JOINT OPERATIONS GROUP
Meeting January 27-28, 1998
Riverside

Minutes ...

Campus Reports

Individual campus reports were presented by JOG members.

Universitywide Highlights

Stuart Lynn summarized his report on Universitywide issues, several of which were to be discussed in more depth later in the agenda.

Discussion Items

The following items were discussed:

Common Tools

The discussion focused on the extent to which campuses could mutually leverage their efforts by sharing common locally-developed tools and other applications. Examples were given of the collaborative effort to develop a graphical user interface to the Payroll/Personnel System (UCSD, UCR, UCI, UCOP) and the consideration of leveraging UCSD's merit-processing interface.

UCSC's tool for introducing new students and employees to the Web and UC resources available across the Web was also discussed. It was decided that Fred Siff would submit a proposal to campuses, with UCOP acting as the "broker", for campus-by-campus support to extend the tool and make it available to other campuses.

Recruitment and Retention

The continuing problems of recruitment and retention of IT staff were discussed, with campuses providing an update on pro-active steps they had taken. Stuart Lynn reported on the ITAA national conference co-hosted by UCB, from which it was clear that this is a problem of national dimensions that would not go away.

Computer Abuse

Campuses reported a steady increase in computer abuse cases and of the scope of such incidents. The need to extend the precepts of the Email Policy to a broader Electronic Communications Policy was emphasized. Stuart Lynn reported that development of a generalized policy would be initiated as soon as the final Email Policy was issued.

Employee Systems Task Force Reports

Stuart Lynn reviewed the status of the Employee Systems Task Force Report and reported on information discussions that had been held with COC and with COVCA (see presentation). The highlights of the Report recommendations were reviewed. JOG unanimously endorsed the Report and its findings.

Jim Dolgonas reported on architectural directions that were under development for the Demographic Database. These had been reviewed with a few campuses. The approach calls for an initial centralized implementation with appropriate feeds to and from the Payroll/Personnel and campus student databases. It was agreed that it was not appropriate for students to update the DDB directly, but that this should be a campus-based function. JOG agreed to appoint a Working Group to advise UCOP on design and implementation. Names were to be submitted to Jim Dolgonas by Monday, February 2.

UCR Presentation

UCR staff presented examples of their work-in-progress to implement a Travel Management System and to streamline post authorization notification for financial transactions. The advantages and disadvantages of different tools were presented.

Authentication

David Wasley presented a report on the status of the University Authentication Project. He summarized the report and recommendations of the Authentication Project WorkGroup chaired by Joan Gargano that had been endorsed by the Project Steering Committee. He also reviewed the next steps and some of the outstanding issues.

Stuart Lynn reported that Vance Vaughan (UCB) was assuming a half-time role as Project Coordinator.

JOG decided that the Project Workgroup should continue in a technical advisory role, either chaired by Joan Gargano (if she is willing) or Vance Vaughan. JOG members agreed to affirm their members on the Workgroup by Friday, February 6. Stuart Lynn will send out a call.

Audit Anticipation

JOG discussed topics to recommend to the External Auditors be included in their review for next year's audit. Possible topics included the risks of recruitment and retention problems, payroll backup testing, authentication, firewalls, and Year 2000.

Business Officers Training Certification

JOG affirmed the need to get involved with the Business Officers Training Certification workshops. The need was expressed to shape the agenda, the delivery, and the processes. A workgroup consisting of David Tomcheck (chair), Larry Sautter, and Diana Brown volunteered to take the lead. The first task is to frame the process issues that need to be addressed.

Administrative Systems Cost Assessment

Stuart Lynn suggested that JOG consider at its next meeting sponsoring an Administrative Systems Cost Assessment analogous to the Instructional Technologies Infrastructure Assessment conducted this past year. The item was deferred to the next meeting.

Universitywide Policy Issues

Systems Development Standards Reprise

The Interim Systems Development Standards have been issues as a Business and Finance Bulletin. They affect all major administrative systems development and implementation regardless of the responsible campus or OP organizational unit. Although their effect would permeate slowly, JOG members could play an important role in education and drawing attention to these standards. The standards are expected to provide a useful framework for management and for internal and external audit.

One item that remains to be addressed is the implementation of review steps involving UCOP where "major" systems are concerned. Jim Dolgonas will issue a draft augmentation to the policy addressing this subject. JOG suggested that "major" systems refer to those systems where failure could seriously hinder corporate systems and the university's fiduciary and other reporting and management obligations; and those systems where failure could cause major campus exposure. Stuart Lynn pointed out that reviews would need to be limited in scope and number because of limited resources.

Information Security Policy

Jim Dolgonas presented an outline of the proposed Information Security Policy. Discussion centered on appropriate ways to define responsible individuals. Stuart Lynn pointed out that the policy would be more in the spirit of providing a framework for campus policies including the issues that must be addressed, rather than a prescriptive direction. It is expected that the Policy will be developed over the next six months following a similar process to the System Development Standards. A first draft for JOG review should be available by mid-May.

Year 2000

Campuses discussed Year 2000 status. Major administrative systems appear to be well in hand. Updated reports and spreadsheets are due February 15. There are still concerns about the degree to which distributed academic and related systems, particularly control systems, have been addressed. Some campuses have campuswide committees addressing the subject. but there may be a need for more attention. Stuart Lynn agreed to explore the possibility of a letter from Senior Vice President Kennedy to Chancellors. He also reported on a meeting with the Medical Center CIO's and reports they were submitting, and reports he had received from the campus libraries.

Elazar Harel reported that UCSD had reviewed their HVAC control systems with vendors. He agreed to provide the data to UCOP for inclusion on the Year 2000 website.

Performance Assessments

An update was provided on the recent IT Measurements Meeting and the steps that were being pursued. Status was reviewed in four areas (1) indicators (2) self-assessment (3) Year 2000 indicators, and (4) the Innovation Council. Judy Coy will follow up with campuses on specific issues regarding the indicators, and will update the measures website with current data. A call regarding the self-assessment will be forthcoming from UCOP within the next week.

Web Developer Forum

JOG reaffirmed its interest in a Web Developers’ Forum. Jim Dolgonas agreed to send an outline proposal for comment and a solicitation for speakers.

Action Items: