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University of Oxford Colleges' ICT Committee Meeting 25th January 2011
A meeting of the Colleges' ICT Committee was held at 2.15 pm on Tuesday 25th
January 2011 at OUCS. Dr Jo Ashbourn, the Chair of the Colleges' ICT Committee,
chaired the meeting and the following members were present:
- Jo Ashbourn (Chair, Colleges' ICT Committee) - St Cross
- Mike White - Lincoln
- Mike McShane - St Edmund Hall
- Stephen Gower - Wolfson
- Simon Thomson - Pembroke
- David Hart - Oriel and Corpus
- Razvan Novacovschi - St Cross
- Lee Wootton - Mansfield
- Christopher Hoskin - St Antony's
- Steve Kersley - Keble
- David Olds - Queen's
- John Veness - Magdalen
- Matt Jennings - St John's
- Ben Bridle - Lady Margaret Hall/St Hugh's
- James Dore - New
- Richard Sharp - All Souls
- Chris Bamber - Somerville
- Simon Mortimore - Exeter
- Martin Hoare - St Peter's
- Matthew Brock - St Peter's
- Simon Wedge - St Hugh's
- Ross Wackett - Linacre
- Stanislav Burlakov - St Hilda's
- Dominic Bown - Green Templeton
- Tony Brett - OUCS
- Jonathan Marks - BSP
- Ian Wild - BSP
- Christine Madsen - SERS
- 517 APOLOGIES FOR ABSENCE:
- Maria Croghan St Hilda's
- 518 MINUTES OF THE PREVIOUS MEETING
- The Minutes of the meeting held on 19th October 2010 were accepted as a correct
- 519 MATTERS ARISING
- There were no matters arising.
- 520 COLLEGES' FINANCIAL CONTRIBUTION TOWARDS IT SERVICES
Stuart Lee reported that the proposals to accept the principle of a contribution
of £8,700 for OUCS IT services per college which had been supported at the last
CICTC meeting had subsequently been passed to the Estates Bursars' Committee
(EBC) for consideration. EBC raised a number of objections including that
colleges already contribute to central University services via the SSE agreement
(Support Services Element of the JRAM) and that this could be seen as the first
in an incremental series of service charges e.g. for Library services,
administrative support etc. There is also apparently a decade-old agreement that
colleges would not be expected to contribute to University infrastructure
These issues will be discussed at the next EBC in 5th Week and the Vice-Chairman
of the Conference of Colleges will be discussing the matter with the
It was pointed out that OUCS receives no funding via the SSE which is used to
support central research areas (not administration), but it was suggested that
the scope of the agreement could be expanded to include OUCS.
- 521 BUSINESS SERVICES AND PROJECTS (BSP)
Jonathan Marks and Ian Wild gave a presentation on the function and structure of BSP and specific
areas of interest to and interaction with colleges. These include:
- HR Information System - HRIS;
- OSS and Student Systems replacement;
- Development and Alumni Relations System - DARS;
- OxCORT tutorial payment system.
One possible future project could be an interface to the Business Insights Group
Education Relationship software used by a number of colleges.
Following the decision by Oracle to phase out support for OSS by 2013, supplier
documentation has been sent to two shortlisted companies and
demonstration/testing is planned to be done in March. The two packages concerned
are SITS and Agresso, both of which are already in use in the HE sector.
- 522 INFORMATION SECURITY
Jonathan Ashton reported that the Information Security documents have been approved by PICT so the
next task will be to develop specific policies for areas covered by the overall
policy document. These documents relate to the handling of University data;
colleges may wish to implement local policies to govern management of their own
college-specific data although they will still need to abide by University
standards for all University data.
The relationship between the University and the colleges was discussed at
length, particularly the requirement for colleges to enforce the University
Information Security policy with their own non-University staff.
- 523 VOIP
Simon Thomson gave an update on progress since the discussions at the last CICTC
meeting. In the absence of hard data on the potential costs of moving to VoIP, a
survey template has been produced which will be circulated to all colleges
shortly and which should allow the -collation of more detailed information on
the potential total costs of installing a duplicate network infrastructure to
support the proposed OUTN VoIP implementation.
The equivalent VoIP rollout at Cambridge used existing network infrastructure
without any major problems, however use of this method might lead to upgrade
costs to existing network equipment in some colleges at Oxford. In those cases
the move to VoIP could be considered as a business case for a network upgrade
There was also some discussion on the potential future direction of
telecommunications technologies with respect to the possible decline in
dedicated telephone equipment and future universal provision of wireless.
- 524 CHAIR'S REPORT
- Dr Jo Ashbourn produced a written report which was taken as read.
- 525 COMPUTING SERVICES REPORT
- The OUCS report was taken as read. The rise in Apple Mac use amongst
freshers was noted with interest.
- 526 LIBRARIES REPORT
- The Libraries report was taken as read. Christine Madsen from SERS
reported that the new IRIS implementation is set to go live and a new client is
currently being developed. She also clarified that the current stock of SunRay
terminals has now been exhausted and that whilst alternatives as standard
Library terminals are being investigated it is likely that further SunRays units
will be ordered.
- 527 REPORT FROM OTHER COMMITTEES AND GROUPS
- 527.1 ICT FORUM
- The OSS/Data Feed College Working Group will be meeting in February. After the
demonstrations scheduled for the latter weeks of this term, detailed reports on
the competing packages will be produced, probably in 9th Week. On a related note
it has been decided that Admit will be replaced in some form. The full ICTF
minutes will be available online shortly.
- 527.2 SOFTWARE LICENSING GROUP (SLG)
- Ben Bridle has taken over as the new CICTC representative on the SLG.
- 528 ITEMS RAISED BY REPRESENTATIVES
- -Ben Bridle suggested that a working group should be set up to look at what
services college IT staff provide to students in order to provide guidelines on
the most common practice. OUCS are happy to act as a safety net, but would be
unable to cope if colleges were to pass on all their first-line support problems
to the central Help Desk.
- 529 ANY OTHER BUSINESS
- None was raised.
- 530 DATE OF NEXT MEETING
- Tuesday 10th May 2011 at 2.15 pm in the Isis Room at OUCS, 13 Banbury Road.
Maintained by: OUCS Webmaster (firstname.lastname@example.org)
31st January 2011. Mike White.