In attendance Lylah Shelor, Marshall Fisher, Morgan Allen, Bill Dooley, Dave Adams, Rob Sprague, Mary Dunker, William Dougherty.
Lylah distributed lists she uses to alert staff when maintenance activities need to be planned and are scheduled.
-IT Managers list: Send to this list for proposed schedule regarding power, etc. (To include Bill Plymale from Learning technologies)
-Once a date is acceptable, announcement is made to MACHRM list which includes is-l, nonis-l, VCOM, and NIS-SS lists. IS-l is representative of staff in the AISB; NONIS-L has folks who have hosts in the room but not offices in the AISB; VCOM list is maintained by Christime Morrison; NIS-SS list is all members of Systems Suppoprt Dept. (Copies will be provided to members who did not attend meeting.)
-Suggestion was made to review the VT-DNET list to ensure their is sufficient overlap for events in the machine room. (Check with Jeff Kidd)
-IT Managers list may be good candidates for future SAMS committee to review maintenance activities and help resolve conflicts (recommendation to come for committee's review).
-Rob discussed Enginieering Change Order process; meet twice a week to review planned changes for the week (Tuesday and Thursday mornings are scheduled maintenance times) so meetings are Mondays and Thursdays. Sometimes meetings are used for training (like IPv6). Changes are tracked through Remedy; several stages Proposed to Approved. (Rob will provide specific stages.) May be short-term, may be longer term. Manager approval required is a good thing. Document state is final which causes databases to be updated. Notification is done prior to "Applied" state (i.e., before activity is performed).
-JIRA again suggested as an issue tracking tool. (Chair will talk with Carl.)
-Change Management document from Judy Lilly? (Chair will check on this.)
-Escalation issues; E.D. Advisory Group; ECO, Technical Team meetings (Banner), etc. We're doing a lot of this now, we're just not combining or coordinating this as a whole I.T. organization. Will this eliminate some of these meetings or will it just be another meeting?