IR&C: JOG/CPG Meeting Minutes (January 2001)

Agenda

Minutes

Campus Reports

JOG/CPG Meeting January 30-31 2001, San Francisco

Minutes

JOINT OPERATIONS GROUP

January 30-31, 2001

San Francisco

MEETING NOTES

University-wide highlights (Dolgonas):

The IT Parity increase may be in question for this year due to concerns with levels of State funding available.

The Laboratory contract has been renewed and a new Vice President for the labs is being hired to oversee UC's DOE involvement.

The number of UC undergraduate applications increased a record 8% for this year. In addition all ethnic groups showed an increase in applications. This is very good news for UC and seems to indicate that our outreach programs are successful.

Implementation of HIPAA is expected in the next 2 years and will require major adjustments to meet standards for medical records privacy. A system-wide approach to implementation is needed.

Student Service Architecture

Dolgonas reported on the work of this group. The report is still in draft form and will go before the Regents in March or May. (Since the meeting a decision was made to present the report during the May meeting.) The report covers: enrollment growth; demographic changes in the student population; changes in student needs and expectations; and evolving technology. Dolgonas will circulate the report to JOG when it is available.

Credit Cards on the Web

Presently four campuses are accepting credit cards over the web. Issues with use of credit cards "belong" to both IT and business functions. A collaborative review of credit card processing system needs, the market offerings, contract terms as well as multi-campus acquisition possibilities were viewed as desirable.

Action: Dolgonas to convene system-wide meeting to facilitate IT aspects of process (vendor selection, software assessment, and contract negotiations).

JOG Structure

Jim Dolgonas initiated discussion on updating and rearticulating the JOG group structure/charge. JOG has evolved from solely an administrative computing group into a group with a much broader scope (instructional computing, networking, etc). There are questions how JOG should relate to groups such as UC Media Directors, IT Security & Policy Coordinator group, LTAG, etc. If JOG is viewed as a senior group of computing personnel and CPG is the senior group on networking and relational issues, input from these broader groups would be appropriate.

ACTION: UCOP to propose for discussion at the next meeting a restatement of JOG and CPG's charges and their relationship to other groups.

Electronic Communications Policy (ECP) implementation

Martha Winnacker reported the ECP was finally issued in November. UCOP is preparing draft implementing guidelines, which campuses may use as a model if they wish. IR&C is also preparing a highlight brochure similar to the one for the Email Policy. Challenges remain in balancing expectations of privacy and network security officers' ability to perform necessary duties. It is important to revisit this issue once a year as promised to the Academic Senate.

Web Access for the Disabled

Winnacker discussed the September 2000 letter sent to President Clinton by 25 research university presidents, including President Atkinson, pledging to improve access to information and communications technologies for people with disabilities. (found at http://www.icdri.org). The presidents pledged to "work to...ensure that our Web sites and on-line resources are accessible to people with disabilities." Level 1 W3C standards on ADA compliance may be reasonably feasible to achieve. The higher levels are unlikely to be generally feasible at this time.

ACTION: JOG members to review W3C standards for feasibility and effectiveness. UCSC to provide results from survey with ADA consultant on their campus. If review indicates that compliance with the standards is feasible and that it will overcome obstacles to web access, respond to ICDRI organization citing endorsement of W3C standards (Level 1).

UCITA Briefing

Winnacker provided an update on status of UCITA (Uniform Computer Information Transaction Act). Currently it has passed in Maryland and Virginia but has not yet been introduced in California. Although advertised as pro-consumer, it ends up being very anti-consumer. It would change the sense of normal business practice. It would allow, for example, a software firm to unilaterally stop use of its software product during any period of dispute resolution. If this does get introduced, UC is expected to oppose it, and IR&C will work with Sacramento in that regard.

Corporate Data Update

Patrick Collins gave an update on the new Government Accounting Standards Board (GASB) standards. Incorporation of the cash flow component will require major changes in a variety of statements, with a short time frame for corporate systems specifications changes. Need for comparison data means this will be due in time for fiscal close.

Collins provided a brief update on the summer enrollment data collection. The three campuses receiving state support for some summer enrollments in 2001 are UCB, UCLA and UCSB. By 2002 all campuses will have funding for summer enrollment. However, summer enrollment data for all campuses must be submitted to UCOP this year. Summer data specifications will be issued by March 1^st. The data needed is for 3^rd week and end of term.

Recruitment and Retention Update:

Dolgonas reported that the UCLA IT management seminar held in November was successful, aimed at the Director level and above.

Dolgonas also reported on the Retention Workshop hosted by IR&C earlier in January. IBM's Talent Management Director gave a valuable presentation based on the "power of data." IBM does heavy surveying of its employees such as entrance, exit interviews and on-the-job surveys. This information was used to change policies that make up the intangibles of work, not just salary changes. IBM noted that the most important issues to retention are quality of work, relationship with one's supervisor or manager, and training.

ACTION: Jim will circulate IBM's presentation when it is available.

Budget uncertainties and competing salary demands put the anticipated third-year increase in question. There is a need to document remaining differential lags after the past 2 years of increases.

ACTION: Dolgonas to send spreadsheet to JOG members to gather data supporting third year of increase.

Sautter Award

It was agreed that the award should be given for this year and that the process of soliciting submissions should be revised next year.

BOI

UC Irvine (Dave Tomcheck) will coordinate with Chuck Rowley (UCR) to prepare the IT presentation for the next BOI meeting April 24-26 at Newport Beach Hyatt. The October 2001 session will be held in Oakland. Diana Brown (UCB) agreed to take the lead with assistance from Pat LeCuyer (UCSC).

JOG

January 31, 2001 (Day 2)

New Business Architecture

Campbell reported on progress of the NBA, including the outcome of the January 30 COVCA meeting. Need for consensus on three issues was discussed: 1) need for JOG to take ownership of the business portal and enabling technology portions of NBA; 2) form a structure to manage #1; and 3) report back to COVCA meeting on March 22^nd .

Among NBA advisory committees are committees on HR and E-Commerce. Both have researched various products and aim at issuing RFP's for consulting services in March, with consultant reports due in June.

ACTION: Jim to set up 1-day meeting on JOG development of portal and technology portion of the NBA plan. One member from each campus to participate.

ACTION: Bill to post membership of Advisory Committees on JOG website. Campuses that want to increase IT involvement on committees should contact Bill.

John McCleary gave a presentation on UCSD Business Services Portal (BLINK). The slides can be seen at http://www.blink.ucsd.edu. The presentation highlighted the new mechanism for access to information and conducting business at UCSD

JOG-CPG JOINT MEETING

Digital California Project Update

The focus of the DCP is shifting from infrastructure to applications. A Director of Applications and a Project Administrator have just been hired, and RFP's for 2 basic components were recently released with an award date of mid-March. Much of the DCP physical infrastructure is scheduled for implementation by the end of September, 2001. Participation in DCP will help UC build closer ties with K-12 schools.

Budget Initiatives

Dolgonas updated the group on various budgetary items. $18M of one time funding for networking remains in the FY 2002 budget. We expect to be asked to account for previous year's Internet 2 funding, as discussed at the previous JOG meeting. $12M for instructional technology is the fourth consecutive increment and is likely the most protected of the UC IT budget initiatives.

PKI

Dolgonas discussed funding for PKI, which did not go through the state budget process. Funds have been pledged for the rollout: year 1=$300,000; year 2=$600,000; year 3=$1M; a permanent $1M budget increase will follow. Rollout date is not yet certain due to administrative issues. A manual certificate issuance process will be piloted at OP before the process is demonstrated to the campuses. Irvine will work with Verisign on processing certs through the Kerberos system and report back. Funding for certs will be sent to campuses in proportion to usage.

Campbell reported on SLASIAC's request for rapid implementation of proxy servers. Funding for these servers remains up to the campus. Bill posed questions regarding campus implementation of proxy servers.

ACTION: Jim/David Walker to draft response to SLASIAC resolution after input from JOG members.

Planning for Brownouts

Campbell reported SVP Mullinix is gathering information for contingency planning in the event of a brownout especially during the summer months. Campuses will be asked for information concerning generators, core systems backup, off-site plans, etc. Some of this information has already been collected in the Business Continuity and Y2K planning materials.

ACTION: Bill/ Jim to prepare matrix of questions to all campuses on how well systems will work during brownouts.

CPG

ISP volume/cost billing

CENIC is not issuing ISP bills in a timely manner, probably because CENIC does not receive bills from carriers promptly. UCOP will prepare ISP billings monthly based on calculated amounts. The flat rate model for ISP pricing requested of CENIC has not yet been implemented. This is not a UC-only problem, but difficulties lie in development of fair share rates.

ACTION: David Wasley to work with CENIC & CPG regarding ISP problems.

CalREN Update

North-South link-The link from Stockton to Sacramento is delayed due to facility problems in the Sacramento area. A February meeting with David Wasley and Tom West is scheduled to decide what is the best site in the Sacramento area.

Fiber Initiative(Optical Network Initiative)- A report on ONI is on the CENIC website. Analysis of a recent report done by SAIC questions whether UC can get better service by purchasing directly from Pacific Bell. UC's current contracts with Pac Bell begin to expire in September; it is time to review options and renew contracts.

Wiring Standards

Pat LeCuyer discussed problem with wiring standards and new building design vs. actual construction. Support needs to be built in so current standards for wiring will be maintained throughout building phase.

Wireless Ethernet

Greg Scott presented notes from the UC Wireless Ethernet Workshop held January 5, attached.

Campus Reports

Listed in agenda for January 2001 JOG/CPG meeting on website.

Next Meeting

UC Riverside—May 22-23

[ Back to JOG Home ] [ Top of Page ]



Agenda Minutes Campus Reports	JOG/CPG Meeting January 30-31 2001, San Francisco Minutes

	JOINT OPERATIONS GROUP January 30-31, 2001 San Francisco MEETING NOTES University-wide highlights (Dolgonas): The IT Parity increase may be in question for this year due to concerns with levels of State funding available. The Laboratory contract has been renewed and a new Vice President for the labs is being hired to oversee UC's DOE involvement. The number of UC undergraduate applications increased a record 8% for this year. In addition all ethnic groups showed an increase in applications. This is very good news for UC and seems to indicate that our outreach programs are successful. Implementation of HIPAA is expected in the next 2 years and will require major adjustments to meet standards for medical records privacy. A system-wide approach to implementation is needed. Student Service Architecture Dolgonas reported on the work of this group. The report is still in draft form and will go before the Regents in March or May. (Since the meeting a decision was made to present the report during the May meeting.) The report covers: enrollment growth; demographic changes in the student population; changes in student needs and expectations; and evolving technology. Dolgonas will circulate the report to JOG when it is available. Credit Cards on the Web Presently four campuses are accepting credit cards over the web. Issues with use of credit cards "belong" to both IT and business functions. A collaborative review of credit card processing system needs, the market offerings, contract terms as well as multi-campus acquisition possibilities were viewed as desirable. Action: Dolgonas to convene system-wide meeting to facilitate IT aspects of process (vendor selection, software assessment, and contract negotiations). JOG Structure Jim Dolgonas initiated discussion on updating and rearticulating the JOG group structure/charge. JOG has evolved from solely an administrative computing group into a group with a much broader scope (instructional computing, networking, etc). There are questions how JOG should relate to groups such as UC Media Directors, IT Security & Policy Coordinator group, LTAG, etc. If JOG is viewed as a senior group of computing personnel and CPG is the senior group on networking and relational issues, input from these broader groups would be appropriate. ACTION: UCOP to propose for discussion at the next meeting a restatement of JOG and CPG's charges and their relationship to other groups. Electronic Communications Policy (ECP) implementation Martha Winnacker reported the ECP was finally issued in November. UCOP is preparing draft implementing guidelines, which campuses may use as a model if they wish. IR&C is also preparing a highlight brochure similar to the one for the Email Policy. Challenges remain in balancing expectations of privacy and network security officers' ability to perform necessary duties. It is important to revisit this issue once a year as promised to the Academic Senate. Web Access for the Disabled Winnacker discussed the September 2000 letter sent to President Clinton by 25 research university presidents, including President Atkinson, pledging to improve access to information and communications technologies for people with disabilities. (found at http://www.icdri.org). The presidents pledged to "work to...ensure that our Web sites and on-line resources are accessible to people with disabilities." Level 1 W3C standards on ADA compliance may be reasonably feasible to achieve. The higher levels are unlikely to be generally feasible at this time. ACTION: JOG members to review W3C standards for feasibility and effectiveness. UCSC to provide results from survey with ADA consultant on their campus. If review indicates that compliance with the standards is feasible and that it will overcome obstacles to web access, respond to ICDRI organization citing endorsement of W3C standards (Level 1). UCITA Briefing Winnacker provided an update on status of UCITA (Uniform Computer Information Transaction Act). Currently it has passed in Maryland and Virginia but has not yet been introduced in California. Although advertised as pro-consumer, it ends up being very anti-consumer. It would change the sense of normal business practice. It would allow, for example, a software firm to unilaterally stop use of its software product during any period of dispute resolution. If this does get introduced, UC is expected to oppose it, and IR&C will work with Sacramento in that regard. Corporate Data Update Patrick Collins gave an update on the new Government Accounting Standards Board (GASB) standards. Incorporation of the cash flow component will require major changes in a variety of statements, with a short time frame for corporate systems specifications changes. Need for comparison data means this will be due in time for fiscal close. Collins provided a brief update on the summer enrollment data collection. The three campuses receiving state support for some summer enrollments in 2001 are UCB, UCLA and UCSB. By 2002 all campuses will have funding for summer enrollment. However, summer enrollment data for all campuses must be submitted to UCOP this year. Summer data specifications will be issued by March 1^st. The data needed is for 3^rd week and end of term. Recruitment and Retention Update: Dolgonas reported that the UCLA IT management seminar held in November was successful, aimed at the Director level and above. Dolgonas also reported on the Retention Workshop hosted by IR&C earlier in January. IBM's Talent Management Director gave a valuable presentation based on the "power of data." IBM does heavy surveying of its employees such as entrance, exit interviews and on-the-job surveys. This information was used to change policies that make up the intangibles of work, not just salary changes. IBM noted that the most important issues to retention are quality of work, relationship with one's supervisor or manager, and training. ACTION: Jim will circulate IBM's presentation when it is available. Budget uncertainties and competing salary demands put the anticipated third-year increase in question. There is a need to document remaining differential lags after the past 2 years of increases. ACTION: Dolgonas to send spreadsheet to JOG members to gather data supporting third year of increase. Sautter Award It was agreed that the award should be given for this year and that the process of soliciting submissions should be revised next year. BOI UC Irvine (Dave Tomcheck) will coordinate with Chuck Rowley (UCR) to prepare the IT presentation for the next BOI meeting April 24-26 at Newport Beach Hyatt. The October 2001 session will be held in Oakland. Diana Brown (UCB) agreed to take the lead with assistance from Pat LeCuyer (UCSC). JOG January 31, 2001 (Day 2) New Business Architecture Campbell reported on progress of the NBA, including the outcome of the January 30 COVCA meeting. Need for consensus on three issues was discussed: 1) need for JOG to take ownership of the business portal and enabling technology portions of NBA; 2) form a structure to manage #1; and 3) report back to COVCA meeting on March 22^nd . Among NBA advisory committees are committees on HR and E-Commerce. Both have researched various products and aim at issuing RFP's for consulting services in March, with consultant reports due in June. ACTION: Jim to set up 1-day meeting on JOG development of portal and technology portion of the NBA plan. One member from each campus to participate. ACTION: Bill to post membership of Advisory Committees on JOG website. Campuses that want to increase IT involvement on committees should contact Bill. John McCleary gave a presentation on UCSD Business Services Portal (BLINK). The slides can be seen at http://www.blink.ucsd.edu. The presentation highlighted the new mechanism for access to information and conducting business at UCSD JOG-CPG JOINT MEETING Digital California Project Update The focus of the DCP is shifting from infrastructure to applications. A Director of Applications and a Project Administrator have just been hired, and RFP's for 2 basic components were recently released with an award date of mid-March. Much of the DCP physical infrastructure is scheduled for implementation by the end of September, 2001. Participation in DCP will help UC build closer ties with K-12 schools. Budget Initiatives Dolgonas updated the group on various budgetary items. $18M of one time funding for networking remains in the FY 2002 budget. We expect to be asked to account for previous year's Internet 2 funding, as discussed at the previous JOG meeting. $12M for instructional technology is the fourth consecutive increment and is likely the most protected of the UC IT budget initiatives. PKI Dolgonas discussed funding for PKI, which did not go through the state budget process. Funds have been pledged for the rollout: year 1=$300,000; year 2=$600,000; year 3=$1M; a permanent $1M budget increase will follow. Rollout date is not yet certain due to administrative issues. A manual certificate issuance process will be piloted at OP before the process is demonstrated to the campuses. Irvine will work with Verisign on processing certs through the Kerberos system and report back. Funding for certs will be sent to campuses in proportion to usage. Campbell reported on SLASIAC's request for rapid implementation of proxy servers. Funding for these servers remains up to the campus. Bill posed questions regarding campus implementation of proxy servers. ACTION: Jim/David Walker to draft response to SLASIAC resolution after input from JOG members. Planning for Brownouts Campbell reported SVP Mullinix is gathering information for contingency planning in the event of a brownout especially during the summer months. Campuses will be asked for information concerning generators, core systems backup, off-site plans, etc. Some of this information has already been collected in the Business Continuity and Y2K planning materials. ACTION: Bill/ Jim to prepare matrix of questions to all campuses on how well systems will work during brownouts. CPG ISP volume/cost billing CENIC is not issuing ISP bills in a timely manner, probably because CENIC does not receive bills from carriers promptly. UCOP will prepare ISP billings monthly based on calculated amounts. The flat rate model for ISP pricing requested of CENIC has not yet been implemented. This is not a UC-only problem, but difficulties lie in development of fair share rates. ACTION: David Wasley to work with CENIC & CPG regarding ISP problems. CalREN Update North-South link-The link from Stockton to Sacramento is delayed due to facility problems in the Sacramento area. A February meeting with David Wasley and Tom West is scheduled to decide what is the best site in the Sacramento area. Fiber Initiative(Optical Network Initiative)- A report on ONI is on the CENIC website. Analysis of a recent report done by SAIC questions whether UC can get better service by purchasing directly from Pacific Bell. UC's current contracts with Pac Bell begin to expire in September; it is time to review options and renew contracts. Wiring Standards Pat LeCuyer discussed problem with wiring standards and new building design vs. actual construction. Support needs to be built in so current standards for wiring will be maintained throughout building phase. Wireless Ethernet Greg Scott presented notes from the UC Wireless Ethernet Workshop held January 5, attached. Campus Reports Listed in agenda for January 2001 JOG/CPG meeting on website. Next Meeting UC Riverside—May 22-23 [ Back to JOG Home ] [ Top of Page ]