Communications Planning Group (CPG) Meetings
UCLA
Meeting Notes
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Agenda- Peoplesoft. IR&C has negotiated a systemwide agreement with very favorable terms that allows all campuses to purchase all Peoplesoft products. There is no requirement to use the agreement.
- SEVIS. IR&C has negotiated a systemwide agreement to purchase FSA Atlas from New Front Software, including add-ons and on-site training.
- CISCO. Cisco is giving UC a 40% discount. If UC does not reach $2.5M over two years, however, the discount decreases to 35%. The E&I purchasing cooperative is offering a 45% discount and 5% rebate. The question is whether there is an advantage to trying to maintain the 40% discount with Cisco, such as obtaining free consulting.
- Foundry. Discussions with Foundry did not result in an agreement.
September 24
JOG Meeting
AVP Recruitment
(Kris Hafner)
The consulting firm AT Kearney was selected to conduct a search for an associate vice president for IR&C. The recruitment schedule calls for interviews in mid November with an initial slate of candidates.
NBA Update
(Kris Hafner)
IR&C developed a funding request for the package of proposed NBA initiatives. The request was submitted to the president and the Budget Office and totals $7.5M, excluding funding for the UCOP data warehouse and PPS enhancements. These two projects will be funded by UCOP Human Resources and Benefits. JOG members will be asked to participate in any request to prioritize the projects. The effort reporting system is not part of the NBA funding request package; a separate request for funding for licenses and UCOP development costs in this area will be pursued.
NBA Components Update
Portal/Content Management (David Walker). Mark Askren headed a group that evaluated the portal RFPs and selected a product. In light of the current budget uncertainties, however, no award was given, and it is unlikely that funding will be available soon for portal and content management licenses. Jack McCredie encouraged the group to consider UPortal and find the best content management system to pair with it.
E-Procurement (Don Worth). Anne Broome has convened a Universitywide e-procurement group that hopes to leverage UCLA's work with Bruin Buy and Commerce One. The objectives of the project are to take advantage both at campus and systemwide levels of volume purchases, to control maverick spending, to streamline and automate purchasing processes, and to enable analysis of expenditures. A range of e-procurement solutions could be available, depending on campus need. For example, one campus might replicate BruinBuy in its entirety, while another could choose only to use the BruinBuy catalogs.
HRMS (Patrick Collins). An RFP will not be conducted for an HRMS until funding is secured for development of an HRMS/Payroll System interface.
ESI Project Status
(Jon Good)
PayAdvice will be implemented in October. The W4 calculator development work has been completed, although some issues surrounding how the IRS does these calculations need to be resolved. W4 modeling and pay modeling will be worked on next year.
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ACTION: IR&C will provide feedback about the status of the Web-based
merit/payroll inquiry system.
PKI
(David Wasley)
The PKI project has been deployed at UCOP and will be deployed soon
at UCI. The California Digital Library will initiate a pilot Shibboleth
project within a couple of months. Some problems have arisen with the
vendor, Verisign, and David Wasley recommends rebidding the project
when the contract expires in August. This would not jeopardize the work
done by UC in the front end-the registration process and desktop support,
for example. The vendor supplies the back end technology.
Elazar Harel initiated a discussion about whether the PKI project should be halted or redesigned, given the slow progress and the need to justify project funding. Karl Heins said the University should first resolve policy issues related to selecting security technologies before proceeding with installing various technologies that only a few applications may use.
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ACTION: A group will be formed to assess the business drivers
for the PKI project.
Course Management Systems
(Jack McCredie)
UCOP organized a systemwide meeting in March at UC Berkeley, at which
each campus presented its work in course management systems. The meeting
generated interested in pursuing cross-campus collaboration in this
area. A listserv was developed with subgroups in such areas as strategy
and policy, developers, and technical tasks. McCredie asked if such
efforts should be a function of JOG.
UCB is furthering development of CourseWeb, which generates a basic Web site for every UC Berkeley course. Permanent funding was not received for a course management system.
Business Officers Institute
(Pat LeCuyer)
Pat LeCuyer has formed a group to develop this December's IT presentation
at the Business Officers Institute: Mark Askren, Dave Tomchek, Chuck
Rowley, Gary Forman, and Kent Wada. Preliminary topics for the presentation
include the role of the central IT organization, portals and content
management, departmental systems, and IT related business officer roles
and responsibilities. JOG members suggested that the presentation include
discussion of IT policies at UC, and that URLs for campus resources
be provided for each topic so that attendees may obtain campus-specific
information.
Systemwide E-mail Addresses
(Patrick Collins)
The UC AFT (American Federation of Teachers) has requested e-mail addresses
of its members. UC has offered to give the union all the e-mail addresses
that are available in the database, which represents only 50% of AFT
members. It is expected that all unions will follow this example and
will ask for ongoing feeds of updated e-mail addresses. UCOP is faced
with the problem of how to collect the missing e-mail addresses. The
topic was discussed at the COVCA as well, and while the vice chancellors
would like to see the ability for systemwide communication developed,
they also wish to ensure that guidelines exist for such communication.
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ACTION: IR&C will regularly report to campuses about any missing
data in the feeds from the campuses.
Business Continuity
(Jon Good)
A subgroup of the campus controllers is working to develop a business continuity plan, which goes beyond IT disaster recovery planning to focus on actual business processes. The controllers have selected Payroll as the first of many business processes for which business continuity planning will take place. Campus IT staff will be involved in this local planning effort.
Internet Payment Gateway
(Jon Good)
UCLA is taking the lead in this area. It is anticipated that other campuses will be able to use the UCLA system within six months.
Digital California Project
(Jack McCredie)
The rollout of the Digital California Project (DCP) is affected by the $10M budget cut to the program. Advance payments by CENIC to telecom carriers are enabling the project to proceed as planned for a period of time. However, the current level of operation cannot be sustained beyond a couple of years without a restoration of funds to the budget. Currently, the DCP reaches 51 counties, which represent about 98% of the students in California. The small remaining percentage represents the population that is expected to benefit most from the project. Content is still being developed; discussions are being pursued to make California Digital Library content available through the DCP.
Enterprise Directory Project
(David Walker)
The directory presentation is posted on-line at http://www.ucop.edu/irc/jog/pres/directory/.
All campuses have different approaches for mapping people to information
directories. A systemwide directory would have a number of number of
uses, including identity services for systemwide applications (e.g.,
UC for Yourself, Benefits, systemwide library resources), production
of the systemwide telephone book, and a systemwide online white pages
service.)
CDL
(John Ober)
John Ober gave an update on the status of CDL projects. The new Melvyl catalog will roll out this fall, with parallel operations of the old Melvyl catalog running through June 2003. The CDL is relying on vendor databases for approximately 25 information sources. Locally mounted databases will no longer be available.
E-scholarship offers new ways for scholars to publish their work and UC is a leader in this area. E-print services are available to the UC community; organized research units in particular may wish to establish series of working papers and e-journals.
Campus Reports
Campus JOG reports are posted on-line at http://www.ucop.edu/irc/jog/sept2002.html.
September 25
Licensing Issues
Microsoft Campus Program (Jim Davis). UCLA is exploring pricing options with Microsoft for the Campus Agreement Program. UC's negotiating position may be strengthened if other campuses join UCLA, and if systemwide surveys are conducted to explore alternative technology solutions. Patrick Collins reported that UC spends $2M/year on Select, $1.2M a year through bookstore purchases, and $1.3M/year on products through Campus Agreements. Currently, 41 Microsoft Campus Agreements have been executed at UC, all of which are paying at the highest tier.
Other Licensing Issues (Patrick Collins)
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ACTION: IR&C will determine who at UCOP is responsible for coordinating systemwide SEVIS compliance issues. IR&C will explore PPS modifications to support SEVIS.
JOG/CPG Meeting
Report from Security Officers
(Kent Wada)
The IT Policy and Security Officers Group held a joint meeting with the IT auditors and plans to also meet with general and campus counsel and with campus emergency planners. Starting in 2003, the group will meet twice a year, using a format similar to the JOG/CPG meetings with a security focus, a policy focus, and a joint meeting.
HIPAA
(Ross Stapleton-Gray)
The current IS-3 policy meets most of the HIPAA requirements, although some attention should be paid to ensuring that there are no conflicts between IS-3 and HIPAA requirements. Additional HIPAA policy recommendations should cover such topics as secure e-mail messaging and secure information on laptops.
Policy
(Kris Hafner)
IR&C conducted a recruitment for a policy director and made an offer to a candidate, which was declined. The decision has been made to not launch a new search in order to provide flexibility for the new CIO, when hired. In the meantime, IR&C is coordinating a broad review of the policies under its purview, including the IS and RMP series. A high-level systemwide committee will be formed to prioritize needs for IT policy work coordinated by IR&C. A separate plan is being developed, in coordination with the systemwide Records Management Committee, to review and update the RMP series.
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ACTION: IR&C will request nominations from JOG for campus participation in the policy agenda group.
Systemwide Planning
(David Walker)
IT Capital Needs Task Force. The presentation on the IT
Capital Needs Task Force is posted on-line at http://www.ucop.edu/irc/jog/pres/budget/.
The task force is charged with finding a way to include IT infrastructure
investment in strategic planning. David Walker said the task force will
seek to identify the components of an IT infrastructure, assess development
and ongoing costs, and highlight the factors that influence ongoing
costs. Chuck Rowley said it is important to reach agreement about an
appropriate level of IT investment, before pinpointing specific projects.
IT Planning Group. The presentation on a proposed IT planning group is posted on-line at http://www.ucop.edu/irc/jog/pres/planning/. Discussion centered around the advisability of creating such a group. There was a general feeling that, to be effective, systemwide groups should focus on specific projects.
CPG Meeting
ONI
(David Wasley)
The Optical Network Infrastructure (ONI) is expected to be complete by April, at which point the entire network will be optically based. Most of the campuses are set to complete the last mile of ONI cabling. An aggressive deal was made with Cisco to provide the optical wave with access to a next-generation routing platform. The PacBell service will not be disconnected until the ONI is complete.
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ACTION: Campuses should send the invoices for the off-campus last-mile work to David Wasley, which will be paid by CENIC. David Wasley also needs confirmation from the campuses that they agree with the current plan.
H.323 Videoconferencing
(David Wasley)
Currently, videoconferencing is done via a virtual circuit on the CalREN infrastructure. A group called CalVIP is working to replace this system with video-over IP. CalVIP is composed of representatives from K-12 education, UC, and CSU. Roger Parker from CSU Hayward is chair. Tests on the replacement H.323 videoconferencing system have been successful. An RFP is being developed for a Web-based videoconferencing scheduling system, which will be operated by the CSU network operations center twenty-four hours a day, seven days a week.
Campus Reports
Campus CPG reports are posted on-line at http://www.ucop.edu/irc/jog/sept2002.html.