Report to JOG
January 25, 2000

Records Management Projects - UCOP has three records systems projects underway. The Domino.Doc records project strives to offer departments on a recharge basis a filing and distributed document management system. The product will support collaboration, shared access and storage. After some staff turnover, which resulted in some delay, the project is underway. The second project is to upgrade the central records management application from Excalibur EFS to Retrievalware, a newer version of Excalibur's software. This is scheduled for completion in March. Last, a project to replace the Administrative Policy and Regents' Minutes databases is in development. Completion of the project will permit UCOP to discontinue use of the mainframe InfoData product, Inquire, used since the mid 80's.

Year 2000 - UCOP experienced no noticeable Y2k-related failures.

Pathways - The web-based undergraduate admission application system continued to grow in popularity. Online applications submitted last fall increased by approximately 75% over the previous fall admission cycle. An online Web-based FAFSA (financial aid application) system went live this month. The system uses the Pathways demographic database to prepopulate the US Department of Education's "FAFSA on the Web" instead of requiring that students re-enter personal information.

UCRS - The re-engineered process for Voluntary Disbursements (i.e., Refunds) is complete. This project created an IVR front-end for ex-employees to request refunds from their 403(b) and DCP accounts and automates the creation of payment transactions. Also, a new "Event Tracking" system has been developed. This system logs significant events such as a refund request or a refund payment plus the imaging of any document and has a Web-based query facility so that status on any process can be reviewed. A re-engineered system for processing Minimum Required Distributions is nearing completion for installation in February. This project included the development of a "Beneficiary Database" to be used for Benefits users to enter beneficiary information for all UCRS participants. A future use of the beneficiary data is to display information on the annual statements in order to keep the data current. The project to convert DB2 is on schedule, with an estimated completion date of Fall 2000.

University Directory - The system remains in production. Student data from 7 campuses is included. A web-based Universitywide directory inquiry application will be developed for locating individuals anywhere in UC.

Corporate Systems Upgrade - The financial data warehouse has been developed and year end data entered into the system. Monthly updates are awaiting complete financial data from one campus. Work is yet to be completed on defining a "managed reporting environment". Database design for the personnel portion of the data warehouse has begun.

Investment Accounting Systems - As a result of evaluating RFP responses, it has been determined that there are no commercial packages that perform the range of functions required by UC. Current alternatives being investigated are total custom development or a combination customization of a vendor system with custom development.

Risk Management - UCOP Risk Management has decided to replace the use of the claims administrator-provided applications with vendor systems. Migration to the new systems will occur between July and December. The applications will be operated in-house at UCOP rather than by an outside vendor.

CorporateTime - CorporateTime was selected as the calendaring system for UCOP. Approximately one third of UCOP staff are now using corporate time. Additional departments will be added over the next few months.

Migration to UCLA - Administrative Processing-UCOP management decided earlier this fiscal year to migrate its administrative services support (accounts payable, travel, general ledger, purchasing, payroll processing) from Berkeley to UCLA. UCLA will begin to provide services beginning July 1.

California Digital Library January Update - The January update of the CDL systems occurred as scheduled. Numerous new features were added, including the e-scholarship publishing system. SUN cluster technology has been adopted as the high availability UNIX environment for the CDL. Hardware purchases have been initiated and initial systems will be installed over the next few months.

New software management tools -Tivoli distributed management software is being acquired to monitor UCOP's IBM and SUN servers.