Second meeting: January 9th, 2007: Convened at 10:30am

Present: Anthony Atkins, William Dougherty (facilitator and scribe), Bill Dooley, Mary Dunker, Rob Sprague, Morgan Allen, Debbie Fulton.

Absent: Marshall Fisher, Ron Keller.

New Business:

Generator Load Test results and next steps--Lylah Shelor: Bascially the full load transfer showed problems with the UPS which caused the test to terminate. An input frequency fluctuation caused a  rectifier failure on the UPS. The rectifier was brought back online and the UPS is currently operating in normal mode. The UPS technician has been contacted. He has in turn contacted the vendor (PowerWare). Advice to monitor the output from the generator was received. No issues there so far. As of 10am today (01/09/07) Service Ticket is being opened with PowerWare vendor; recommendations for UPS work (hardware or software) are expected. Possibility of another fulll load transfer is likely. Will try to have both generator and UPS maintenance crews on site. Replacing UPS is a real possibility as this will be expensive. Quotes are being obtained by Marshall, likely from Emerson.  The date of the next load test will be negotiated similarly to the last one; a UPS replacement will be a larger project requiring more management and planning.

Announcements were made through IS-L and nonIS-L; contacts were gathered through Big Brother/VTTrack listings. Membership was reviewed by William Dougherty recently, and Big Brother checks were performed as well. Some additions were made (Mike Naff, Debbie Fulton, Betsy Blythe for example) that are not in BB. Marshall Fisher and Brian Jones were also added. Discussions ensued about the content and name of the lists. Some of it is due to historcial and legacy.

ED-ID host IP address change--Mary Dunker: Middleware Announce list was used to notify folks of this upcominig change. This is an example of an application specific distribution list. Planning and negotiation of schedule was done already. Change is suppposed to be transparent and is happening before classes begin. Is three day notice enough lead time? We must be "nimble" according to Rob Sprague, but balancing announcing routine/trivial maintenance (particularly as they result to DNS/IP addresses as these must and will change) with overwhelming the public with announcement information is critical.

Application specific lists: AIS-ORG list for example and the Performance list, is used for Banner specific issues. Depending on contacts to dissemeinate info further to a larger community as necessary. We wish to avoid causing undue concern and generating unecessary questions. The PR sub-committee is reviewing calendar and other announcement options. Sometimes we may need to add certain folks to existing lists to ensure people at proper levels are notified. Existing lists contents and purposes may need to be reviewed. (Facilitator will begin this process with Listmaster.) Option for "Announce" only versus lists that can be replied to must also be reviewed. Use of "Moderated Lists" should also be explored; multiple moderators may be needed; restricted posting permissions also. Keeping lists current, either removing old folks or adding new ones, is an effort that will also require.

Question about how VTOC is informed/notified about events as Facilities was called at home regarding the recently planned generator test. Rob replied that monitoring (through SMARTS) perhaps should be disabled so alarms will not go off. Some deliberation on this is required, however, to ensure that the proper alarms are disabled. During any tests that involve facilities in the AISB have a facilities person on site, so Lylah will call the VTOC and inform them any alarms that are noticed should be reported to her office phonemail.

How to deprovision folks in buildings with staff that report through multiple H.R. representatives (i.e., the AISB), is a major problem.

The facilitator has agreed to work with Big Brother administrators to generate the most current list of BB contacts (system and application admins, as well as any Management Contacts recorded). This list will be provided to Lylah so she can review the two lists she currently maintains.

The suggestion that a single list be created for all events that affect the entire population of the AISB Data Center (basically if it's related to Power, Heating/Ventilation/Air Conditioning, Access, Physical Condition, or the Network) and used henceforth. The BB contact list provided to Facilities will likely require some additions and a process needs to be put in place to routinely update the BB contact list (by users through a quarterly announcement) and deliver these updates to Facilities.

Other events that impact specific hosts and services will require more narrowly focused lists which the application support administrators probably handle already. Reaching these communities will be left up to their support groups. This subcommittee, or a future working group that grows out of the work we will do, should continue to exist to assist in scheduling, resolving any potential conflicts, and assisting in determining the appropriate audience to announce future events to........

Reviewing existing lists (those resident on the central Listserv host) will also be undertaken to determine viability and need. The Listmaster, John Worrell from the Messaging Team of Systems Support, will likely be a guest at our next subcommittee meeting as well.