The University of Georgia

College of Agricultural & Environmental Sciences

Task Force on Computer Technology



REPORT ON THE FORMATION OF A COLLEGE OFFICE OF INFORMATION TECHNOLOGY



May 5, 1997



Task Force Members:

Mr. Don Hamilton, Cooperative Extension Service, Chair
Mr. Chris Adcock, Biological and Agricultural Engineering
Dr. Julian Beckwith, D.B. Warnell School of Forest Resources
Dr. Larry Benyshek, Animal and Dairy Science
Mr. Bill Blum, Griffin Statistical and Computer Services
Dr. David Buntin, Entomology
Dr. Robert Dove, Animal and Dairy Science
Mr. Greg Price, 4-H and Youth
Ms. Polly Fields, Office of Academic Affairs
Dr. Ann Peisher, College of Family and Consumer Sciences
Mr. Al Pouransari, Agricultural and Applied Economics
Dr. Owen Plank, Crop and Soil Sciences
Dr. David Radcliffe, Crop and Soil Sciences
Mr. James Savage, District Head, Cooperative Extension Service
Dr. Glenn Ware, Statistical and Computer Services, Ex-Officio
Mr. Tom Woody, Tifton Statistical and Computer Services


Dr. Jerry Cherry, Dean's Liaison

Table of Contents

Executive Summary V. Research and Development
Organizational Recommendation VI. Support of Tifton and Griffin College Campus Offices
Advisory Governance Structure Recommendation VII. Support of CAES Off-Campus Offices
Expanded Narrative VIII. Instructional Labs
Detailed Recommendations IX. Business Office/Administrative
I. Organizational Structure X. Distance/Digital Imaging
II. Georgia State Academic and Medical System (GSAMS) XI. CAES Information Technology Forum
III. World Wide Web Appendices
IV. Basic Support Levels




College of Agricultural & Environmental Sciences Task Force on Computer Technology



REPORT ON THE FORMATION OF AN OFFICE OF INFORMATION TECHNOLOGY



Executive Summary

Introduction

This is the report of the Task Force on Computing Technology appointed to develop recommendations related to the structure for an Office of Information Technology for the College of Agricultural and Environmental Sciences. The Task Force proposes an organizational and governance structure for more effectively incorporating information technology initiatives into the diverse activities and mission of the College. These structures are designed to provide information technology leadership, basic support, and improved communication throughout the College. Included here are key recommendations for the formation of a College Office of Information Technology and a College Information Technology Forum.

A broad cross-section of College faculty and staff representing Departments, Units and information technology activities were interviewed during this process. Interviews were also held with the Associate Vice President for Computing and Networking and his staff and representatives of the State Board of Regents Office of Information and Instructional Technology.

Organizational Recommendation

. Consolidate the computer service units at Griffin and Tifton, the Extension Computing and Networking Unit, and the computer support for the Office of Academic Affairs, and employ new positions to form the College of Agricultural and Environmental Sciences Office of Information Technology.

This consolidation of the existing non-academic units is an essential prerequisite for establishing a statewide central support environment to address the critical issues facing our College concerning information technology. Included with this consolidation and formation of the Office of Information Technology (OIT), the Task Force recommends that new positions be employed to enhance support levels for these information technology initiatives statewide. The mission of the Office of Information Technology will be:

Furthermore, it is proposed that the Office of Information Technology be charged to:

It is recognized that one position is inadequate to address these needs. However, the issue of administrative systems is very important to the efficient management of the College. Therefore, an additional position is also recommended in Appendix II. Additional Needs.

Advisory Governance Structure Recommendation

. Establish a College Information Technology Forum (ITF) made up of faculty and staff from all Departments, Units, and computer-groups throughout the College. Representatives will also be sought from the College of Family and Consumer Sciences, the Office of the Vice President for Outreach Services, and the D.B. Warnell School of Forest Resources.

The purpose of the ITF will be to:

Expanded Narrative

Many different elements of computer and information technology are being used in the College now. New and upgraded hardware and software are being added daily. Because of this proliferation of technology, faculty and staff can be more productive and can produce higher quality products than ever before. Significant pertinent information can be collected, cataloged, archived and disseminated more widely and quickly than in the past. New learning tools make self-education easier and increase interest in obtaining knowledge by "students" in many different conditions and locations.

Taking advantage of improvements in productivity and quality, and meeting needs of CAES "customers" (administrators, faculty, staff, students, collaborative researchers, Extension clientele) require appropriate support. Because of diversity, complexity and never-ending evolution in equipment and its operation, support must take many forms. It must include everything from maintenance of useful older systems to wise evaluation of and advocacy for improved equipment and materials. It also must include a certain amount of personnel nurturing as changes become necessary, training in new adopted technologies, and constant maintenance of people and systems being used. Although some technology appears daunting at first, many "standards of uniformity" in both hardware and software exist to make acceptance and use easier. Experience with new systems brings comfort and eventually increased demand for its benefits and even its eventual upgrading.

Technology to be Supported through Coordination by a Central Office

Although it is simple to document current and near-state-of-the-art technologies, it is difficult to anticipate specific future developments. However, several things are certain; size of computing equipment will decrease, calculation speed will increase, memory and storage capacity will get larger and transferring data of all sorts will become ever faster. Systems will become more user-friendly, versatile and capable, but probably less service friendly. Increased utility and ease of use always requires greater capability of equipment and programming.

Currently, extensive use is being made of desktop and laptop computers. The power of even recent past levels of technology provides platforms for powerful word processing, spreadsheet, database and presentation-graphics software. These tools greatly improve productivity and/or quality in production of publications, development of budgets and statistical calculations, cataloging and maintaining large volumes of statistical information and creating graphics presentations for classes, seminars, illustration of research results, etc. Additional capability in terms of viewing and limited production and editing of audio and animated and 3-D conventional and computer video, scanning graphic images, intra departmental production of 35 mm slides, scanning text for editing, transferring data and mail, video conferencing, in-house production of CD-ROMs, etc., already exists in the College in a limited way now, and more are adopting these technologies daily. Providing support for such endeavors is important now, and will become even more so in the future.

Dissemination and retrieval of information using the World Wide Web interface to the Internet, has become a very important tool. This technology allows rapid, high-quality, on-demand access to academic and commercial facts and figures, benefitting College students, faculty, staff and clientele. Continued expansion of its capability is inevitable, and can be extremely useful given proper support.

Distance Learning/Education technology is also becoming more useful and popular. Classes or seminars are produced centrally, with concurrent reception and viewing at remote sites. This technology often utilizes "smart-classrooms," with integrated capabilities for; a) live and taped audio and video, b) slide projection, c) transparency projection, d) opaque projectors, e) operation of computer programs and f) exhibition of computer graphics. Transmission of distance-learning programming currently is by multi-line telephone mainly, but future transmissions by satellite, cable, radio-wave, micro-wave, fiber-optic, etc. will be possible and perhaps better. Such equipment and techniques will have to be maintained and its use taught to presenters of all kinds.

Users of Computer/Information Technology

Within the College, computer and information technology is being used to various degrees by everyone involved in teaching, research, service and administration. In addition, many clientele/students involved with Extension programming are engaged in utilization of much electronic technology. Also, students, teachers and researchers, locally and from around the world, are heavily involved in data accessing and retrieval from the Internet. Therefore, much information must be made available in different forms appropriate for its intended use, to satisfy needs of the extremely varied users or customers of the College.

Technologies that Should Best Serve Known Users

For at least the near future, technologies supporting production of hard-copy documents and 35 mm slides, will continue to be in demand. Computer technology to enhance productivity and quality of such documents and slides (word processors, desktop publishing programs, spreadsheets, text/graphics scanners, optical character recognition, slide scanners, slide makers) are and will be essential for some time to come. Technologies to provide electronic substitutes for these conventional presentations of information (scanners, graphics presentation programs, programs for production of audio/video for digital transmission /retrieval) are gaining acceptance and popularity very quickly. Finally, technologies which enhance the reliability and speed at which data, graphics and text files can be transmitted (modems, networks, dedicated telephone lines, fiber-optical connections, coaxial cable connections, satellite connections, data-compression techniques, data compatibility standards) are crucial.

Basic Support Levels to Expect from an Office of Information Technology

Each faculty member in the College should have as a minimum a microcomputer (or network computer) connected to a printer and the Internet; and software to address the functions of electronic mail, World Wide Web browsing, file transfer, Telnet, World Wide Web document creation, image manipulation, word processing, presentations, spreadsheet, database, and scheduling. Desktop video capability appears to be on the horizon to be added to this suite which will allow users to hold face-to-face meetings without leaving their office. Departments should be responsible for funding upgrades of office equipment and software and should use lottery and contingency funds whenever possible. The OIT should be available to advise faculty and staff in finding the best suppliers for OIT-supported technology, and should communicate external sources for funding (grant opportunities) when known.

The OIT should be responsible for upgrade planning that ensures reliable and rapid email and file transfer capability and Internet connectivity. The OIT should set compatibility standards as necessary in this area. This OIT should provide servers for email and web sites at the College level or coordinate the provision of server space at the University level with UCNS. The College should provide or identify sources for funds for some minimum level of server support in these areas. If Departments choose to maintain their own servers, they are responsible for the funding and related support. The College should provide or identify funding for wide-spread upgrades in Internet cabling within buildings such as the conversion to fiber optic cables. The OIT should coordinate the budgeting and scheduling of these conversions.

As faculty and staff positions have been cut in recent years in the College, computer technology has been the key to maintaining productivity. This trend is likely to continue in the near future. Personal computers and software have a lifetime of about 2-3 years before they become outdated. Printers have a slightly longer lifetime, perhaps 4-5 years. As such, upgrading computers, associated equipment, and software will be a way of life. The College must provide sufficient funding support so that these needs can be met for each faculty member. "Better support for the fewer faculty" must be the strategy.

Techniques to Assist in Maintaining Appropriate Knowledge of Useful Technology

It is impossible for one person to keep up with progress in the entire arena of information technology. However, by collaboration and cooperation with other people also responsible for aspects of the technology, a body of shared knowledge is developed for use by all. In that context, regular communication with University Computing and Networking Services administrators and support personnel is helpful and essential, especially to assure compatibility with University systems and protocols. Similar networking with information technology support personnel in the state Office of Information Technology, The College of Education, Terry College of Business, Department of Computer Science, Electronics Design and Maintenance Shop, Instructional Resource Center and the Georgia Center for Continuing Education would be advantageous.

Regular attendance at international technology trade shows such as COMDEX provides an opportunity to see and hear about new software and hardware inexpensively. Maintaining a library of periodicals addressing information technology provides access to industrial tests and comparisons of new technology.

An established Office of Information Technology should be recognized by the industry as a site for hands-on testing/exhibition of a variety of hardware and software. Such opportunities should be encouraged, because they would allow real-world evaluation of potential technology for CAES.

Finally, formal faculty and staff input into the OIT should be provided by establishment and maintenance of an advisory committee for information technology. Faculty and staff involvement would assist maintenance of visionary foresight into CAES technology needs.

Criteria for adopting information technology should help assure that effective, compatible, appropriate, affordable technology be selected that all in CAES can use. However, as long as compatibility is maintained, individuals/departments should not be restricted from adopting and using technology appropriate and necessary for their specific interests and applications. Central support of individual specialized technology should not be expected initially, although much of it could be found more widely useful later and due support.

Summary

Computer and information technology has become so useful and pervasive it is no longer a luxury, but is essential for CAES operation. Choosing the right technology for the users of it, supporting that technology and its use and planning for future improvements also are no longer luxuries, but essential for CAES operation. Wise choices, better educated users and appropriate and productive use of such technology, will surely improve the ability of the CAES to meet a wide variety of administrative, teaching, research and service obligations. The potential is beyond the wildest dreams of most of us.

Detailed Recommendations

I. Organizational Structure

Recommendation: Merge existing inter-departmental computer support units and employ new positions to form the College of Agricultural and Environmental Sciences (CAES) Office of Information Technology (OIT).

A. Consolidate Existing Units/Personnel.

Location Building Title Current Unit
Griffin In Transition Senior Sys. Support Specialist Computer Services
Griffin In Transition Computer Serv. Specialist IV Computer Services
Tifton CPES Computer Center USDA Computer Specialist Computer Services
Tifton CPES Computer Center USDA Computer Systems Programmer Computer Services
Tifton CPES Computer Center USDA Computer Operator Computer Services
Athens Conner Hall Computer Serv. Specialist III Office of Academic Affairs
Athens Hoke Smith Public Service Assistant, Unit Head Ext. Computing & Networking (C&N)
Athens Hoke Smith Public Service Assistant Extension C&N
Athens Hoke Smith Public Service Representative Extension C&N
Athens Hoke Smith Computer Serv. Specialist IV Extension C&N
Athens Hoke Smith Computer Serv. Specialist III Extension C&N
Athens Hoke Smith Computer Serv. Specialist I Extension C&N
Athens Hoke Smith Administrative Secretary Extension C&N
Athens Hoke Smith Senior Secretary Extension C&N
Ft.Valley Pettigrew Center Computer Serv. Specialist III Extension C&N
Statesboro Rosenwald Computer Serv. Specialist III Extension C&N
Tifton Rural Dev. Center Computer Serv. Specialist III Extension C&N


B. Employ Additional Personnel

Location Building Title
Calhoun NW GA Exp. Station Computer Serv. Specialist III
Griffin Unknown Computer Serv. Specialist IV
Tifton Rural Dev. Center Network Support Specialist IV
Athens Hoke Smith Computer Serv. Specialist III
Athens Hoke Smith Network Support Specialist IV
Athens Hoke Smith Computer Serv. Specialist IV
Athens Conner Hall Computer Serv. Specialist IV
Athens Conner Hall Computer Serv. Specialist IV


C. Structure Internal Reporting

  1. The OIT head will have supervisory authority over and responsibility for all OIT positions.
  2. All plans and policy recommendations will be submitted to the OIT head for approval before being communicated outside of the OIT.
  3. Coordinators in Athens, Tifton, and Griffin will coordinate functional OIT activities through the authority of the OIT head. "Coordination" will include submitting administrative reports, scheduling operational activities, assessing needs and developing plans, communicating with CAES administration through the OIT head, and keeping the OIT head informed on operational activities.

D. Report to CAES Administration

  1. The OIT head will be responsible for all policies and communication from the OIT to CAES Administration.
  2. The OIT head will report annually to College administration on the current 'state' of technology usage.
  3. The OIT head will coordinate all communications external to CAES through appropriate CAES administrative levels.
  4. As approved by administration, represent CAES in national affairs or other intercollegiate technology functions.
  5. The OIT head will regularly identify and report to Administration the resources required to provide the necessary and desired levels of support.

E. Communicate with University Computing & Networking Services (UCNS)

  1. The OIT head will be the official contact on all policy matters with UCNS.
  2. The OIT head will recommend that an administrative group to include at least CAES OIT and UCNS representatives be formed to maintain an open dialog on issues of common concern.
  3. Ensure that functional coordinators participate in corresponding UCNS user groups (for example, the Network Managers Group).

F. Communicate with Board of Regents Office of Information and Instructional Technology (OIIT).

  1. The CAES OIT head will be the official contact through the authority of CAES administration on all policy matters with OIIT.
  2. The CAES OIT head will seek or delegate participation in all relevant OIIT groups and meetings.

G. Communicate with CAES external clientele

  1. The OIT head will participate in and seek input from relevant external clientele advisory groups as deemed appropriate by CAES administration.
  2. The OIT will periodically survey external clientele on relevant issues as deemed appropriate by CAES administration.



II. Georgia State Academic and Medical System (GSAMS)

Recommended Charge: The CAES OIT will provide site coordination and coordinate technical aspects of GSAMS and will assist faculty with the technical aspects of packaging instructional content for delivery using this medium. GSAMS classroom technical support will include procuring equipment, coordinating repairs and upgrades, and scheduling.

A. OIT Distance Conferencing Responsibilities

  1. Coordinate individual site scheduling and assist with overall scheduling.
  2. Provide training for use of GSAMS as a teleconferencing facility.
  3. Have equipment operational between sites well in advance of each scheduled event.
  4. Remain immediately accessible for technical support throughout each event.
  5. Communicate and broker external training opportunities.

B. OIT Distance Education Responsibilities

  1. Coordinate individual site scheduling and assist the user with multiple-site scheduling.
  2. Provide training for use of all GSAMS site equipment.
  3. Ensure that all GSAMS equipment is operational between sites well in advance of each scheduled event.
  4. Remain immediately accessible for technical support throughout each event.
  5. Offer independent learning methods of training such as video tapes, CDs, etc..
  6. Develop and implement processes
  7. Consult with faculty on use of GSAMS site equipment.
  8. Develop & implement processes for packaging instruction for GSAMS delivery.
  9. Present workshops to faculty designed to portray GSAMS capabilities.

C. Equipment Support

  1. Where appropriate, the OIT will seek contract arrangements with service providers to maintain GSAMS equipment.
  2. GSAMS classroom technical support will include procuring equipment, coordinating repairs and upgrades.
  3. GSAMS coordinators will recommend to the OIT head upgrade needs and associated funding requirements.

D. Administrative/Department Responsibilities

  1. Administration must determine the priority of using GSAMS for distance education and provide incentives which encourage faculty participation.
  2. Department Heads prioritize programs of instruction for GSAMS delivery.
  3. Instructors must be willing to devote significant time to learning, both from OIT and external sources, about presenting materials effectively using GSAMS.
  4. Instructors must be willing to devote significant time to developing their instruction for delivery using GSAMS.
  5. OIT will identify sources of information to assist with scheduling of multiple sites.



III. World Wide Web

Recommended Charge: The CAES OIT will design and maintain the overall College World Wide Web Home page, facilitate the implementation of CAES publications on the Web, offer or identify access to server space to Departments and Units, and assist faculty with the process of packaging instruction for delivery using the World Wide Web.

A. OIT Overall College Home Page and User Support Responsibilities

  1. Provide College Web Home Page development and maintenance
  2. Design and maintain pages which organize CAES publications for easy access by target audiences.
  3. Develop and implement procedures for submission of publications for the Web.
  4. Design and maintain a well-organized, well-maintained CAES personnel directory page.
  5. Design and maintain intermediate pages as links to Department pages.
  6. Design and maintain a page(s) of links to high-interest pages.
  7. Offer basic Web page development training; identify external training sources.
  8. Identify to users opportunities for external contracting to develop World Wide Web pages and documents.
  9. Maintain links to all department pages which adhere to OIT policies.

B. OIT Distance Education Responsibilities

  1. Provide consultation and development assistance to faculty for the development of Distance Education via the Web.
  2. Recommend to the OIT head policies that lead to providing mission critical information related to Research, Extension, Instruction, and Administration throughout the College.

C. OIT Publications Responsibilities

  1. Provide publication submission procedures.
  2. Provide pre-submission publication format guidelines.
  3. Offer training for submission procedures and document technical formatting.

D. Policy Recommendations and Administrative/Department Responsibilities

  1. The College Home page will contain links to all College Department and Unit home pages.
  2. All Department and Unit home pages will provide an obvious link to the College Home page on the first screen that appears to the user.
  3. All Department and Unit home pages will contain at least the following text on the first screen that appears to the user: "The University of Georgia College of Agricultural and Environmental Sciences, State of Georgia, United States of America"
  4. All Department or Unit home page will provide linkages to all pages developed within the Department or Unit.
  5. All pages developed within the College will contain links which provide an obvious pathway back to the appropriate departmental page.
  6. All publications developed for delivery to the public on the World Wide Web will be submitted to the OIT using procedures developed by the OIT.
  7. The Department or Unit head will be responsible for the content of all information contained in the associated pages.
  8. Submittors are responsible for keeping the information they submit current (i.e. requesting deletions, replacements, or link changes).
  9. All World Wide Web development will adhere to any University of Georgia World Wide Web policies.
  10. Administration will ensure that current information related to organization and policies are maintained on an Administrative World Wide Web page.
  11. Administration will ensure that OIT is provided with current information for maintenance of the College personnel directory page.



IV. Basic Support Levels

Recommended Charge: The CAES OIT will maintain basic support levels which are clearly defined, regularly reviewed, and adjusted based on College needs and resources available . Provide support in a fair and equal manner by evaluating and prioritizing requests.

A. OIT Microcomputers and Peripherals Support Responsibilities

  1. Provide installation for OIT-supported equipment.
  2. Provide introductory-level training for equipment.
  3. Troubleshoot hardware problems to identify, and if possible correct them directly.
  4. Identify pathways for repair that cannot be reasonably addressed by OIT.
  5. Identify pathways for advanced/intermediate-level technical support and training.
  6. Remote access technologies are to be used for support wherever feasible.
  7. Recommend compatibility standards to users based upon OIT-supported equipment. Discourage users from dropping below standards.
  8. Communicate purchasing sources for supported equipment to users.

B. OIT Software Support Responsibilities

  1. Provide installation for OIT supported software.
  2. Provide introductory-level user support.
  3. Provide and/or broker introductory training for supported software.
  4. Identify pathways for advanced/intermediate-level training for supported software.
  5. Remote access technologies are to be used for support wherever feasible.
  6. OIT will support one program each to address the functions of Electronic Mail, World Wide Web Browsing, File Transfer, Telnet, World Wide Web Document Creation, Image Manipulation, Word processing, Presentations, Spreadsheet, Database, and Scheduling.
  7. Recommend standards to users based upon OIT-supported software. Discourage users from dropping below standards.
  8. Communicate purchasing sources for supported software to users.

C. OIT Network Support Responsibilities

  1. Maintain physical wiring minimum standards recommendations.
  2. Ensure that the portions of the network responsible for providing access to University-system and Internet services are functional. Report problems which are caused by systems not under control of the OIT in a timely manner to the appropriate authority.
  3. Maintain standards recommendations which ensure the compatibility of information exchange throughout the College.
  4. Cooperate with Departments in planning and design of Local Area Networks.

D. Internal Training

  1. Each function coordinator will identify training needs of OIT personnel and develop a related program of training.
  2. External training opportunities will be identified by each function coordinator and communicated to OIT personnel.
  3. Each function coordinator will recommend to the OIT head what resources are required to provide internal training.

E. Department Responsibilities

  1. Comply with information-exchange compatibility standards.
  2. Provide for support when special circumstances require exceeding minimum OIT standards.
  3. Avoid duplicating services provided by the OIT.
  4. Determine equipment and software needs.
  5. Contact vendors for current purchasing quotes.
  6. Ensure that personnel are appropriately informed of OIT standards, purchasing guidelines, and communication channels (Information Technology Forum(ITF)).
  7. Ensure participation of departmental ITF member in the ITF.
  8. Ensure access of all appropriate technology personnel to the ITF listserv.
  9. Responsible for any costs associated with providing specialized training for departmental technology support personnel.
  10. Determine training needs of department personnel. Communicate related needs to OIT. Provide for training needed in department but not provided by OIT.
  11. Comply with network physical wiring minimum standards.
  12. Administer Local Area Networks if any; Coordinate with OIT on planning and design; Install and upgrade; Provide daily support.
  13. Ensure that all appropriate personnel have the resources necessary to access electronic mail and the World Wide Web.
  14. Plan budgets to include technology costs on a routine basis.
  15. Be responsible for the associated costs of equipment and software.
  16. If a user requests services beyond basic standards, and OIT provides the services, the user is responsible for any future maintenance required. OIT will not guarantee the future support of applications developed beyond basic standards.



V. Research and Development

Recommended Charge: Ensure that all OIT positions classified level IV (such as Computer Services Specialist IV) and above keep up with technology advancements in their area and conduct developmental activities that result in services and recommendations which efficiently exploit appropriate technologies for the College.

The OIT will seek to test new systems and protocols for the College in coordination with appropriate external entities such as University Computing and Networking Services. The OIT will actively seek grants for testing new technologies.



VI. Support of Tifton and Griffin CAES Campus Offices

Recommended Charge: The CAES OIT will provide basic computer and network support and network infrastructure planning at the Tifton and Griffin CAES campuses.

A. One computer and network function coordinator each from Tifton and Griffin CAES campuses will be responsible to the OIT head for coordination of computer and network support at their associated campuses.

B. Computer and network coordinators will be responsible for specific functions.

  1. Recommend network-related policies to the OIT head in accordance with College and local campus-wide activities.
  2. Recommend to the OIT head minimum-level physical network wiring architectures.
  3. Provide support as described in "Basic Support Levels."
  4. Provide introductory and College-specific training on OIT-supported applications. Identify external sources for related training.
  5. Continue to provide and build upon the current level of support now being offered at those campuses.



VII. Support of CAES Off-Campus Offices

Recommended Charge: The CAES OIT will provide basic computer and network support and network infrastructure planning for Off-Campus Offices. It is critical that these offices move toward network parity with on-campus offices. "Off-Campus Offices" include all CAES offices other than those offices found on the UGA campus, Griffin Campus, and Tifton campus which require computer and network access. It is recognized that the 4-H Rock Eagle facility has a unique arrangement for networking with the Board of Regents Office of Information and Instructional Technology; the CAES OIT will augment and cooperate with current support as requested by 4-H.

A. A Computer Services Specialist IV will be responsible to the OIT head for coordination of computer and network applications support for Off-Campus Offices.

  1. 4-H camp support will be provided as requested by the appropriate 4-H representative.
  2. The position will coordinate the daily operational activities of Off-Campus Offices Computer Services Specialist III personnel.

B. A Network Support Specialist IV will be responsible to the OIT head for network functions for Off-Campus Offices.

  1. Recommend network-related policies to the OIT head in accordance with OIIT state-wide activities.
  2. Recommend to the OIT head minimum-level physical network wiring structures for remote offices.
  3. Provide network support as described in "Basic Support Levels."
  4. Provide introductory and College-specific training on OIT-supported applications. Identify external sources for related training.



VIII. Instructional Labs

Recommended Charge: The OIT will provide basic technical support and upgrade planning for the instructional labs currently maintained by the Office of Academic Affairs.

A. OIT Responsibilities

  1. Provide basic support levels for lab equipment.
  2. Use the labs to deliver OIT instruction.
  3. Provide recommendations relating to equipment upgrades.

B. Department/College Responsibilities

1. Identify funds for equipment upgrades consistent with current procedures.



IX. Business Office/Administrative

Recommended Charge: The CAES OIT will employ a position to augment current Business Office support in developing business and administrative applications, developing and supporting the impact and government reporting system, and developing and/or supporting 4-H federal government reporting systems.

It is recognized that one position is inadequate to address these needs. However, the issue of administrative systems is very important to the efficient management of the College. Therefore, an additional position is also recommended in Appendix II. Additional Needs.

A. OIT Responsibilities

  1. Ensure that applications meet compatibility standards.
  2. Ensure that the OIT position is aware of technology issues related to the College.

B. Department Responsibilities

  1. Provide significant time providing input on program design.
  2. Provide additional resources for program development.



X. Distance/Digital Imaging

Recommended Charge: The CAES OIT will provide complementary support to digital imaging project(s) primarily supported by department(s). Projects known about at this time are grant funded, potentially wide ranging in their impact on the College, and will require significant infrastructure support. In order for the OIT to provide support effectively, digital imaging projects must provide appropriate training and support to OIT personnel on the related equipment.



XI. College of Agricultural and Environmental Sciences Information Technology Forum

Recommendation: Establish the CAES Information Technology Forum (ITF) made up of faculty and staff from all Departments, Units, and computer-groups throughout the College. Representatives will also be sought from the College of Family and Consumer Sciences, the Office of the Vice President for Outreach Services, and the Warnell School of Forestry. The purpose of the ITF will be to: facilitate communication on College technology issues between the individual departments and between the OIT and departments; communicate OIT standards of service; provide a mechanism for input on policy; and to introduce new products, methods, and ideas that will affect computing and technology.

A. Establish specific subgroups to develop recommendations to the ITF.

1. OIT Basic Support Standards

2. Networks

a. Local Area Networks
b. Modem-dependent office network(s)
c. UGA campus
d. Griffin campus
e. Tifton campus
f. Overall compatibility of networks

3. World Wide Web

a. Overall design
b. Distance education fair use and responsibility

4. GSAMS

a. Teleconferencing fair use and responsibility
b. Distance Education fair use and responsibility
c. Equipment standards

5. Geographical Information Systems

To be effectively exploited, Geographical Information Systems (GIS) requires an investment beyond current resources available in terms of personnel, equipment resources, and network infrastructure. Therefore we recommend the formation of a committee, under the auspices of the CAES Information Technology Forum, to complete, within one year of its formation, a report detailing how GIS could be effectively applied to the College and the relevant costs.

6. Server-Class Purchase Review

B. Sponsor technology seminars to update CAES faculty.

C. OIT coordinators will maintain an open dialog between the OIT and Faculty/Staff through the formation, reformation, or continuance of regional ITFs at the Tifton and Griffin Campuses.

D. Ensure Participation (enforced by CAES Administration where possible) from specific Colleges, Departments, Offices, Units, Schools, and campuses.

  1. 4-H and Youth
  2. Administration
  3. Agricultural and Applied Economics
  4. Agricultural Business Office
  5. Agricultural Leadership and Communications Department
  6. Animal and Dairy Science
  7. Biological and Agricultural Engineering
  8. Branch Experiment Stations
  9. Communications Unit(s)
  10. County Extension Offices
  11. Crop and Soil Sciences
  12. Entomology
  13. Food Science and Technology
  14. Griffin Campus
  15. Horticulture
  16. Office of Information Technology (Head and coordinators)
  17. Plant Pathology
  18. Poultry Science
  19. Tifton Campus
  20. D.B. Warnell School of Forest Resources
  21. College of Family and Consumer Sciences
  22. Vice President for Outreach Services
  23. Students of the College
  24. USDA/ARS

E. Each Department and Unit will provide one computer-support representative whose responsibility will be to communicate ITF information to the Department or Unit.

F. Each Department will provide one faculty member representative every other year. The initial rotation will be determined by the ITF Chair.

G. The ITF will meet monthly. Off-campus representatives will be required to attend at least bi-monthly.

H. A listserv will be established to provide to CAES computer/network technicians an open forum for discussion and help.



Appendix I. Positions by Function

A. OIT Head

Note: Redirection and existing funds may not cover the entire cost of this crucial position.

  1. Reports to CAES Administration.
  2. Maintains Membership in the Campus Information Technology Forum.
  3. Communicates with the Board of Regents Office of Information and Instructional Technology (OIIT) on relevant issues.
  4. Communicates with University Computing & Networking Services on relevant issues.
  5. Chairs CAES OIT Information Technology Forum.

B. UGA and Off-Campus Offices Applications & Support Coordinator

  1. Existing Position, Computer Services Specialist IV, Athens, Hoke Smith
  2. Reports to the OIT head, (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Coordinates UGA campus and Satellite Office support personnel.
  5. Consults with CAES faculty & staff on problems not solvable by other support positions.
  6. Trains front-line support positions on OIT-supported applications.
  7. Provides backup signatures for Microcomputer Acquisition Forms.

C. Phone/E-mail/CAES E-mail Lists Support

  1. Existing Position, Computer Services Specialist I, Athens, Hoke Smith
  2. Reports to UGA and Off-Campus Offices Applications & Support coordinator (B.).
  3. Provides basic user support by phone for OIT-supported software.
  4. Appropriately directs problems which require onsite or advanced support.
  5. Maintains World Wide Web personnel directory for CAES.
  6. Maintains overall CAES electronic mail lists.

D. UGA Campus Support

  1. Existing Position, Computer Services Specialist III
  2. Reports to UGA and Off-Campus Offices Applications & Support coordinator (B.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

E. Northwest Georgia Off-Campus Support

  1. New Position, Computer Services Specialist III, Calhoun, NW Branch Station
  2. Reports to UGA and Off-Campus Offices Applications & Support coordinator (B.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

F. Northeast Georgia Off-Campus Support

  1. New Position, Computer Services Specialist III, Athens, Hoke Smith Building
  2. Reports to UGA and Off-Campus Offices Applications & Support Coordinator (B.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

G. West Georgia Off-Campus Support

  1. Existing Position, Computer Services Specialist III, Ft. Valley, Pedigrew Center
  2. Reports to UGA and Off-Campus Offices Applications & Support coordinator (B.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

H. East Georgia Off-Campus Support

  1. Existing Position, Computer Services Specialist III, Statesboro, Rosenwald Center
  2. Reports to UGA and Off-Campus Offices Applications & Support coordinator (B.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

I. South Georgia and RDC Support

  1. Existing Position, Computer Services Specialist III, Tifton, RDC
  2. Reports to the UGA and Off-Campus Offices Support coordinator (B.), and cooperates with the Tifton Computer and Network coordinator(R.).
  3. Provides introductory training on OIT-supported computer technology.
  4. Installs OIT-supported hardware and software.
  5. Provides Introductory-level support for OIT-supported hardware and software.
  6. Troubleshoots and brokers repair for OIT-supported hardware and software.

J. World Wide Web Coordinator and Publications Editor

  1. Existing Position, Public Service Representative, Athens, Hoke Smith
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum
  4. Designs and maintains the overall CAES Web pages.
  5. Develops and implements processes for submission of CAES publications for the Web.
  6. Coordinates overall CAES World Wide Web CAES OIT activities.

K. UGA/Instructional Labs/ and World Wide Web Support

  1. Existing Position, Computer Services Specialist III, Athens, Conner Hall
  2. Reports to the World Wide Web coordinator (J.) and cooperates with the UGA and Off-Campus Offices Applications & Support coordinator (B.) and Training Coordinator (W.) depending upon activity.
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Provides introductory training on OIT-supported computer technology.
  5. Assists with design and maintenance of overall CAES World Wide Web Pages.

L. World Wide Web Distance Education Support

  1. New Computer Services Specialist IV, Athens.
  2. Reports to the World Wide Web coordinator and Publications Editor (J.).
  3. Consults with CAES faculty regarding application of Instruction to Web.
  4. Develops processes for packaging instructional content for the Web.
  5. Assists faculty with packaging instructional content for the Web.

M. UGA GSAMS Technical Support and All-Sites Information Coordinator

  1. New Position, Computer Services Specialist IV, Athens, Conner Hall
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Consolidates planning and communication for OIT head related to all CAES GSAMS sites.
  5. Consults with faculty on use of GSAMS.
  6. Develops and implements processes for packaging instruction on GSAMS.
  7. Coordinates GSAMS scheduling for the site.
  8. Assists users with overall scheduling.
  9. Provides site coordination activities of OIT GSAMS support personnel.
  10. Provides basic support to UGA faculty and staff as time permits.

N. Griffin GSAMS Site Coordinator

  1. New Position, Computer Services Specialist IV, Griffin
  2. Reports to the UGA GSAMS coordinator (M.); cooperates with Griffin coordinator (P.) to provide general support.
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Consults with faculty on use of GSAMS.
  5. Develops and implements processes for packaging instruction on GSAMS.
  6. Coordinates GSAMS scheduling for the site.
  7. Assists users with overall scheduling.
  8. Provides general support on the Griffin campus as time permits.

O. Tifton GSAMS Site Coordinator and RDC Network Support

  1. New Position, Network Services Specialist IV, Tifton, RDC
  2. Reports to the UGA GSAMS Coordinator (M.), and cooperates with the Tifton Campus coordinator (R.) on network issues.
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Develops upgrade plans for RDC network.
  5. Ensures that the RDC network functions properly.
  6. Troubleshoots and resolves end-user problems associated with the network.
  7. Assists with other network-related tasks as directed by the coordinator.
  8. Consults with faculty on use of GSAMS.
  9. Develops and implements processes for packaging instruction on GSAMS.
  10. Coordinates GSAMS scheduling for the site
  11. Assists Users with Overall Scheduling.
  12. Provides general support at the RDC as time permits.

P. Griffin Computer and Network Coordinator

  1. Existing Position, Senior Systems Support Specialist, Griffin.
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Maintains role of ACIT Unit Coordinator for Griffin campus and associated Branch Stations.
  5. Maintains Griffin network.
  6. Develops network upgrade plans for the OIT head.

Q. Griffin Applications and Network Support

  1. Existing Position, Computer Services Specialist IV, Griffin.
  2. Reports to the Griffin Computer and Network coordinator (P.).
  3. Provides advanced applications support.
  4. Participates as member in CAES OIT Information Technology Forum.
  5. Consults with CAES faculty & staff on problems not solvable by other support positions.
  6. Provides backup signatures for Microcomputer Acquisition Forms.

R. Tifton Computer and Network Coordinator

  1. Existing Position, USDA Computer Specialist, Computer Center, Tifton
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Maintains role of ACIT Unit Coordinator for Tifton campus and associated Branch Stations.
  5. Coordinates computer and network infrastructure support for the Tifton campus.
  6. Develops network infrastructure planing for the OIT head.

S. Tifton Applications and Network Support

  1. Existing Position, USDA Computer Systems Programmer, Computer Center, Tifton.
  2. Reports to the Tifton Campus Coordinator (R.).
  3. Consults with CAES faculty & staff on problems not solvable by other support positions.
  4. Provides computer and application support for the Tifton campus.
  5. Provides backup signature for Microcomputer Acquisition Forms

T. Tifton Help Desk/Phone Support

  1. Existing Position, USDA Computer Operator, Computer Center, Tifton
  2. Reports to the Tifton Computer and Network Coordinator (R.).
  3. Provides basic user support by phone for OIT-supported software.
  4. Appropriately directs problems which require onsite or advanced support.

U. Senior Secretary

  1. Existing position, Athens, Hoke Smith.
  2. Reports to the OIT head (A.).
  3. Provides phone reception and directs calls appropriately.
  4. Organizes files.
  5. Ensures that OIT organization and policy information is kept current on appropriate World Wide Web pages.
  6. Performs Word processing and data entry.

V. Administrative Secretary

  1. Existing position, Athens, Hoke Smith.
  2. Reports to the OIT head (A.).
  3. Maintains accurate and timely OIT budget information.
  4. Schedules face-to-face meetings, GSAMS teleconferences, and telephone teleconferences.

W. General Training Programs Coordinator

  1. Existing Position, Public Service Assistant, Athens, Hoke Smith
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Coordinates the development and implementation of OIT College-wide training programs for CAES personnel.
  5. Coordinates the training-related activities of related positions through the UGA and Counties Support Coordinator.
  6. Identifies and communicates relevant external training opportunities to CAES.
  7. Does not supplant existing training activities in Departments or on campuses.

X. UGA and Off-Campus Offices Network Coordinator

  1. New Position, Network Services Specialist IV, Athens, Hoke Smith
  2. Reports to the OIT head (A.).
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Develops minimum standard network wiring plans.
  5. Develops minimum standard Local Area Network plans.
  6. Holds position of Domain Network Liaison (DNL).
  7. Holds position of Technical Network Liaison (TNL).
  8. Participates in University Network Managers Group.
  9. Trains front-line support positions on OIT-supported network functions.
  10. Maintains role of ACIT Unit Coordinator for All UGA Campus and County Extension Offices.

Y. Administrative and Business Office Applications

  1. New Position, Computer Services Specialist IV, Athens, Conner Hall
  2. Reports to the OIT head (A.) who prioritizes tasks.
  3. Participates as member in CAES OIT Information Technology Forum.
  4. Assists in development and support of CAES impact reporting system.
  5. Assists in development and support of administrative and business office applications.
  6. Assists in development and support of 4-H government data reporting system.



Appendix II. Additional Needs

There are additional needs which cannot be addressed by the redirection, but which need to be considered as top priorities as additional resources are identified. These needs are crucial for the CAES OIT to guarantee meeting the basic standards of service.

A. Purchase a T1 line into Griffin campus for Internet connectivity.

B. Employ a Computer Services IV to package instructional content for the World Wide Web on the UGA campus.

C. Employ an additional Computer Services Specialist III to augment development and support of administrative systems in the Ag Business Office.

D. Employ a Computer Services Specialist IV at Griffin to package instructional content for the World Wide Web.

E. Employ a Computer Services Specialist IV at Tifton to package instructional content for the World Wide Web.

F. Employ an additional Computer Services Specialist III at UGA to provide basic support on campus.

G. Employ a new Computer Services Specialist III for Griffin and surrounding counties.



Appendix III. Task Force Charge

College of Agricultural and Environmental Sciences Task Force on Computer Technology

Charge

January 1997

The purpose of the Task Force on Computer Technology is to develop recommendations related to the structure of a technology center (a.k.a. Office of Information Technology) for the College of Agricultural and Environmental Sciences. Guiding tenets include:

The task force is encouraged to draw upon a large amount of information already developed within the College. Specifically, related sections in the Redirection Plan and Strategic Plan should be used as guiding concepts. And, the "Report on Establishing a Statewide Information Network" by the CAES Computing and Networking Committee should be carefully considered.

The task force is encouraged to solicit the input of many in the College. In particular, the counsel and insight of Dr. Glenn Ware should be sought. Dr. Ware arguably has the most experience in the College dealing with organizational issues of computing and networking.

The task force should specifically avoid: