March 2007

Based on responses to the CAS survey that was distributed via email on Jan. 18th, 2007, the following items were presented by CAS at the last Joint Technology Committee Meeting:

Electronic forms

A request was made to do away with the carbon-copy GLS form and replace it with an electronic document that could be completed on a computer. In addition to the GLS form, other documentation that we would like to see converted to e-forms: VSL report, check requests, chapter forms, etc.

CTA responded by reporting that planning is being done to develop an electronic documentation system - known as a “Documentation Management System” or DMS – that will be available throughout CTA. As the DMS is deployed, CTA will be looking for feedback about documents (like the GLS form) and processes that would be more efficient if completed electronically. Testing for the DMS system is expected to begin in Sept. 2008. Additional information will be shared as it becomes available.

Network copiers

Concerns were shared about not being able to edit documents that are scanned on the network copiers. Other network copier concerns: unable to scan in color (only black-and-white), the fax buttons do not work, and it is unclear how to save and access files on the network copier hard drives.

CTA responded that each office should have a computer with a scanner and OmniPage software to scan documents that need to be edited. OmniPage can also be used to scan in color. If any office does not have a functional scanner, someone from that office should contact TechSupport to begin the process of getting the scanner serviced as appropriate.

Network copier faxing – no plans to enable this feature, since each office already has a fax machine. When the next computer deployment happens, fax functionality MAY be available from all computers, since Microsoft claims to have incorporated full-featured faxing into Windows Vista.

Storing commonly accessed files on the network copier hard drive – that process varies a bit from model to model, but ISSD can provide documentation and training with this feature. Please contact TechSupport for assistance.

Kathie Casas retiring

We reported that there is a strong interest in continuing with ISSD training offerings (instead of outsourcing IT trainings to external vendors). We reiterated the benefit of curriculum tailored to CTA. External trainers use generic materials with examples that are not relevant to our work (buying groceries, rent payments, etc.). CTA didn’t respond with any specifics about what will be happening with that position.

Jim Clark suggested the formation of a sub-committee for multi-day training to include CSO/CAS field staff to take technology tools to higher level. This sub-committee would include both technical staff and users. More information will be provided as this develops.

Old/problem printers

A number of CAS members reported issues with older and problematic printers. CTA recommended that members contact TechSupport as the issues occur, so that the printer can be repaired or replaced (whichever is more cost-effective).

Field office backup system

There were requests from some members in field offices for flash drives or some other on-site backup solution. This would be beneficial since I: drive backups are prohibitively slow – in at least one office, 4 hours plus.

CTA responded that backups to the I: drive can be started at the end of the day and allowed to run overnight. Any problems with that process should be shared with TechSupport and will be managed on a case-by-case basis.

Desktop publishing training

Requested based upon the fact that many CAS members work on newsletters, flyers for trainings, conference announcements, etc.

CTA responded that Kathie Casas has offered Microsoft Publisher training in the past. Anyone interested in attending an upcoming Publisher training – or even just getting some Publisher documentation with tips and hints – should contact Kathie directly for assistance.

On-line elections

It was requested that an on-line election process be developed for SCCs, similar to the processes recently introduced by NEA and the RA. Some elections require 10,000 copies of materials required for many chapter elections, plus mailing costs!

CTA responded that State Council also recently expressed an interest in electronic elections. The electronic election process is in development and will be tested and evaluated by State Council. CTA committed to sharing additional info at future Joint Technology meetings, as new information becomes available.

Database for field offices

We presented a request for a central database for field offices to store information such as:

• Leader information (presidents, reps, treasurers, elections chairs, bargaining teams, etc),
  
• Local conferences,
• Workshop attendance,
• Service center election information
• School board dinner & annual functions.

CTA was not terribly supportive of this suggestion. If you think a database for this information would significantly improve how you complete some of your work, please contact Yolanda Mogannam or Bob Quance so that we can gather the additional information required to build a business case for this request.

Congratulations for making it this far in the report! ;-)
If you submitted an item on your survey that was not addressed above, please contact Bob Quance or Yolanda Mogannam for additional information.

There will be another CAS survey sent out before the next Joint Technology meeting in June. If anyone has any issues they would like to see presented to CAS, please submit those items to us for inclusion in the next survey.

We will be at the CAS General Membership Meeting – if anyone would care to discuss any technology-related issues, please be sure to seek us out. The General membership Meeting is a vital opportunity for CAS members to get together to provide feedback to CAS leadership about what you need, as well as learn about what is happening at CTA throughout the state. We look forward to seeing you there!

Thanks,
Yolanda Mogannam, Chair
Bob Quance
CAS Joint Technology Committee