Agenda Minutes Campus Reports	JOG/CPG Meeting Sept. 13-14 1999, Santa Barbara Minutes
	JOINT OPERATIONS GROUP September 13-14, 1999 Santa Barbara MEETING NOTES Greetings and updates UCOP retirements and departures include Senior Vice President Kennedy (September, 2000), Information Manager Director Judy Coy (December 31, 1999), and California Digital Library Technologies Director Joan Gargano (September 3, 1999). Recruitments are beginning or imminent, and no disruption is expected. Universitywide highlights An RFP will be released in Spring 2000 to replace the Melvyl union electronic catalog for UC libraries after consultation with a Universitywide development committee. IR&C now has responsibility for policies on records retention and disposition and has reconvened Records Management Committee to review policies and schedules and move toward more principle/function-based system. Committee recommendations will be reviewed by the Vice Chancellors-Administration (VCAs). JOG members may be involved as the committee consults with functional managers. Cisco has proposed a K-12 initiative to CENIC. UC has not taken a position as some aspects of the proposal are unclear. Campus reports [notes only for items not in handouts] UCSF Strategic planning is continuing despite uncertainties surrounding UCSF-Stanford. Programmer Analyst & CRM salary scales have been revised effective 10/1. LBNL The Laboratory is interested in UC bids to replace Litton for its IBM MVS processing. LANL Tom Brengle, formerly deputy director, has been named as Dave Seibel's successor and will attend the next meeting. UCR Kudos for a "spectacular performance" by UCOP people working on Riverside's payroll. UCM There is intense political interest in UCM. Carol Tomlinson-Keasey was appointed Chancellor; Jim Erickson from UCR will be Vice Chancellor for University Advancement; Ron Orcutt will move to Merced 100% by year-end as CIO. Recruitment for VCA is underway. A consultant is being sought to manage contract services. Faculty hiring will begin next year. Year 2000 Reporting Jim Dolgonas will testify at a 9/16 joint legislative committee hearing on Y2K readiness at medical centers and will submit a written Universitywide update to The Regents in October. After September, monthly tracking of non-completed systems will replace existing reporting template. Agency requests for interface testing should be evaluated case by case. Response to U.S. Secretary of Education Riley letter is advisable. Department of Education will conduct another survey. Emphasize (1) mission critical remediation and (2) contingency planning for mission critical failures. Action: Submit quarterly reports for September; prepare monthly reporting template for October and beyond. Internal audit Next phase will focus on contingency planning, which should be done late in the year when information on risks and likely failures is more complete. Audit will verify reported numbers. The definition of mission critical has been applied individually to each campus environment in consultation with functional managers. High-priority Universitywide systems have been tested on every campus. JOG members should be prepared for urgent last-minute requests for information. Action (in December): Prepare a new template for reporting problems in January. General Questions arise in assessing the risk of power loss in the absence of hard data from utilities. Assurances that the power grid is in good shape are probably valid. However, UC facilities departments are arranging generators for critical locations. Rolling problems should be anticipated as key function dates come up. No 9/9/99 problems were reported in UC. Contingency planning should focus on alternative business processes and assignment of staff on call prepared to solve problems as they usually do. Action: JOG members should communicate with heads of emergency response centers on campuses to clarify who owns emergency responses. Emergency response center heads will meet in October Campus reports cont’d UCSC Retention issues getting worse as Silicon Valley moves over the hill UCB Demand for central labs is growing, although 80% of freshmen have registered for in-dorm accounts and have their own computers. Administrive computing outsourced printing rather than invest $.5M in a capital upgrade; a service level agreement was concluded with UC Printing Services and 4 FTE transferred through a layoff procedure. External audit External auditors' questions about Y2K are not reflected in written comments, although significant Y2K financial commitments running into the fiscal year 1999-2000 must be disclosed. External auditors are concerned about security (NT passwords, disaster recovery, checkstock storage) and disaster recovery for highest-risk applications. Audit comments go to Regents ESI Self-service applications Winter 2000 release will include PIN reset and name/address changes (certificates will eventually replace PINs but initially either can be used). UCLA will pilot test beginning at the end of October. An RFP will be issued for helpdesk outsourcing to respond to problems users encounter. W-4 form changes will be implemented in March with a modeling tool for W-4 deductions to follow. Later phases will support checkstub-type queries. The second installment of ESI dollars will be distributed to Chancellors. ESI applications are central applications, with minimal customization by UCOP. Payroll GUI Phase 1 is close to turn over for programming but waiting for review of a 2nd-generation interface concept. The complexity of the HR system and union contracts is an obstacle. Technical issues requiring further discussion: OS390 web server and possible migration of base applications to Java. Consultant study The study is examining UC's long-term approach to PPS/HR systems and policies. Work is coordinated by the ESI Planning Committee and includes interviews at each campus. The resulting report will be reviewed in draft by the VCAs, the Planning Committee, and the Policy Committee. OS390 licensing. It has been suggested that purchasing and renewals be coordinated and that alternatives to CA be explored. Y2K work will provide a good inventory of systems. It appears unlikely that UCwide contracts will be beneficial. Action: Review products for commonality. UCOP send template to collect information on products in use, monthly cost, contract end date Oracle has proposed a Universitywide license (without DOE labs). Value to UC depends on comparison with current number and value of Oracle licenses. A UC-CSU license might be of greater interest. Action: UCOP send campuses usage information. Instructional technology costing study An update is planned for completion this year. JOG members should inform Jim of potential issues or problems. UCOP will need help to update information from 2 years ago. IT departments benefit from the associated education on campus about support costs. Campus contacts: Paula King, Don Worth, Gary Foreman, Bill Parker, Glenn Davis, Ron Orcutt, Chuck Rowley, Jack McCredie. Budget Officers should be included in the work group, as they may provide much of the data. The study will update the 1997 model only as needed; new cost elements will need to be added for PKI as part of the cost of doing business. Action: UCOP convene kickoff meeting soon. Measures Follow up on interest in revisiting measures expressed at last meeting: Kris Hafner will do some of the staff work. Action: UCOP convene a meeting. Parking lot Ecommerce Issues: (1) Policy and business practices. Third parties want to help UC sell products on the Web, often offering free or reduced-price services or downstream payments in exchange for advertising and exclusive contracts. Some academic units offer direct links to commercial vendors from course home pages in competition with campus bookstores. The policy implications have not been thought through. What is role of IT? What is UC policy? Issues include advertising; use of University name; standards for UC ecommerce web sites. UCOP should establish what is prohibited by University policy and what is left to campus discretion. These are business rather than IT issues, but they overlap Acceptable Use Policies and IT needs to be involved. A cross-functional working group including IT should be established. Business and trademarks people need IT advice. Action: IR&C will draft a document for review and further development by IT, business, University relations, and trademark functions. IT issue: technical standards for ecommerce sites that collect payments and personal information. Guidelines are needed. Action: A working group will be formed. Notify Martha (martha.winnacker@ucop.edu) if you want to participate. Advertising: Campus discussions of these issues take place in the context of web policies, but other policies often govern and it would not be constructive to overload the ECP. Some of the issues, especially regulation of advertising, have been addressed in policies for other media, e.g. campus print publications. The most efficient vehicle for addressing these issues is the BFB. Action: Convene a UCOP working group to focus on Web advertising in a short time frame. Membership should include business, counsel, student affairs, IT. Charge should be narrowly focussed to lead to guidance. Future JOG agenda issue: Who is responsible for content of home pages/subordinate pages? JOINT OPERATING GROUP/COMMUNICATIONS PLANNING GROUP JOINT MEETING September 14, 1999 UC Santa Barbara MEETING NOTES ECP The draft ECP is out for "administrative review," with comments officially due October 30. The deadline has been unofficially extended to November 15 [the Academic Council has requested additional time; comments will be reviewed in December]. The draft was sent to the Academic Council as well as Vice Chancellors. Action: JOG members send a summary of their campus review process to Martha. Authentication Update: A preferred CA vendor and second choice have been selected, contingent on contract negotiation. Rollout is expected approximately 1/31/00. Implementation will rely on an LDAP server at UCOP. Phase-in will begin with the lowest level certificates, since these can be obtained online. Each campus should issue at least 100 certificates by June 30, with priority to faculty and students, at a charge of $5/seat. The first needs are for CDL licensed material. Certificate-aware applications should be promoted to foster user acceptance. The employee self service applications are certificate aware. Issue: Trust model. Until an education root authority emerges, UC will be its own root authority. Concurrent campus infrastructures are desirable where feasible (e.g., LDAP server) but not prerequisite for rollout. Action: An implementation meeting has been scheduled on October 11 at the Oakland Airport Hilton. Each campus is invited to send 5 people. Issue: Role of work group. The work group should be put on hold for six months during the focus on implementation and reactivated in six months with a new charge. The work group has been one of JOG’s achievements, and members should be formally thanked. Issue: Faculty want to be able to use encryption. Recruitment/retention Parity HR assessed lead/lag IT salaries and obtained a 5% increase in UC budget for IT salaries. Calculation methodologies were inconsistent. JOG members should seek input into data gathering for next cycle. Allocations to campuses were based on titles with reported lags but can be applied more broadly. It is prudent to hold back some funds for represented titles. Managers are responsible for deciding how to use this tool. Watson Wyatt follow-up Statement on portable benefits: a joint JOG-HRD letter to SVP Kennedy should endorse the principle of choice but not prescribe a specific program. Action: Draft letter on portable benefits. Internships: This would provide Universitywide leverage . Recent graduates say UC does not reach out to them through campus career centers, although many good employees are UC graduates. A cross-campus program would counter this perception. Funds must include provision for trainers as well as interns. A formal training program should be included. Contracts should require a service commitment in exchange for training. UC branding: IT and HR should invest jointly in creating an image at the campus and Universitywide level. For career path purposes, policies against internal competition need review. Emphasize UC participation in world class projects (e.g., CENIC, CDL) and UC as an innovator in information technology. Care should be taken not to dilute UC character. Master recruiter contract: This would provide incentives for the preferred recruiter. Management training institutes: There is a need to take seriously the importance of learning and teaching management skills to maintain a continually improving internal work climate. This should be viewed as a tool for recruiting technical people into management and reducing the frustrations of technical managers. Action: Convene work groups in each area; participants can be staff rather than JOG members. Inform the HRDs, who meet in October, that JOG has had this discussion. The Watson Wyatt study can be copied for management. NEXT MEETING: UCSC, January 25-26