Will it address online teaching or just tools?

For December 9th

• Start technical standards for migration with project team 
• Define vision and topic areas to cover for vendors 
• Identify similar schools that have moved to another LMS, try to get info on “success” 
• Look for any institutions that adopted then left moodle.  

Steering Committee meeting cancelled (10/14/09)

This month's CMS steering committee meeting has been canceled while the project team continues to work on developing a Moodle pilot plan, setting up visioning activities, and updating the scope documentation and timeline for OTAC.

Steering Committee Meeting Sept 16th

September's steering committee meeting was an update on changes since the previous meeting. The committee discussed visioning activities, a moodle pilot and updates to communication plan.

Distance Education will plan for and complete a minimum of 2 terms of piloting Moodle. Peter, Clayton and Andy are working on identifying the focus of the pilot, faculty volunteers, courses to migrate, courses to develop, how to support faculty and students, and how to evaluate faculty and student usage of Moodle. The steering committee would like to see special consideration of the following functional criteria; e-mail, discussions, document sharing, integration with e-packs/publisher content, html creation and editing, access from mobile devices, reliability, ease of migration, and integration with Banner. More details to come.

At the same time, the project team will be meeting with several stakeholder groups to discuss a vision for PCC's online learning. We will be meeting with a few specific user groups, such as Math and Online students, and will also be hosting open meetings at each campus in late October and early November. In addition to this, we would like to have someone from Blackboard, D2L, Gartner Research etc. share their vision for online learning to kick start our brainstorming. We want the vision sessions to be about what education will look like in 5 to 10 years, not what bugs we'd like to see fixed in our current CMS.

Lastly, John will be giving an update to all SAC chairs prior to the SAC meetings in mid-October. Andy will be updating the time line and OTAC Scope to reflect the significant changes.

Notes from Steering Committee Meeting, 6/16

The CMS Replacement Steering Committee convened on June 16th, 2009. The committee was apprised of the project following approval by OTAC, introduced to the initial project time line and informed of the project team's role and its work on a stakeholder plan and communication plan.

The steering committee will be dealing with larger questions of policy, communicating change to faculty, and ultimately recommending a final product or vendor to the project manager, John Sneed.

The steering committee will be meeting again in August to examine a draft of our product criteria that will be used in our RFP.

Scope Documents, OTAC approval

Our Course Management System replacement project has been approved by OTAC and is moving in to phase 2. I've attached a copy of the Scope document (051509_scope_document.docx) and the Scope Addendum (051509_scope_addendum.docx) which outline the project, the timeline, our steering committee and charter.