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Information Technology
George A. Smathers Libraries
University of Florida
Suite 1250
2124 NE Waldo Rd
Gainesville, FL 32609

Telephone: (352) 273-2800
Fax: (352) 392-2354

Minutes of Smathers Middle Managers Meeting
February 4, 2010

Present: Joe Aufmuth, Denise Bennett, Rich Bennett, Will Chaney, Robena Cornwell, Michelle Crump, Robena Cornwell, Stacey Ewing, Brian Keith, Ann Lindell, Bobby Parker, Chris Poehlmann, Amy Polk, Patrick Reakes, Randall Renner, Betsy Simpson

Middle Managers Repurposing
  1. Will attended a meeting with the CIO regarding campus-wide IT Governance. We've discussed renaming Middle Managers to the Smathers IT Advisory Group. It would be inclusive, but not limited to: IT advisors, faculty and staff.
  2. We would move the meeting to room 1A and include video conferencing.
  3. It should have a fair representation of faculty and staff from each department.
  4. Training information can be added.
  5. It is another step towards centralizing UF IT.
  6. Please email Will with your suggestions within the next two weeks.
  7. HSCL has their own advisory committee.
Office Communicator
  1. Office Communicator will be funded by UF campus.
  2. We need to make sure it will work in Room 1A.
Canon Printing
  1. Many functions are still not working correctly.
  2. Big meeting held to discuss the issues - including scan to USB, duplexing and several other issues. Canon has promised to address the issue of response time. We will contact one central number (Canon) for any printing problems.
  3. Wireless printing is on hold until the other issues are resolved. T
  4. he scan to USB issue will take a major firmware upgrade. That won't be addressed until the second quarter.
  5. Duplexing issue - confusion with the instructions.
  6. Delay between copies is also an issue.
  7. Drawer locks falling off - they are going to screw them in.
  8. A maintenance contract is being worked out.
  1. Campus is onboard - will support Enterprise level SharePoint. There is a meeting tomorrow regarding configuration.
  2. Blogs, wikis and websites will all be customizable. They need revenue this year to roll it out.
  3. Lots of departments are anxious for it. It will function like an intranet - a place to access departmental information. You will be able to share documents with folks on and off campus.
  4. Web - campus moving towards using WordPress for the content management system. We are headed that way. Tom and Matthew are working on templates.
  5. Joe had a question about licensed GIS data for campus access only. Will says it can be put on a SharePoint web interface.
  6. The Library contribution will be $3000 for this year and $6000 per year after that, until it is funded by UF.
  1. Altiris software has been purchased. We've been communicating with the consultants. This software will allow us to manage workstations remotely.
  2. We will need to come up to speed with Altiris before we can consider moving to Win7.
  3. Altiris will allow us to meter software on the public machines.
  4. We are considering removing admin rights on public computers. Altiris is moving forward. We have to consider Steady State.
  5. We are going to get Altiris installed and not worry about the public machines until we have it functional on staff.
  6. Once we have a quote from the consultant, we will get it installed and configured and then train the IT staff and use it on staff machines. At that point we will deal with how to secure the public. After that: Win7.
  7. We should be able to save money with the software metering. Hopefully we can start using on the public by fall.
  8. Since we are moving off campus in June, we will be using Altiris to remote in and fix both staff and public machines.
  9. Will roll IT safe surfing tips, etc into the HR training. We will let department chairs know if their staff is among the top 5 virus victims.
Server Virtualization at CNS
  1. CNS has ordered new equipment - when they get it configured, Logan is preparing to move the Web, file and SQL servers.
  2. All of our servers will be virtualized at CNS and backed up by Tivoli. The cost of the project (per year) is: $86,000.
  3. Altiris is clumsy on a virtualized box, so we will buy a physical one to run it on.
  4. After three years, the total cost for virtualized forty servers will be $129,000 per year.
Public Computers and Administrative Rights
  1. Will past around a list of software that both Circa and the Libraries have installed on public machines for patron use.
  2. Our intent is to buy the appropriate number of licenses.
  3. If someone is only using one application of a bundled software item, will the other applications be available for patrons to use? Good question, Will is going to check on it.
  4. Please get any feedback on the list of software to Amy Polk, cc Will Chaney.
Time Limited Use - Public Machines
  1. Amy is working on this request for Library West. Are any other branches interested? Let Amy know.
Process of Requesting Technology-related Equipment
  1. Please contact the IT Department prior to requesting technological equipment. It is necessary to make sure it is an item we can support.