IR&C: JOG/CPG Meeting Minutes (September 2000)

Agenda

Minutes

Campus Reports

JOG/CPG Meeting September 26-27 2000, Irvine

Minutes

JOINT OPERATIONS GROUP

September 26-27, 2000

Irvine

MEETING NOTES

Dolgonas introduced Bill Campbell, the new Associate Vice President for Information Resources and Communications and the University's CIO. Also introduced were Jim Davis, UCLA's new CIO, Larry Merkley, new CIO for UCSC and Karl Heins, new UC Office of the President IT Audit Director.

Dolgonas provided the group with Universitywide highlights as follows:

Student Services Task Force - a new task force has been commissioned by the President to develop a strategy for future delivery of student services. This group's work will parallel that of the New Business Architecture task force that completed the NBA report last July. Dolgonas represents IT on the Task Force, whose work is expected to be completed in the first quarter of 2001.

Education Abroad - As part of the University's strategy for dealing with the 43% increase in students expected over the next decade, the University's study abroad program, EAP, is expected to enroll an increasing number of students. Dolgonas is assisting EAP to update its business and IT systems to support this growth and may request assistance from JOG members as the project moves forward.

New Business Architecture -Two areas of the NBA have been identified by Vice President Mullinix for initial focus: E commerce and Human Resources. Groups are being formed to address these areas. JOG members expressed an interest in also addressing the IT issues and portal. IR&C will bring to the next meeting of the group an approach for addressing these areas.

Systems Development Policy (IS 10) modifications - A number of comments from internal and external audit require changes to IS10. The policy will be broadened somewhat to deal with maintenance in addition to development and to address change management. A draft of the modified policy will be distributed to JOG for comment when it is available.

CalREN2 connection to Mexico - Dolgonas shared with the group the recent connection of CalREN2 to equivalent network in Mexico, CUDI. UCSD has played a major role in helping make this interconnection. Publicity regarding this important connection is likely.

UC Mexus - UC's budget includes substantial funding for UC Mexus, a program to increase research collaboration with Mexican universities. As part of this funding, a California House will be established in Mexico City, similar to that in London. The facility will serve as the Study Center for EAP, a "home base" for visiting researchers, a center for information about UC admission, and will enable the University to enhance its relationships with Mexican universities, government, industry and with UC alumni. $500,000 per year of new funding is being made available for collaborative research programs. NOTE: A call for proposals was released in December, 2000 and is available at www.ucr.edu/ucmexus/funding/index.htm

Teaching and Learning Technologies - As a result of the President's interest in furthering the use of technology in teaching and learning, a new virtual Center is being established at UCOP to share best practices in uses of technologies in teaching and learning and to foster discussion about the use of IT for instructional purposes. Faculty will be involved in an editorial board.
HR/Employee Systems Initiative

Dolgonas reported that the earlier HR initiative associated with the PriceWaterhouse study in this area has been combined with the NBA HR initiative. Currently HR has the lead on this project.

In the area of employee self service, the next Web based application will allow employees to complete their W-4's on the Web. This will be made available to the ESI committee for testing and review in January and will be publicized for widespread use approximately the end of February. After the W-4 application, an employment verification application will be released. An extensive "check stub" inquiry application will be developed after the employment verification, and may be made available in phases.

The programming part of the project to add a Web interface to payroll inquiry screens is about to begin. The screens should be available for use by the end of the first quarter of 2001.
Audit issues

There was a discussion about campus experience with the PwC IT audit. Generally PwC seemed to do a good job, particularly given that it was their first year. It is expected that the audit will request campuses that do not have computer disaster plans establish them. Campus audit reports and the audit comments to The Regents are also expected to urge further implementation of the security policy, IS-3.
Cost sharing & research systems

Cost sharing and research systems remain an area of interest at the campuses. Dolgonas indicated that potential changes in faculty effort reporting regulations had delayed an effort to look at the potential development of new systems in this area. However, once the regulations are settled, IR&C will propose to Business and Finance management in UCOP that a joint meeting of IT and costing/cost sharing/research staff be convened to identify a system strategy for this area.
Corporate data

Collins gave an overview of the new Government Accounting Standards Board (GASB) regulations that require the reporting of depreciation on UC's financial statements. Significant changes in corporate data requirements will result from the regulations, as will changes to the useful life tables. Collins indicated he would share with JOG all of the Issue Resolution Memos dealing with the systems effects of GASB depreciation requirements. In addition, he reported on a September 12 meeting of campus IT staffs that reviewed the new corporate data requirements and announcement of a mid-October timeframe for the issuance of the new corporate systems specs. Discussion addressed effects of the changes in useful lives on campus recharge rates, an unintended consequence of the depreciation implementation.

Collins provided a brief overview of plans for the collection of summer enrollment data through the corporate student system. The expansion of summer enrollment is seen as a means of absorbing some of the increased student enrollment and increasing student throughput. Accordingly, summer enrollment will begin to be state-supported starting at three campuses in FY 2000-2001. Summer enrollment files similar to those required for normal quarters (or semesters) will be required beginning with summer 2001. This new requirement will have significant systems implications for campuses. Campuses will need to evaluate how their summer data is currently managed and develop new files (e.g., 3^rd week and EOT) for submission to UCOP. Summer quarter enrollment data specifications will be developed by a Systemwide committee and will be issued by March 1.

JOG
September 27, 2000 (Day 2)

Meeting Notes

Sautter Award

Call for submissions has been posted on the JOG web site at http://www.ucop.edu/irc/jog/sautterann.pdf

Hard copies are available from IR&C if needed. Submissions to IR&C, deadline October 31. JOG selection committee will review and select award winner and two honorable mentions. Committee members: Chuck Rowley, Glen Davis, Doug Hartline, Gary Foreman. Note: Chuck suggested that Cheryl Sautter, who is a budget analyst at Riverside, be invited to participate. Recognition/publicity still needs to be organized.

Action: JOG members to disseminate information about and solicit nominations for the award on their campuses. Selection committee to review submissions and meet by phone or videoteleconference in mid-November. Winnacker to coordinate.
IT Performance Measures

IT Performance Measures were included in the Partnership for Performance report to the Vice Chancellors-Administration. VCs recommended continuation of the initiative (staffing to be determined). IT Measures committee to review validity of metrics as implemented in 1999-2000: Elazar Harel, Ian Tuller, Dave Tomcheck, Jim Dolgonas, Martha Winnacker.

Action: Winnacker to reconvene Measures committee.
Instructional Technology Costing Study

Aggregate data was used to justify renewed budget initiative. Large gaps between needs and funding are validated by the study, but some anomalies were also apparent. The study is particularly useful in identifying operational cost centers, e.g., support staff, network operation costs, facilities maintenance. Fluid environment makes longitudinal comparisons and longterm goals difficult to formulate in some areas, particularly hardware (e.g., "high end" in 1997 is consumer standard in 2000). Some version of the study is worth repeating on less than an annual cycle, but methodology should be reviewed in light of experience. Re inquiry about data sources: equipment data is accurate to the extent local units input equipment acquisitions; higher inventorial threshold ($1500) reduces proportion of equipment recorded in system.

Action: JOG or subcommittee to reconsider approach to the study in Spring 2001. Winnacker to distribute data definitions as supplement to spreadsheets distributed at meeting.
Web advertising

This is a complex issue with multiple "owners" who need to collaborate to update existing policies to accommodate new technologies and evolving relationships. The policy does not "belong" to the IT function but requires IT input. Issue and policy analysis have begun in UCOP but requires further involvement by functional vice presidents before extension to campuses. Policy in this area may require Regental review.

Campuses are developing local policies/guidelines but these are not necessarily aligned with existing Universitywide policy. More work is needed to focus on areas where policy and practice diverge. The needs of self-supporting units need to be considered in policy development.
Business Officer Institute

Additional presenters are needed to ensure IT remains on agenda. Value of the meeting confirmed by attendees.

Action: Dave Tomcheck will present in December. In future, Santa Cruz, Berkeley, and Riverside will each supply a presenter for one session in appropriate (north/south) location.
Software licensing
SAS - Free software available for three-year term at next renewal for each campus (but not for DOE labs) in exchange for publicity regarding SAS-UC cooperation. SAS hopes for increased use in instructional programs.

Printing - Materiel Management is developing an initiative that will use a web site to transmit requests to printers. Project is being promoted to printing managers throughout the University. Project manager is: Paul Panganiban, Contract Administrator, UCOP, 510-987-0472. Project committee is: Sue Sheehan, Manager at UC Printing Services, chair; Dallas Johnson, Director, Service Enterprises, UCR; Debra Dorris, Manager, Purchasing, UCLA; Carolyn Hughes, Senior Coordinator, University Relations; Tamara Hedges, Manager, Reprographics, UCSF; Will Clipson, Manager, Computer Resource, UC Printing Services; Larry Fox, Manager, Imprints, UCSD.

Gartner - Individual campuses have separate contracts. A new model of Gartner pricing combines higher price with broader access to material through the Web. Review is appropriate to determine whether Universitywide subscription would be more cost-effective than individual subscriptions on selected campuses. A review of competitive offerings is also appropriate. The review is to be conducted by Jim Dolgonas, Paula King, Ian Tuller, and a Davis participant to be named.
IT Recruitment/Retention

HR/IT Workshop - Recruitment workshop in June was successful. Particular value was shared information that increased receptivity to innovation across campuses. Substantial interest in follow-up to address retention issues.

Action: IR&C to host retention workshop in November.

Parity increase - Allocations for 2000-2001 have been made. Problematic data to be addressed for next cycle. Local data surveys have been completed, but AVP Boyette has committed to working with IT to compensate for inconsistencies in local survey methodologies. JOG members need to work assertively with HR directors and Budget Officers on their campuses to ensure equitable distribution of funds. Interest in adding computer operators and preparing a successor IT parity initiative must be placed in context of and synchronized with strategic University initiatives to address needs of represented employees and other occupational areas where market pressures and employee concerns are strong. More emphasis is needed on non-compensation incentives, which can be a more significant factor in retention than recruitment. [Note: See September 26 news report of Berkeley Chancellor's $1 million workforce initiative at http://www.berkeley.edu/news/berkeleyan/2000/09/27/berdahl.html]

Management Workshop - Al Smith has developed an IT management workshop featuring James Champy (author: Reengineering management : the mandate for new leadership) and Bruce Rogow (Gartner) and including panel discussions with senior UC managers as well as opportunities for small-group discussion. The workshop was designed for UCLA with attendance limited to 40, but each campus may send one individual. Workshop is aimed at senior IT management. The workshop will take place on November 14-15 at UCLA; cost $225 plus travel/accommodation expenses. Invitations will be sent to JOG members in mid-October. For further information prior to invitation, contact Al Smith at (310) 206-6478.

Technical training - Al Smith is in discussion with UCLA Extension regarding development of an in-house technology training program for UCLA. Potential for exporting the model to other campuses or developing an expanded version that would accept multi-campus enrollments.

JOG-CPG Joint Meeting

Electronic Communications Policy

Notice to employees and employee organizations has been completed at all campuses but Santa Cruz. Intent is to issue policy early October. Campuses will need to develop implementing guidelines. As was done for Email Policy, UCOP will prepare its implementing guidelines for possible use as template; however, since there are few students and faculty at UCOP, such a model may not be appropriate for campuses. IR&C is preparing end-user highlights like the brochure for the Email Policy.

Changing technology, law, and business practice makes it necessary to review this policy frequently. Continuing comment and report on experience is needed.

Action:Place on agenda for the Policy/Security Officers meeting scheduled October 24. Send Policy/Security Officers membership list to JOG/CPG members. IR&C to keep both groups apprised of ECP status.

IR&C to reconvene Universitywide ECP task force in Spring 2001.
Public Key Infrastructure

Verisign contract signed and verbal approval for funding secured. Meeting to plan pilot implementation will take place in late October/early November. Current contract does not cover server certificates, but they can be added; note that campus organizations are securing server certificates independently. A parallel policy process is needed to address encryption and digital signatures, authorized by federal law (superseding California state law) effective October 1.

Action: Host implementation meeting.

IR&C to convene working group on digital signature and encryption policy once PKI certificate policy is issued.
GASB Depreciation Rules

Depreciation rates based on standard "useful life" established by Financial Management: buildings and structures - 30/32 years; infrastructure - 25 years; general improvements including telephone systems -15 years; equipment - 2-20 years depending on equipment classification. Routers may be considered equipment and the current life is 5 years; cabling may be considered general improvements or expensed. Software capitalization applies to externally purchased software @ more than $1500 per user and to internal software development projects @ more than $10 million. These accounting rules may affect recharge rates. However, the primary purpose is not operational but to support financial reporting and indirect cost accounting. Please see the text of specific Issue Resolution Memos (IRM's) for further information.

Action: Questions and concerns to Bill Campbell and Jim Dolgonas; if common themes emerge, they can be relayed to Financial Management.
IS-3 and IS-10

IS-10 (Standards for Software Development) was prepared in response to audit requirements. Needs updating.

IS-3 implementation needs continual monitoring.

Action: JOG/CPG members to review/comment on revised draft IS-10 when it is issued.

Campuses to continue implementation of IS-3.

Business Continuity

This project needs to be reviewed and revised. Some campuses developed usable templates for Y2K. May be assignable to another functional area.
CPG

CalREN 2 update

Dolgonas indicated that the operation of the network seems to have stabilized, with more time to plan upgrades carefully. The new ISP services should improve UC's ability to manage with ISP traffic reliably compared to last academic year. Single points of failure have been addressed.

North-South link - The first portion of the North South link (terminating in Sunnyvale) was being put into production shortly after the meeting. The link from Stockton to Sacramento, providing Davis two paths from the campus (the other being to Berkeley) was being delayed due to facilities issues associated with the shared facility (CSU, UCD, Cenic) in Sacramento. This portion of the link is not expected to be operational until sometime in the first half of 2001.

Digital California Project - UC received $32 million to implement networking between county offices of education or other county K12 sites and CalREN2. UC has contracted with CENIC to implement this capability. A Program Steering Committee, consisting of all stakeholders, has been formed to help provide input into the project. Jack McCredie has agreed to chair this committee.

CENIC Application Advisory Committee/campus visits - Rather than appoint a CENIC Application Advisory Committee to help encourage applications requiring CalREN2 networking capacity, Tom West, CENIC President will visit campus CIOs and discuss means of communicating the capabilities of CalREN2.

ISP billing - CPG requested that the 2001-2002 ISP billing be done monthly as soon as bills are received. After discussion, it was also agreed that UC would ask CENIC to develop a predictable flat rate charge, per fiscal year, for ISP charges. Note: this request was made to CENIC.

Video teleconference usage - A brief report was presented. From July 1999 through June 2000, the total administrative video teleconference sessions was 95; the total distance learning sessions was 546. Usage increased substantially between the first and second halves of the year, with administrative sessions rising from an average of 5.5 per month from July through December to 10.3 from January through June; distance learning sessions increased from an average of 23.3 per month in the first half to an average 67.7 in the second.

State Internet2 funding - The uses of State Internet 2 funding was discussed and the budget request for 2001-2002 reviewed.

Wireless - A UC-wide workshop on wireless was proposed. The purposes are to share information, identify opportunities for joint purchases, and determine if any policy issues need to be addressed at this time.

The benefits of standardizing language in telecommunications contracts was discussed.

Next meeting: January 30-31, UCSF

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Agenda Minutes Campus Reports	JOG/CPG Meeting September 26-27 2000, Irvine Minutes

	JOINT OPERATIONS GROUP September 26-27, 2000 Irvine MEETING NOTES Dolgonas introduced Bill Campbell, the new Associate Vice President for Information Resources and Communications and the University's CIO. Also introduced were Jim Davis, UCLA's new CIO, Larry Merkley, new CIO for UCSC and Karl Heins, new UC Office of the President IT Audit Director. Dolgonas provided the group with Universitywide highlights as follows: Student Services Task Force - a new task force has been commissioned by the President to develop a strategy for future delivery of student services. This group's work will parallel that of the New Business Architecture task force that completed the NBA report last July. Dolgonas represents IT on the Task Force, whose work is expected to be completed in the first quarter of 2001. Education Abroad - As part of the University's strategy for dealing with the 43% increase in students expected over the next decade, the University's study abroad program, EAP, is expected to enroll an increasing number of students. Dolgonas is assisting EAP to update its business and IT systems to support this growth and may request assistance from JOG members as the project moves forward. New Business Architecture -Two areas of the NBA have been identified by Vice President Mullinix for initial focus: E commerce and Human Resources. Groups are being formed to address these areas. JOG members expressed an interest in also addressing the IT issues and portal. IR&C will bring to the next meeting of the group an approach for addressing these areas. Systems Development Policy (IS 10) modifications - A number of comments from internal and external audit require changes to IS10. The policy will be broadened somewhat to deal with maintenance in addition to development and to address change management. A draft of the modified policy will be distributed to JOG for comment when it is available. CalREN2 connection to Mexico - Dolgonas shared with the group the recent connection of CalREN2 to equivalent network in Mexico, CUDI. UCSD has played a major role in helping make this interconnection. Publicity regarding this important connection is likely. UC Mexus - UC's budget includes substantial funding for UC Mexus, a program to increase research collaboration with Mexican universities. As part of this funding, a California House will be established in Mexico City, similar to that in London. The facility will serve as the Study Center for EAP, a "home base" for visiting researchers, a center for information about UC admission, and will enable the University to enhance its relationships with Mexican universities, government, industry and with UC alumni. $500,000 per year of new funding is being made available for collaborative research programs. NOTE: A call for proposals was released in December, 2000 and is available at www.ucr.edu/ucmexus/funding/index.htm Teaching and Learning Technologies - As a result of the President's interest in furthering the use of technology in teaching and learning, a new virtual Center is being established at UCOP to share best practices in uses of technologies in teaching and learning and to foster discussion about the use of IT for instructional purposes. Faculty will be involved in an editorial board. HR/Employee Systems Initiative Dolgonas reported that the earlier HR initiative associated with the PriceWaterhouse study in this area has been combined with the NBA HR initiative. Currently HR has the lead on this project. In the area of employee self service, the next Web based application will allow employees to complete their W-4's on the Web. This will be made available to the ESI committee for testing and review in January and will be publicized for widespread use approximately the end of February. After the W-4 application, an employment verification application will be released. An extensive "check stub" inquiry application will be developed after the employment verification, and may be made available in phases. The programming part of the project to add a Web interface to payroll inquiry screens is about to begin. The screens should be available for use by the end of the first quarter of 2001. Audit issues There was a discussion about campus experience with the PwC IT audit. Generally PwC seemed to do a good job, particularly given that it was their first year. It is expected that the audit will request campuses that do not have computer disaster plans establish them. Campus audit reports and the audit comments to The Regents are also expected to urge further implementation of the security policy, IS-3. Cost sharing & research systems Cost sharing and research systems remain an area of interest at the campuses. Dolgonas indicated that potential changes in faculty effort reporting regulations had delayed an effort to look at the potential development of new systems in this area. However, once the regulations are settled, IR&C will propose to Business and Finance management in UCOP that a joint meeting of IT and costing/cost sharing/research staff be convened to identify a system strategy for this area. Corporate data Collins gave an overview of the new Government Accounting Standards Board (GASB) regulations that require the reporting of depreciation on UC's financial statements. Significant changes in corporate data requirements will result from the regulations, as will changes to the useful life tables. Collins indicated he would share with JOG all of the Issue Resolution Memos dealing with the systems effects of GASB depreciation requirements. In addition, he reported on a September 12 meeting of campus IT staffs that reviewed the new corporate data requirements and announcement of a mid-October timeframe for the issuance of the new corporate systems specs. Discussion addressed effects of the changes in useful lives on campus recharge rates, an unintended consequence of the depreciation implementation. Collins provided a brief overview of plans for the collection of summer enrollment data through the corporate student system. The expansion of summer enrollment is seen as a means of absorbing some of the increased student enrollment and increasing student throughput. Accordingly, summer enrollment will begin to be state-supported starting at three campuses in FY 2000-2001. Summer enrollment files similar to those required for normal quarters (or semesters) will be required beginning with summer 2001. This new requirement will have significant systems implications for campuses. Campuses will need to evaluate how their summer data is currently managed and develop new files (e.g., 3^rd week and EOT) for submission to UCOP. Summer quarter enrollment data specifications will be developed by a Systemwide committee and will be issued by March 1. JOG September 27, 2000 (Day 2) Meeting Notes Sautter Award Call for submissions has been posted on the JOG web site at http://www.ucop.edu/irc/jog/sautterann.pdf Hard copies are available from IR&C if needed. Submissions to IR&C, deadline October 31. JOG selection committee will review and select award winner and two honorable mentions. Committee members: Chuck Rowley, Glen Davis, Doug Hartline, Gary Foreman. Note: Chuck suggested that Cheryl Sautter, who is a budget analyst at Riverside, be invited to participate. Recognition/publicity still needs to be organized. Action: JOG members to disseminate information about and solicit nominations for the award on their campuses. Selection committee to review submissions and meet by phone or videoteleconference in mid-November. Winnacker to coordinate. IT Performance Measures IT Performance Measures were included in the Partnership for Performance report to the Vice Chancellors-Administration. VCs recommended continuation of the initiative (staffing to be determined). IT Measures committee to review validity of metrics as implemented in 1999-2000: Elazar Harel, Ian Tuller, Dave Tomcheck, Jim Dolgonas, Martha Winnacker. Action: Winnacker to reconvene Measures committee. Instructional Technology Costing Study Aggregate data was used to justify renewed budget initiative. Large gaps between needs and funding are validated by the study, but some anomalies were also apparent. The study is particularly useful in identifying operational cost centers, e.g., support staff, network operation costs, facilities maintenance. Fluid environment makes longitudinal comparisons and longterm goals difficult to formulate in some areas, particularly hardware (e.g., "high end" in 1997 is consumer standard in 2000). Some version of the study is worth repeating on less than an annual cycle, but methodology should be reviewed in light of experience. Re inquiry about data sources: equipment data is accurate to the extent local units input equipment acquisitions; higher inventorial threshold ($1500) reduces proportion of equipment recorded in system. Action: JOG or subcommittee to reconsider approach to the study in Spring 2001. Winnacker to distribute data definitions as supplement to spreadsheets distributed at meeting. Web advertising This is a complex issue with multiple "owners" who need to collaborate to update existing policies to accommodate new technologies and evolving relationships. The policy does not "belong" to the IT function but requires IT input. Issue and policy analysis have begun in UCOP but requires further involvement by functional vice presidents before extension to campuses. Policy in this area may require Regental review. Campuses are developing local policies/guidelines but these are not necessarily aligned with existing Universitywide policy. More work is needed to focus on areas where policy and practice diverge. The needs of self-supporting units need to be considered in policy development. Business Officer Institute Additional presenters are needed to ensure IT remains on agenda. Value of the meeting confirmed by attendees. Action: Dave Tomcheck will present in December. In future, Santa Cruz, Berkeley, and Riverside will each supply a presenter for one session in appropriate (north/south) location. Software licensing SAS - Free software available for three-year term at next renewal for each campus (but not for DOE labs) in exchange for publicity regarding SAS-UC cooperation. SAS hopes for increased use in instructional programs. Printing - Materiel Management is developing an initiative that will use a web site to transmit requests to printers. Project is being promoted to printing managers throughout the University. Project manager is: Paul Panganiban, Contract Administrator, UCOP, 510-987-0472. Project committee is: Sue Sheehan, Manager at UC Printing Services, chair; Dallas Johnson, Director, Service Enterprises, UCR; Debra Dorris, Manager, Purchasing, UCLA; Carolyn Hughes, Senior Coordinator, University Relations; Tamara Hedges, Manager, Reprographics, UCSF; Will Clipson, Manager, Computer Resource, UC Printing Services; Larry Fox, Manager, Imprints, UCSD. Gartner - Individual campuses have separate contracts. A new model of Gartner pricing combines higher price with broader access to material through the Web. Review is appropriate to determine whether Universitywide subscription would be more cost-effective than individual subscriptions on selected campuses. A review of competitive offerings is also appropriate. The review is to be conducted by Jim Dolgonas, Paula King, Ian Tuller, and a Davis participant to be named. IT Recruitment/Retention HR/IT Workshop - Recruitment workshop in June was successful. Particular value was shared information that increased receptivity to innovation across campuses. Substantial interest in follow-up to address retention issues. Action: IR&C to host retention workshop in November. Parity increase - Allocations for 2000-2001 have been made. Problematic data to be addressed for next cycle. Local data surveys have been completed, but AVP Boyette has committed to working with IT to compensate for inconsistencies in local survey methodologies. JOG members need to work assertively with HR directors and Budget Officers on their campuses to ensure equitable distribution of funds. Interest in adding computer operators and preparing a successor IT parity initiative must be placed in context of and synchronized with strategic University initiatives to address needs of represented employees and other occupational areas where market pressures and employee concerns are strong. More emphasis is needed on non-compensation incentives, which can be a more significant factor in retention than recruitment. [Note: See September 26 news report of Berkeley Chancellor's $1 million workforce initiative at http://www.berkeley.edu/news/berkeleyan/2000/09/27/berdahl.html] Management Workshop - Al Smith has developed an IT management workshop featuring James Champy (author: Reengineering management : the mandate for new leadership) and Bruce Rogow (Gartner) and including panel discussions with senior UC managers as well as opportunities for small-group discussion. The workshop was designed for UCLA with attendance limited to 40, but each campus may send one individual. Workshop is aimed at senior IT management. The workshop will take place on November 14-15 at UCLA; cost $225 plus travel/accommodation expenses. Invitations will be sent to JOG members in mid-October. For further information prior to invitation, contact Al Smith at (310) 206-6478. Technical training - Al Smith is in discussion with UCLA Extension regarding development of an in-house technology training program for UCLA. Potential for exporting the model to other campuses or developing an expanded version that would accept multi-campus enrollments. JOG-CPG Joint Meeting Electronic Communications Policy Notice to employees and employee organizations has been completed at all campuses but Santa Cruz. Intent is to issue policy early October. Campuses will need to develop implementing guidelines. As was done for Email Policy, UCOP will prepare its implementing guidelines for possible use as template; however, since there are few students and faculty at UCOP, such a model may not be appropriate for campuses. IR&C is preparing end-user highlights like the brochure for the Email Policy. Changing technology, law, and business practice makes it necessary to review this policy frequently. Continuing comment and report on experience is needed. Action:Place on agenda for the Policy/Security Officers meeting scheduled October 24. Send Policy/Security Officers membership list to JOG/CPG members. IR&C to keep both groups apprised of ECP status. IR&C to reconvene Universitywide ECP task force in Spring 2001. Public Key Infrastructure Verisign contract signed and verbal approval for funding secured. Meeting to plan pilot implementation will take place in late October/early November. Current contract does not cover server certificates, but they can be added; note that campus organizations are securing server certificates independently. A parallel policy process is needed to address encryption and digital signatures, authorized by federal law (superseding California state law) effective October 1. Action: Host implementation meeting. IR&C to convene working group on digital signature and encryption policy once PKI certificate policy is issued. GASB Depreciation Rules Depreciation rates based on standard "useful life" established by Financial Management: buildings and structures - 30/32 years; infrastructure - 25 years; general improvements including telephone systems -15 years; equipment - 2-20 years depending on equipment classification. Routers may be considered equipment and the current life is 5 years; cabling may be considered general improvements or expensed. Software capitalization applies to externally purchased software @ more than $1500 per user and to internal software development projects @ more than $10 million. These accounting rules may affect recharge rates. However, the primary purpose is not operational but to support financial reporting and indirect cost accounting. Please see the text of specific Issue Resolution Memos (IRM's) for further information. Action: Questions and concerns to Bill Campbell and Jim Dolgonas; if common themes emerge, they can be relayed to Financial Management. IS-3 and IS-10 IS-10 (Standards for Software Development) was prepared in response to audit requirements. Needs updating. IS-3 implementation needs continual monitoring. Action: JOG/CPG members to review/comment on revised draft IS-10 when it is issued. Campuses to continue implementation of IS-3. Business Continuity This project needs to be reviewed and revised. Some campuses developed usable templates for Y2K. May be assignable to another functional area. CPG CalREN 2 update Dolgonas indicated that the operation of the network seems to have stabilized, with more time to plan upgrades carefully. The new ISP services should improve UC's ability to manage with ISP traffic reliably compared to last academic year. Single points of failure have been addressed. North-South link - The first portion of the North South link (terminating in Sunnyvale) was being put into production shortly after the meeting. The link from Stockton to Sacramento, providing Davis two paths from the campus (the other being to Berkeley) was being delayed due to facilities issues associated with the shared facility (CSU, UCD, Cenic) in Sacramento. This portion of the link is not expected to be operational until sometime in the first half of 2001. Digital California Project - UC received $32 million to implement networking between county offices of education or other county K12 sites and CalREN2. UC has contracted with CENIC to implement this capability. A Program Steering Committee, consisting of all stakeholders, has been formed to help provide input into the project. Jack McCredie has agreed to chair this committee. CENIC Application Advisory Committee/campus visits - Rather than appoint a CENIC Application Advisory Committee to help encourage applications requiring CalREN2 networking capacity, Tom West, CENIC President will visit campus CIOs and discuss means of communicating the capabilities of CalREN2. ISP billing - CPG requested that the 2001-2002 ISP billing be done monthly as soon as bills are received. After discussion, it was also agreed that UC would ask CENIC to develop a predictable flat rate charge, per fiscal year, for ISP charges. Note: this request was made to CENIC. Video teleconference usage - A brief report was presented. From July 1999 through June 2000, the total administrative video teleconference sessions was 95; the total distance learning sessions was 546. Usage increased substantially between the first and second halves of the year, with administrative sessions rising from an average of 5.5 per month from July through December to 10.3 from January through June; distance learning sessions increased from an average of 23.3 per month in the first half to an average 67.7 in the second. State Internet2 funding - The uses of State Internet 2 funding was discussed and the budget request for 2001-2002 reviewed. Wireless - A UC-wide workshop on wireless was proposed. The purposes are to share information, identify opportunities for joint purchases, and determine if any policy issues need to be addressed at this time. The benefits of standardizing language in telecommunications contracts was discussed. Next meeting: January 30-31, UCSF