Report to JOG
September 13, 1999

Records Management Projects - UCOP has three records systems projects underway. Domino.Doc will be offered to departments on a recharge basis to provide distributed document management services. The product will support collaboration, shared access and storage. A phased implementation is planned starting in January 2000. The second project is to upgrade the central records management application from Excalibur EFS to Retrievalware, a newer version of Excalibur's software. Negotiations are underway with Excalibur for the purchase of the software and migration services. 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 - Work on Y2K continues. Time machine testing of the Melvyl system was completed. Time machine testing of the live payrolls was also completed. Final testing of the Treasury systems is nearing completion. Work is currently underway to perform a test of electronic deposits to Wells Fargo and the ACH system. These tests are scheduled to occur in late September.

Pathways - Final modifications and acceptance testing are underway for the Fall 2000 application cycle. The online web FAFSA project is underway and will be available for use in January 2000.

UCRS - The re-engineered process for Voluntary Disbursements (e.g., 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. The project to convert DB2 is on schedule, with an estimated completion date of Fall 2000.

University Directory - Agreement has been reached with the Registrars with regard to data to be supplied. The first student data is planned to be added to the system in October. The telecom directory interface file is in production for 7 campuses and UCOP.

Corporate Systems Upgrade - Work continues on the new financial data warehouse. Final 1998 data has been loaded and performance testing is underway. Final 1999 data will be loaded this month and user training will be begin. Work is yet to be completed on defining a "managed reporting environment". Database design for the personnel portion of the data warehouse will begin in the next month or two.

Investment Accounting Systems - Major enhancements to the Endowment System to support two new functions, Total Returns Payout and Cost Recovery Assessment, were completed in July. Final Y2K time machine testing for the TIS and GL systems is nearly complete. An RFI was issued for a system or systems to replace the various components of investment accounting and vendor presentations are being made this month. If it appears that there is a possible vendor solution, an RFP will be issued.

UCR Payroll System Migration - The UCR system was successfully migrated to UCOP at the end of January. Subsequently, modifications were made to support the new UCR accounting structure.

Extensity Travel System - UCOP continues to be interested in implementing Extensity.

Risk Management - IR&C is assisting Risk Management with two projects. The first is to migrate from a nonY2K compliant version of the system to a new compliant version. The second is the selection of a new system for implementation during 2000. After an RFP, the search for a system has been narrowed down to two systems. A final selection should be made within 90 days.

CorporateTime - CorporateTime was selected as the calendaring system for UCOP. Migration from Meeting Maker to CorporateTime was completed for IR&C and a few other departments in August. Rollout to other departments will occur over the next couple of months.