UCOP Report to JOG/CPG
January 14-15, 2003
 

 

    Undergraduate Admissions - Close to 69,000 undergraduate admissions applications were submitted online via Pathways for the Fall 2003 admissions cycle, accounting for approximately 69% of all applications received. The number of online application submissions increased more than 60% from the Fall 2002 admissions cycle. Over 10,000 of the Pathways submissions resulted from the 25,000 applications pre-populated with data from the Eligibility in the Local Context (ELC) program. A new Work in Progress data collection site, which enables transfer applicants to bring coursework information up-to-date (a post-application requirement), went into production last week for the Fall 2003 admissions cycle.

    Payroll

      Payroll System Web Entry/Update Enhancements - Although funding for development of further Payroll System Web enhancements has not been forthcoming, we are maintaining momentum on the project by using existing resources as available to begin a small prototype of the Web Entry/Update application. The collaborative model used to develop the Web Inquiry screens was quite successful, and we will use this same model for the Web Entry/Update enhancements.
      We also are planning to resume the Payroll Technical Committee meetings, beginning in late February or early March. We will seek suggestions from the technical staffs for keeping the Web entry/update enhancements project moving, pending future funding.

      Payroll System Web-based Merit Subsystem - Testing of the second phase of Web-based merit is underway. The Web-based merit application provides for the ability to do "across-the-board" increases. (A paper about development of the merit subsystem was prepared subsequent to the last JOG meeting and may be found at http://www.ucop.edu/payroll/documents/Web_based_payroll_strategy.pdf)

      Payroll System Benefits Changes - Extensive payroll system changes that reflect benefits programs changes for 2003 have been completed and released to the campuses. Open enrollment was completed and processed as scheduled. Work continues on a few follow-up items regarding these benefits changes.

      Payroll System HR Initiative - Work continues on the project to expand the available number of appointments and distributions in the payroll system.

      Payroll System Special Compute - Work has begun on a "special compute" process to handle high volume final payoffs under the 72-hour mandatory pay rule. An example of such a period would be 6/30, when a large number of teaching assistants, lecturers, and other employees generally end service and must be paid within 72 hours of the end of their employment period.

      Conversion from SSN to ID Number - In early November an id number conversion for UCSC was performed, changing the social security number (SSN) to a randomly assigned number prefixed by a '7' (the campus number).

    UCRS - The DEPCARE system has been replaced with a vendor-provided service, which provides a tax-deferred option for both Dependent Care and Health Care spending accounts.
          The BENCOM/WEB system was given a new name, Your Benefits Online, and a new main menu, which acts much like a portal in that it customizes itself to each individual user.
          Benefits’ FileNet system was drastically upgraded to include a new server, upgraded software, and a new juke box.
          The implementation of the Print/Fax subsystem was completed. This system is used by all Web and client/server applications to print documents to be mailed to employees or fax them directly to the employee.
          Report Distribution for all Benefits reports was implemented, eliminating much (and eventually most of) paper printing for the HRB department.

    Employee Systems Initiative - The pay stub inquiry functionality was deployed in UC For Yourself (UCFY) in October, providing Web access to employees of their own pay stub data. During the month of November, there were 7,000 unique sessions in which this feature was accessed, with that number going to 8,000 in December. The UCFY help desk and administration features have been moved from NetDynamics to WebSphere. The W4 Calculator feature of UCFY has been developed, is currently in testing, and is scheduled for deployment later this month. Also scheduled for deployment later this month is additional W4 support for non-resident aliens.

    Interlocation Transfer of Funds - For the Systemwide Budget Office, development of a Web-based Interlocation Transfer of Funds system will be implemented immediately following campus Budget Office training that takes place later this month.

    GASB Projects - New systems for entry of hand-posting journals (the Financial Journal Entry System) and consolidated financial reporting were used for the first time this past fall to facilitate the preparation of the University's annual financial statement under new GASB regulations. The campuses’ use of these systems was successful and the financial statements were prepared on time. UCOP Financial Management is exploring possible enhancements to the system for the 2003 financial reporting cycle. In addition, planning is underway for further changes mandated by GASB rules for foundations, which take effect in 2004.

    Corporate Systems Upgrade - Added to the data warehouse this quarter were the student data reflecting the Undergraduate Longitudinal Analysis Database as well as additional data on Academic Personnel and on the Title Code. The data for the subject areas of Graduate Longitudinal Analysis, Corporate Staffing, and Contracts and Grants are in process (analysis and validation).

    Investment Accounting Systems - The project to replace the existing investment accounting system with new systems is proceeding. Modules for the remainder of short-term investment pool and endowment pool processing have been specified and are currently scheduled for implementation in spring 2003.

    Records Management System Replacement - In mid-September, the implementation of a new records management system was completed. The UCOP “Document Central” records collection consists of UCOP executives’ correspondence and since 1997 had used Excalibur’s EFS (“Electronic Filing System”) to capture (scan), retain, and search over 300,000 documents dating back to 1983. EFS was a client-server application running on AIX. Records from the old system were migrated from Excalibur’s proprietary EFS database to a Sybase database. The front-end scanning and indexing capabilities that had been provided from within EFS were replaced by Kofax Ascent Capture v. 5.51, which runs on an NT server. Documents are now uploaded from Kofax Ascent to Sybase and indexed with Convera’s RetrievalWare software. End users can access the system through RetrievalWare’s Web-based “SmartSearch” interface, which incorporates concept/semantic search techniques.

    Inter-campus Summer Enrollment (ISE) System - A new system has been developed to support the exchange of summer enrollment information between UC campuses for UC students attending summer classes at another UC campus. Web browser and ftp access by the Financial Aid offices at each campus is provided by this system. A pilot test of the system will begin in January, with deployment of the system scheduled for March.

    Enterprise Directories – The people responsible for campus directories are progressing toward the creation of a systemwide enterprise directory and are assessing potential interoperability issues among the campus directories.

    Identity Management and PKI – The advisory group discussing identity management and PKI has met twice and has yet to complete its recommendation. In general terms, it is recognized that PKI plays a unique role in certain critical scenarios but that products are not yet mature enough to warrant broad use. The advisory group plans to recommend a phased rollout targeted at application areas where the technology can be of significant benefit to UC.

    Portal and Content Management Software – Funding has not been forthcoming for this software, and the bids have expired. Both uPortal and a developing open source content management system are being examined as an alternative to a commercial offering.

    Course Management/Learning Management Software – We are working with Academic Initiatives to make progress on the action items listed in the report from the March meeting on course management programs. An emphasis will also be placed on interoperability with digital library resources in the CDL.

    Information Technology Infrastructure Task Force – Membership has been identified, representing campus CIOs, budget officers, and administration. The first meeting is scheduled to occur in February. The group's mission is to develop a framework for assessing long-range resource requirements and investment/funding strategies for information technology infrastructure on a systemwide basis.

    IT Policy Advisory Group – IR&C convened a meeting on December 6, 2002, to discuss IT policy development requirements with representatives of UCOP and campus academic and administrative leadership. The group discussed a wide range of issues related to

    • access to and use of electronic information and information technology resources within the University,
    • personal privacy protection (the capture and use of personal information), and
    • information security requirements, standards, and practices.
    The meeting provided a forum for gaining a better understanding of these issues and for prioritizing them in order of importance for policy development efforts led by UCOP.
          An allied activity to the IT policy effort is the major reorganization and revision of the Records Management Program (RMP) series of Business & Finance Bulletins, which IR&C will undertake with the assistance of the Universitywide Records Management Committee. One FTE has been devoted to this project for calendar year 2003. The effort will be closely coordinated with IT policy development, as many of the topics intersect with IT issues. (The RMPs are referenced often in ECP and BFBs IS-3 and IS-10.)

    Review of UCOP Departmental Computing Services – UCOP Internal Audit has recently completed two reviews of departmental computing activities within UCOP: system maintenance activities and IT operations. Both reports highlight the growth of departmental computing, including application and file/print servers managed by department staff. In light of budget constraints, and increased concerns about information security, these recent reviews suggest that the current model of distributed support for servers, LANs, and workstations has resulted in a high cost of service (relative to industry averages) and, in some cases, a lower quality of service. IR&C is in the process of identifying opportunities for new and expanded service offerings to UCOP departments to lower both the risks associated with departmental systems and the total cost of supporting departmental computing platforms across UCOP.

    Computer-Based Training – IR&C launched a new Web-based training service for UCOP employees in January 2003. The product we are using is called MySmartForce – an Akamai-hosted solution from SkillSoft. Over 300 courses are offered and employees can take the courses from home or office 24/7. About 85% of the courses are IT-related but we expect to add more business skills courses as SkillSoft makes more of its courses available on the MySmartForce platform.

    SEVIS Update – On Wednesday, December 11, the INS released final rules on SEVIS. One major change is that the deadline for institutions to enter all international students in to the system was changed to August 1, 2003. Institutions must still register and begin using the system for new students by January 30, 2003, as well as for those students who need new documentation due to a change in "status" after January 30, 2003.
          The following information and resources may be of interest. The Systemwide SEVIS coordinator, Annik Hirshen, may be reached at 510-987-9210 or annik.hirshen@ucop.edu. The UC systemwide SEVIS working group met on October 23-24 in San Jose to discuss issues and progress. Notes from this meeting may be found at: http://www.ias.berkeley.edu/siss/hurricane/sissworkingpapers/index.htm
    Documents covering the final rules may be found at:

    UC Berkeley SEVIS site: INS SEVIS site:

    Disaster Recovery – A successful test of the OS/390 and VM operating systems was conducted at IBM’s disaster site in Boulder, Colorado.

    Videoconferencing – An H.320 to H.323 gateway has been installed, tested, and used successfully. A new consortium, California Video over IP (CALVIP), has been formed to address H.323 implementation or all segments of public education. Consortium membership includes CSU, UC, community colleges and K through 12. CENIC also is involved. ONI is scheduled for implementation in approximately one year and will not support H.320 protocols. The objective of the consortium is to convert to H.323 for videoconferencing and streaming applications within one year.
          CalVIP issued an RFP for multipoint control units, gatekeepers, gateways and a scheduling system in November and began the evaluation of bids in December. Five proposals were received. Two vendors have been asked to provide equipment and software demonstrations which have been scheduled for January 14th and 21st.

    Licensing –
          NewFront – All the campuses plus Berkeley Extension, UCLA Extension and Riverside Extension are now participating in the NewFront Agreement.
          Cisco – Cisco is offering a promotional discount of 45% on all purchases made directly from Cisco through January 31, 2003. (Please note that the 45% discount must be indicated on the purchase order.) Additional special promotions are being explored with Cisco and should be announced soon. Our research into the E&I/IBM program, which offers a 45% discount, is almost complete. We have compiled a document that describes many of the details of this program.
          Oracle/Steltor – Oracle has agreed to honor UC’s existing agreement which provides any number of server licenses, CorporateTime, the Mac Client, Motif, and the Outlook Connector at $17 per client. Student licenses are provided for the Web Client at no additional charge. Corporate Sync (for Palm Pilot synching) is an additional $2 per client.
          Sophos – Due to a large purchase by UCLA, which brought UC’s volume to the 200,000 unit discount level, Sophos is now available for $.70 per Email address.
          Legato – The UC Legato contract expired on December 27, 2002, but we have received a maintenance extension through January 24, 2003. We are in the midst of negotiation on ongoing maintenance for existing products as well as purchase terms for new products.

    Systemwide Phone Directory – In December the 2002-2003 UC Phone Directory was printed. Approximately 30,000 copies were distributed to the campuses in early January.

    Systems/Servers and Infrastructure – IR&C is completing the conversion to DB2 Version 7 and will begin a conversion to z/OS and CICS/TS.

    [ Back to JOG Home ]
    Last updated January 15, 2003