Communications Planning Group (CPG) Meetings
UC Davis
Meeting Notes
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AgendaMay 21
JOG Meeting
NBA Objectives
Senior Vice President Joe Mullinix attended a portion of the JOG meeting to discuss the NBA. He first gave a summary of the governor's May Revision of the budget. While UC suffered deep cuts, he considers that they were reasonable in light of the state's economic situation and that they reflect the governor's commitment to higher education. There will be a series of discussions and trades before the budget is final, which means further cuts in some areas are likely. In addition, unless there's a very quick economic recovery, next year's budget won't restore UC's lost funding. Jack McCredie said that the cuts in the area of K-12 outreach put UC in the position of not fulfilling commitments to students, teachers, and parents.
SVP Mullinix said that at the same time that UC faces budget cuts, it must accommodate an expanding student body. The challenge for UC is how to absorb the growth, maintain excellence in education, expand research, hire more faculty, and stay true to the "character" of the institution in spite of limited resources. A solution is to streamline administrative transactions to both improve quality and reduce costs; the NBA offers a means for accomplishing this. When he came to UC, SVP Mullinix's strategy was to select from among proposed NBA projects those "quick wins" that seemed politically viable and essential to the long-term goals of streamlining business processes. These selections were the portal, e-commerce, and HR/datawarehouse. While the selection was a joint decision, SVP Mullinix is responsible for the selection.
NBA solutions individual to each campus are expensive, and some small campuses can't afford what a larger campus might develop. SVP Mullinix said it is essential to approach the NBA projects as a system. As a step in that direction, he has proposed buying software licenses for several campuses. A commitment from the campuses about what software they want to use is necessary. Paula King noted that the licenses are the least expensive component of NBA projects. SVP Mullinix agreed, saying projects will only succeed if campuses share the financial commitment. Licenses are the carrot for common approaches. SVP Mullinix said he needs to know what projects the campuses are committed to so that he can build a case for funding, and he asked what he can do to support the campuses.
Jim Dolgonas said that the NBA projects are not one-chance-only opportunities. All campuses should be involved in discussions about and selection of NBA technology so that even if they can't participate in a project at the outset, the technology will meet their needs at a future date. SVP Mullinix agreed that a common implementation strategy is necessary that will allow late implementers to buy into technology that has been developed.
With respect to the need for improvements in the HR data area, Jim Dolgonas clarified that UC has to be responsive to the unions or face reprisals from the legislature. SVP Mullinix explained that some campuses have conducted employment practices that have put UC in a difficult position with the unions and resulted in significant costs to the university. That situation probably is the result of not having an HR system that provides easy access to all necessary data, including turnover data. To this end, the university needs detailed data from the campuses for the data warehouse. Individual campus ERP implementations pose a problem in possibly interfering with payroll. Yet if one well-designed ERP interfaces with payroll, then other campuses can use that ERP as well. Process improvements also are necessary. The solution can be (a) short-term PPS enhancements with some campuses doing ERPs, (b) legacy systems feeding information to one central ERP, or (c) 9 payroll systems. The Web interface of PPS is 50 percent reengineering and simplification of processes.
IR&C Leadership
SVP Mullinix announced that he will conduct an open recruitment for the position of associate vice president for IR&C. In addition, he is transferring responsibility for academic computing to the Division of Academic Affairs. The purpose is to enable Business and Finance to focus on administration issues and make content an academic priority. In addition, he expects that recruitment of an AVP will be assisted by the position's having more focused responsibilities.
JOG members advocated a high-level partnership between the academic and administrative areas for infrastructure needs. SVP Mullinix suggested that someone representing academic content should participate in JOG meetings.
NBA Update
Short-Term PPS Enhancements. Jim Dolgonas said that five enhancements to the Payroll/Personnel System (PPS) are being recommended. These involve history, action codes, appointment/distribution restructuring, appointment level data, and a Web front end. The first four enhancements can be done with the existing system and existing technology. While some people think the Web front end adds unnecessary costs, the vice chancellors at campuses that don't want an ERP are strongly in favor of a Web front end for PPS. One reason is that a Web front end is expected to reduce the workload in the academic departments, where 80 percent of the workload exists.
Four recommended HR NBA projects are the PPS enhancements, a new or enhanced HR data warehouse for UCOP, an HRIS for any campus that wants to install one in conjunction with PPS, and a near real-time interface between an HRIS and PPS.
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ACTION: Jim will request from each campus a statement about what multicampus NBA components they want to commit to now or for the future.
E-Procurement (Jim Dolgonas). Vice President Broome recently suggested that the scope of E-Procurement be refined to focus more on strategic sourcing. Several meetings have taken place to discuss potential gains from better strategic sourcing, including whether Commerce One can support different catalogs, and to develop a conceptual model for strategic sourcing. The model seeks to respect campuses' ways of doing procurement and to offer a UC-wide catalog. Another meeting will be held to further analyze the model. Kris Hafner, who played a key role in developing the model, said that the majority of the work related to the e-procurement project will not be in developing or implementing the technology but in changing behavior-how people make purchases.
Enabling Technology (Jim Dolgonas). SVP Mullinix will request central funding for software licenses for several campuses as a means to facilitate business operations. An RFP for portal technology was due April 9. A committee was established to review the proposals. The goal is to provide a recommendation to the vice chancellors for portal software by the end of the first week in June. The committee should also focus on selecting portal and content management software that can meet additional needs, including academic, beyond the scope of the initial NBA infrastructure requirements. Most campuses are heading towards portal technology and SVP Mullinix hopes to facilitate this.
Authorization (Jim Dolgonas). The same RFP and software review process for portals will be conducted for authorization.
Directory (Jim Dolgonas). David Walker is taking the lead on the directory project, which is not a "product" issue in the way portal and authorization are.
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ACTION: David Walker will work with UCD to write up the scope of the UCD identity management project and will form a multicampus group to work on the project. He also will convene a directory group to work on a directory schema and matching algorithm.
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ACTION: Implement an XML pilot project.
(Elazar Harel)
UCSD presented an overview of Web Services. The presentation is available online at http://www.ucop.edu/irc/jog/may2002pres.html. UCSD's efforts may become the Web Services pilot project. UCD might be interested in participating in a project as well.
Universitywide Highlights
(Jim Dolgonas)
Budget. The Internet2 received one-time funding last year, in addition to $8M in base funding. While the base funding is included in the group of initiatives to sustain cuts, the amount of the reduction has not been determined. The campuses will fall further behind in technology if the Internet2 funding is cut. Instructional technology funding also is poised to be cut, perhaps including the area of library databases.
Jack McCredie said that the Digital California Project was intended to connect CalREN-2 to all county offices of education, and through them connect to the schools. The project was cut 15 percent in January and 15 percent in the May budgetary revision. It is not certain now that the project can be completed.
Effort Reporting System. Effort reporting is an area in which UC is at risk. Mike Allred said that there is a salary cap on researchers' National Institutes of Health funds, and UC is at risk of owing reimbursement to federal agencies for more than the cost of purchasing and implementing an effort reporting system. An RFP was issued for an effort reporting system and a group will be formed to review the proposals. IR&C will create the interface to payroll. ACTION: Form a technical effort reporting RFP review committee, with representatives from UCD, UCSD, and UCSF, to review the Maximus proposal.
Internet Payment Gateway. The RFP process for an Internet payment gateway was completed and Cybersource was selected as the vendor. This project provides for credit card processing on the Web. The contract allows Cybersource to run on the campuses centrally, or outsourced at Cybersource. Mike Allred said that SVP Mullinix will issue a letter describing the circumstances under which campuses may use convenience fees. It may be necessary to exclude Visa because of Visa's use regulations.
Business Continuity. Auditors have raised the issue of business continuity at UC. Jim Dolgonas is meeting with the controllers to discuss development of a common process that can be instituted at all the campuses.
Business Officer Institute. The Business Officer Institute (BOI) presentation needs to be updated for the next BOI session.
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ACTION: Convene a meeting to review the BOI presentation, including representatives from UCI, UCSF, UCSC, and Kent Wada.
Library Update. The project to install the new Melvyl is running into a few problems, but overall it is going well. UC is having to take on some of the work. The new system should be brought up in parallel production with the old system in the fall.
BSA Partnership Agreement Audit (Patrick Collins). There are two main tracks in the BSA Partnership Agreement audit. One covers growth in administrative expenses over five years, the other looks for trends in the data in UC's annual Instructional Activities Report. UCOP budget personnel are working with the auditors to clarify questions about disproportionate growth in administrative salaries. The methodology that UC used to compile data in the Instructional Activities Report was validated during the audit. The BSA report is due in June.
May 22
UCD Demo
UC Davis gave presentations on IT initiatives on their campus: NBA Middleware
and Infrastructure Issues, Single Sign-On, Enterprise Directory, Portal
Architecture and Standards.
Universitywide Highlights ... continued
from previous day
UCDC. Rodger Rak, manager for information services at
UCDC, discussed various issues that have arisen for students and faculty
at UCDC. While students may receive a UCDC e-mail account, most prefer
to keep their campus accounts, which they sometimes have problems accessing.
Faculty want to access campus systems or do file transfers and run into
difficulties because UCDC is outside of Internet2. Students also want
access to campus library systems.
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ACTION: Campuses will provide Rodger with help desk information
so he knows who to contact when students and faculty have these or similar
problems.
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ACTION: Campuses should notify UCOP of Gartner expiration dates.
UCOP will examine the feasibility of a multisite license renewal.
Microsoft Executive Contact (Jim Dolgonas). Microsoft is offering UC an opportunity to meet with high-level executives to discuss mutual interests.
Issues/Negotiations (Jim Davis). Jim Davis presented an overview of the results of UCLA's survey about Microsoft products currently in use. The survey shows that 25,000 copies of Office Suite are in use, which corresponds to the number of desktop operating systems in use. UCLA spends approximately $830,000/year on Microsoft licenses, with most of the software purchased as single copies. If UCLA were to institute the Campus Agreement, at the current price, it would spend approximately $645,000 per year, plus costs for SQL. The savings provide an incentive to work through compliance issues and accept the Campus Agreement. If other campuses joined UCLA, there would be more leveraging power for price negotiations.
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ACTION: Campuses should let Jim Davis know if they wish to join
UCLA in negotiating with Microsoft for a Campus Agreement.
(Jim Dolgonas)
A meeting on course management systems was held several months ago. It was agreed to coordinate a half day session of presentations by major software vendors to help campuses determine if they want to purchase a commercial product, use OKI, or develop their own product. A possible solution is to use a commercial product for the short term, and plan for the long term to use OKI or to develop a system internal to UC.
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ACTION: Jim will discuss the course management project with Julius
Zelmanowitz, since it may be considered an academic computing matter.
(Yvonne Tevis)
Seventeen applications were received for the Larry Sautter Award from UCB, UCD, UCI, UCR, UCSD, and UCOP. A selection committee composed of Diana Brown, Gary Forman, Glenn Davis, and Doug Hartline was formed.
Campus Reports
Campus JOG reports are posted online at http://www.ucop.edu/irc/jog/may2002.html.
JOG/CPG Meeting
PKI Update
(David Wasley) The UCOP PKI project is making progress. David Wasley
demonstrated the UCOP digital credentials registration page. UCOP will
encourage employees to get certificates through this process.
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ACTION: Campuses should indicate how they want to handle enrollment
for certificates.
(Kent Wada)
Over the two years of its existence, the committee has grown in size. It is now necessary to consider models for decision-making, as well as the committee's reporting relationship to JOG. Key members are leaving the group as they transition to new positions. The new IR&C policy director will join the group. The next meeting will be at UCSC in August. The group's most recent meeting included a joint session with the police chiefs, which set a precedent for future collaboration.
IS 3 Modifications for Passwords
(Ross Stapleton-Gray)
Ross Stapleton-Gray suggested adding language to UC policy IS-3, section
VI, about the responsibilities of the Electronic Information Resource
Security Guidelines Coordinator. JOG members felt, however, that it
is important to not increase responsibilities of the EIRSGC, which are
overly difficult as is. Members agreed that language about changing
passwords should be deleted, and that the phrase that passwords "should
be hard to guess" be rewritten.
Patriot Act
(Ross Stapleton-Gray)
The Patriot Act has resulted in ISPs being subpoenaed. Not much has
happened on the UC campuses, however. Cornell University has established
guidelines for handling issues related to the Patriot Act: In particular,
a chain of command must be followed for receiving permission to request
law enforcement to examine a system; the CIO has final authority.
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ACTION: Review the Electronic Communications Policy to determine
if changes are warranted.
(Ross Stapleton-Gray)
HIPAA is still a work in progress, to be implemented a year from now. UC is to be treated as a hybrid entity. Guidance needs to be provided to non medical center campuses about what records are protected and what should or should not be encrypted.
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ACTION: Ross Stapleton-Gray will attempt to determine appropriate
guidance for non medical center campuses.
EDUCAUSE received a request for information about cybersecurity in higher education, which it distributed to members. IR&C drafted a response from UCOP that represents UC's stance on freedom vs. security. EDUCAUSE is developing an composite response. The UCOP response is available online at http://www.ucop.edu/irc/jog/may2002pres.html.
IT Planning and Budgeting Model
Several meetings have been held with IR&C and the UCOP Budget Office
about developing a planning and budgeting model for IT expenditures
and maintenance costs. IR&C is still pursuing this topic, although it
has been delayed. There is both internal and external value in defining
the scope of IT projects and needs. This project does not fall within
academic computing and so IR&C will retain leadership in this area.
David Walker will play a key role in developing the model.
Media Center Directors Report
(Willie Bokenkamp)
The UC Media Directors met May 9 and 10 and discussed various issues.
UCSD has developed a CD ROM with information from a UC media services
survey.
The FCC has offered a special e-rate for rural health centers. The program has been underutilized and the FCC is seeking ways to improve the numbers of rural health care providers obtaining access to telecommunications and information services.
The FCC has taken steps to facilitate the delivery of new video and broadband communications services, such as local television programming and high-speed Internet access in the 12.2-12.7 GHz band. The FCC also is working on a plan to advance the availability of digital television for consumers.
The Registrar of Copyrights recommended the rejection of a determination by the Copyright Arbitration Royalty Panel (CARP) regarding ephemeral recordings. The recommendation is good for UC, which obtains and plays a lot of music before it is released.
H.323 Videoconferencing
(David Wasley)
Migration of the current ATM infrastructure that works in coordination
with CalREN-2 to support videoconferencing to a packet-based system
will take place over the rest of this year. Web-based scheduling of
videoconferences and other related services will be outsourced through
CENIC.
CPG Meeting
ONI and the Last Mile
(Jim Dolgonas)
IR&C is working on obtaining confirmation of a ten-year commitment from UCOP for funding for the Optical Network Infrastructure (ONI). A similar commitment from the campuses will be necessary as well. Under the funding model, campuses will make a ten-year commitment of funding at existing levels, plus fund electronics upgrades at the campus borders as needed. The issues surrounding the last mile are different at each campus. Jim Dolgonas and David Wasley will work with the campuses individually to define and resolve concerns.
The lowest ONI level can be connected by December 1. The other levels may need more time. The Pacific Bell Sonet rings may have to be continued for a transition period until the ONI is connected. In order to have a more definite timeline for the ONI, Dolgonas and Wasley need to have discussions with the campuses, develop a schedule for each campus, and then create the overall timeline. Campuses should designate a project manager for the ONI.
Digital California Project (DCP)
(Jim Dolgonas)
The budget cuts will affect the DCP and the ONI. The head of CENIC, Tom West, is inclined to put the remaining DCP funds toward K-12 access. The ONI is dependent upon some of this funding for the shared backbone. Thus, UC must position itself to preserve the funding that supports DCP and the ONI.
Cisco and Foundry Agreements
IR&C is working with Cisco toward a better discount. A month ago, the ENI Cooperative negotiated a 45% discount with Cisco, although the current UC discount is only 40%. IR&C is having success in obtaining the 45% discount for UC, on a case by case basis, while the overall negotiations continue.
Negotiations are continuing with Foundry for discounts.
CENIC Board of Directors
Jack McCredie is stepping down from CENIC June 20 and will be replaced on the board by Jim Davis. McCredie will continue to co-chair the CENIC DCP steering committee. Jim Dolgonas will take Bill Campbell's position on the board.
Campus Reports
Campus CPG reports are posted online at http://www.ucop.edu/irc/jog/may2002.html.