Agenda Minutes Campus Reports	JOG/CPG Meeting May 12-13, 1999 - Berkeley Minutes
	Recruitment & retention study Watson Wyatt consultants Rick Beal and Lee Backston presented their final report in draft. Action: Members of JOG are to read the full report and send comments to Martha Winnacker (martha.winnacker@ucop.edu) for transmission to consultants. Martha Winnacker to work with consultants in preparation for their presentation to Human Resource Directors June 2. Two to four JOG members to attend HRD meeting. (Note: King and Dolgonas attended meeting; follow up note from HR meeting distributed previously). Campus reports (notes only where presentation or discussion covered items not included in written reports) Berkeley Jack McCredie requests comments and feedback on Berkeley’s draft campus information technology plan (mccredie@uclink.berkeley.edu ) Campus has a new Y2K website managed by campus committee at http://y2k.berkeley.edu:7040/ UCOP Examining travel systems. Seriously considering Extensity. Multiple site license can be included in RFP. Any campus interested in participating in a multi-site license contact Jim Dolgonas (jim.dolgonas@ucop.edu). Riverside PeopleSoft implementation accommodates 30 feeder systems that meet standards of requirements document; encourage Web platform for feeder systems. (UCLA has also begun making central systems available over the Web and has had enthusiastic response.) Santa Cruz Campus steering committee to develop RFP for new student system. Increase in network abuse issues and concern over DMCA. RFP for off-campus modem access. San Diego Successful Sharecase (similar events at UCI, UCLA, UCSF) attracted visitors from other campuses. Interest in sharing experience (and events?) to showcase information technology. Congratulations on Quality Cup award for Balanced Scorecard. (See below for further discussion of metrics. UCLA Don Worth will succeed Al Smith; transition is in progress. Major effort to reassure campus community about preparation for Y2K, which is on schedule. Irvine Working with Staff Association to put on Y2K forum to present balanced views of Y2k exposures. San Francisco Established dedicated Y2K office. Recharge methodology for network was approved but not implemented; seeking to replace voice subsidy for data networks. Merced New Merced web site in July. Communications and technology infrastructure planning for distributed learning centers in Fresno, Merced and other Valley locations. Will plan links for Sierra Research Institute involving National Park Service and LLNL. Intend to engage members of other campuses and labs in planning process. Livermore Cyber security review with electronic shutdown and travel freeze. Universitywide highlights IT budget requests still pending. CVU Foundation disbanded for financial reasons and individual segments declined to support joint effort. IR&C hosting Web site through June 30; UC Online will follow to gather UC offerings (mostly UNEX) and CDL. Year 2000 March report to Regents based on information provided by JOG. Systems are described as "pending" until integrated testing is done, although individual applications have been tested. According to JOG members, Y2k efforts are on schedule for September 30 completion. All campuses are validating samples for phase II audit. It is time to increases efforts in contingency planning for mission- and time-critical applications. Contingency plans to be examined in phase III internal audit for payroll, student financial aid, voice & data. Contingency plans to address failures beyond UC control, e.g., power failure. Planning templates are in development for payroll, financial aid. Payroll template distributed to JOG. UCLA seeking a vendor to guarantee troubleshooting response in exchange for guaranteed minimum fee, whether vendor is called or not.. Participation from other campuses welcome. UCD purchased 2000 licenses for Norton 2000 and provided 5 to each department. Action: Anyone interested in joining UCLA effort contact Don Worth (worth@ucla.edu) AVP-IRC participates in Governors’ Advisory Council on Y2K. Audit issues Deloitte Touche audit: detailed analysis at Berkeley, SF, OP, LA. Reviews at other sites at high level. Deloitte will send prior information to campuses for update in advance of visits. Disaster recovery UCOP has contract with IBM for offsite systems backup. UCLA building on Y2K work. UCD assessing risk and vulnerability. Action: UCOP host workshop to clarify steps in backup planning, probably in June. (Scheduled June 28) Educause Individual campus memberships. Action: UCOP to confirm billing directly to campuses, membership benefits and effective dates. Business Officer Institute BOI to include information about BFB IS-3 and IS-10. Action: Comment on most recent version of Tomcheck slides, distributed to JOG through listserv. Parking lot issues *HR report - 7 DB software licensing - 6 Campus advisory structures - 1 *Metrics - 6 DMCA - 5 Campus showcases - 1 PARKING LOT DISCUSSIONS Watson Wyatt report Brainstorming on collaborative opportunities: Pool resources to develop sophisticated recruiting tools: economies of scale. Hire a good ad agency to design ads, recruiting materials: UC package with a UC story and a campus-specific story; brochure and Website that reflect what UC is and is not as an employer. Consolidated IT jobs Web site with listings from all campuses. Hire a UCwide recruiter to search consistently for all openings. Build relationships with alumni organizations on campus-specific basis. Share best practices: build a forum to review them, find out what each other do; anything that works well. Examples:  HR analysts in IT organizations at Davis. Central HR staff has been really good at working w/ IT. Exploring possibility of base salary w/ variable add-on. Training funds range from 2-10% of salary at different campuses; including travel; whether a conference counts, depends on the person. Bonuses (10-15K/year); mou at hire promises increments at stated periods for high-level programmers; new programmer and IT series allow progression without movement into MSP series; bonuses at high levels (permitted by personnel policy). Need to work on ways tocarry these ideas forward? Action: Joint HR-IT retreat to share best practices, plan closer collaboration. Watson-Wyatt report to be distributed to JOG, HRDs, VC-As. Metrics How did UCSD line up balanced scorecard pieces for IT? Six-year process focussed on 4 areas: financial measures, customer service, internal process/products, staff development. Customer service: standard survey to campus, most staff, some faculty, another one to students every year in March-April; internal IT organizational climate survey for 3 years. Financial measures: every unit seeks comparisons with outside entities (including other campuses) on NACUBO measures. Information is shared and reviewed in 2-day meeting in June. Vendor packages statistics, graphs, parameters. For communications, determined cost per phone line, IP address. Customer survey and employee survey are most important; changes are visible over time. IT met with functional units that ranked services lowest to discuss problems. Issues were both real and perceptual. Seven JOG members want to resume prior measurement effort, despite difficulties from upward revision of inventorial equipment threshold. Action: UCSD to share customer and employee surveys. UCOP organize retreat for members who want to revive measures; develop meaningful data. Repeat and extend instructional technology infrastructure study. Review GAO report and Steve Relyea’s presentation at USA Today. ESI Schedule distributed. Bids received on RFP for Payroll/HR Systems Consulting Services. Final selection soon. Study will strongly influence future directions of HR and Payroll systems. Study will include interviews with 8 individuals on each campus. It is important for JOG members to be included in those interviewed. JOG members to contact Administrative Vice Chancellors to express interest in participating in the interviews. University directory—underpinning for PKI project—is proceeding. An RFP is out for Web User Interface Design Consulting Services to support employee self service with minimal training for end users. Responses are due May 14. First self service functions will roll out in July. ESI will include changes in title code system to reflect HR delegations to campuses. ESI information and updates can be found on the Web at http://www.ucop.edu/irc/estf/esiplanningcomm.html Funds have been distributed to campuses for local distribution—total $500,000/year for two years @ $25,000 plus an amount proportional to FTE supported by general funds. Each campus is assumed to install at least one self-service kiosk. Action: All JOG members to ensure their concerns are communicated to the consultant as part of their campus input to the study.  JOG/CPG JOINT MEETING Next meeting: Santa Barbara 9/13-14 Authentication Schedule: An RFP for a vendor to select a certificate authority (CA) technology and conduct pilot implementations was issued, with responses due in June. Review committee to be appointed from the Steering Committee and the Work Group to review responses in June. The target is production by late January 2000. Campuses may choose to buy CA services from OP or implement their own solutions. Certificates are necessary to support new CDL licensing agreements. Proxy server technology is not practical for complex Web applications. CA policy structure: Policy on UC certificates will be issued as BFB to set standards for UC backing of certificates. A draft will be ready for review in early summer. Certificate Practices Statement (CPS) is in development. Will be provided to vendors, etc. who rely on certificates. CPS will be issued after the policy. CPS is needed by January 2000. Nationally, UC appears to be "on the front edge" and is working with OCLC, Columbia, and JStor on publisher acceptance of certificates. Recent Federal report examines certificates, smart cards, directory with attributes (GITS); certificates are not suitable for many sensitive applications. UC is tracking EduCause, CREN. Parallel tracks: certificates and smart cards are complementary. Future JOG/CPG agenda item: smart cards Firewalls The Firewall Workshop led to development of guidelines, which have been circulated to workshop participants as a draft for comment. The draft guidelines recommend firewalls around each campus with additional firewalls around administrative systems. Action: Review and comment on guidelines by 6/15. Dolgonas to distribute list of meeting attendees. Consider: Policy recommendations are limited by technology at high speeds. An intrusion detection policy and mechanism is needed as a companion to firewalls. What other technologies might accomplish same purpose? Action: Consider broadening guidelines to be on network security instead of firewalls. Policy update IS-3: Security coordinators have met. Guidelines will be distributed. Some responsibilities need to be communicated broadly to all system administrators. Electronic Communications Policy: A draft will be issued for campus review soon, with formal comment due by November. The Electronic Mail Policy is not being rewritten, but comment is needed on whether the effort to generalize from the Email Policy to electronic communications has been successful. Systems Development Standards: OP involvement/review is required for projects which meet certain criteria, as defined by IS-10. Campuses are encouraged to invite OP technical and functional representatives to visit as a means of addressing this policy requirement. RMP & Records Retention Schedule: Review will begin with the Records Retention Schedule. A formal group with all-campus representation and VC appointment will be assembled. PARKING LOT DISCUSSION DMCA Davis newsletter: IT.UCDAVIS.EDU posts IT Times with useful article on MP3. The risks for not removing material on complaint are at the campus level. Education is effective with students: they cooperate when informed of problems. Complaints about MP3 are increasing. Publishers using more encryption technologies CPG Updates CENIC: successful conference evolving from information dissemination to collaborative gathering. Tom West is now president, Stuart Lynn will step down from chairing the board. UC plays a major role on committees. Associations with other Pacific states in Pacific Internet2 (PI2). Four partner associates: IBM, Cisco, PacBell, fourth? Board has approved exploration of voice-over-IP technology with Cisco. Action: Contact David Wasley if interested in participating. UCNet transition: SMDS services and T-1 backup have been disconnected in most places; CalREN2 is carrying primary traffic, with ATM circuits (using old UCNet routers) to access ISPs. DS3 seems to be adequate backup for tails (SoNet rings don’t need backup). North-South connection: Currently over vBNS with intended transition to Abilene when issues surrounding use by non-members of UCAID are resolved. Abilene/UCAID CENIC decided on 3 connections: Berkeley, Qwest/Anaheim, San Diego SDSC. NSF may reallocate savings from vBNS for third connection. NSF funding ends March, 2000. Abilene connections to replace vBNS on 3-month clock starting 7/99. Abilene is well peered with vBNS. Are there researchers dependent on vBN? What is connectivity standard? Numbers will be available early in next fiscal year. Videoconferencing Two-phase transition. (1) IDNX video link migration to CalREN complete by end of June. (2) Elimination of IDNX complete in a year. Work is underway on automated scheduling to meet increasing demand for videoconferencing (media center directors need to be involved). Nevada willing to share their work. SB678 Bill allows requirement that carriers donate dark fiber to education. UC has expressed support. ISP Services At end of Exodus contract, must develop alternative ISP service plan through CENIC or otherwise. Scenarios in proposal for combined Qwest and UUNet service. UUNet is short-term insurance policy while ensuring that lower cost Qwest can deliver reliable quality of service. Additional connection through Pac Bell will improve service for faculty and students using DSL. Installation by early August. Better quality of service at lower cost through CENIC on basis of aggregate volume. Require multihoming and installation schedule. Commit current traffic as minimum (85 Mb/s.) Cost allocation proportional to amount of traffic (higher of inbound/outbound). RFP for a campus to develop a technology to measure traffic. Local peering issues Complaints about accessibility of campus networks from commercial osps can be solved by peering. Suggest seek peering at no or low cost with commercial osps serving specific campus. Frame relay service Service to 46 remote locations, mostly DANR. Year 2000 Communications is one of the mission-critical systems reported to The Regents. Early warnings needed if June targets and September compliance will not be met. Document due diligence. and contingency planning. Campus reports (Notes reflect only material not included in written reports.) San Diego joint communications fee under development. Model to be shared.