Office of Learning and Information Technology

UW System CIO Council

Thursday, January 20, 2011

Pyle Center, Madison

Attendees
Announcement
Provisioning and De-provisioning Accounts for HRS
HRS Deployment
HRS Supplemental and Shadow Systems
HRS Address of Record for Student Employees
Text to Speech and Open Records
UW Technology and Information Security Council
Hyperion
WiscNet Update
Procurement Update
Plans to Remove HRMS Module from CS9.0 Implementations
Document Imaging Demonstrations
Locations of Future CIO Meetings

Attendees

CIOs and their Representatives Guests

Nancy Crabb
David Dumke
Chip Eckardt by teleconference
David Faulkner by teleconference
John Krogman
David Lois
John McCarragher
Ed Meachen
Jose Noriega by teleconference
Kathy Pletcher
Elena Pokot
Stephen Reed by teleconference
Kay Schnur by teleconference
Ken Splittgerber
Mary Schoeler by teleconference
David Stack

Elise Barho
Ruth Ginzberg
Chris Liechty
Brendan McHugh
Paul Moriarty
Brian Remer
Michael Schlicht
Andy Taylor
Darlene Younger

Announcement

Ed Meachen announced that Janice Ward, the interim CIO of UW-La Crosse, will be leaving to become the CIO at a college in Mason City, Iowa.

Provisioning and De-provisioning Accounts for HRS

Darlene Younger explained that there is a new recommendation of 45 days for preserving employee access to the employment portal after they leave in contrast to the initial recommendation of at least two years. Once portal access is de-provisioned, an employee who wants their personal employment information would need to contact their former institution's HR office. The council recommended that the wording of the recommendation be clearer and that the information screens clearly direct people as to how to request their personal information.

David Dumke recommended that the de-provisioning access to the employment portal be done centrally, not at an institutional level because there are different practices and capabilities at each UW System (UWS) institution. For example, Elena Pokot explained that faculty and teaching academic staff are routinely granted 120 days of access to campus systems, such as email, during the summer even though most are technically not on contract.

The council discussed the difference between being in pay status versus actively working because some people take extended leave. On the other hand, John Krogman said there are cases where people should have access even while they are on leave. UW-Green Bay tracks the last day of work as well as the last day of pay status. Access policies are based upon the last day of work and drive automated de-provisioning processes. Mary Schoeler reported that UW-Superior has a field for "delete date" that the HR office fills in and automatic processes are based upon that date.

Darlene Younger also reported that there is a list of the fields that are necessary for provisioning new person, position and job records in HRS.

HRS Deployment

Brendan McHugh, the HRS deployment manager, reported that a communication plan for the deployment of the HRS system is being developed and the first round of the readiness assessment is underway involving all of the technical and functional teams. The readiness assessment will be repeated three times on a monthly basis. Cutover dates have been chosen for running the last payrolls with the legacy system and then shutting it down. The converted payroll data will be confirmed followed by a soft go-live of the new HRS system and then the release of the system to all of the global professionals. Rollouts of the various self-service functionalities to different employee groups at the UW System (UWS) institutions will be subsequently phased in.

After the HRS system is deployed, time and labor entries will be made through the new system instead of Kronos. Employees, including student employees, and supervisors will need training. This information has been distributed to the global professionals at the UWS institutions.

There are HRS Implementation Readiness Checklist Criteria (IRCC) for each UWS institution. The status of the various checklist items will be included on the Campus Coordination Scorecards.

HRS Supplemental and Shadow Systems

Darlene Younger and Elise Barho reported that the UWS institutions have been responding to previous requests for information regarding the status of their HR shadow systems. It is important that the institutional supplemental systems have owners and champions who ensure that the systems are getting fed the correct information before HRS goes live. To date, the HRS project has not received many requests for data from the Enterprise Performance Management data warehouse. Perhaps people at the institutions are not aware that they can have personal or supplemental system access to the data already. It was noted that some institutions may already be getting the information they need for their shadow systems from the Person Hub. The CIOs, CBOs and the HRS Site Leaders received a memo this week asking for the appointment of persons to be responsible for critical supplemental systems at the UWS institutions.

HRS Address of Record for Student Employees

Chip Eckardt inquired as to whether a student who updates their address of record in the student system will need to remember to also update it in the HRS system if they are also an employee. Elise Barho will look into the question.

Text to Speech and Open Records

Chip Eckardt reported that UW-Eau Claire employees have unified mailboxes that include both email and voicemail messages. The latest version of Exchange can translate voicemail to email with only about 75-80% accuracy. There is concern on the UW-Eau Claire campus that the inaccurate voice to text translations could be requested as an open record. Ed Meachen will speak with UW System Administration (UWSA) Legal Counsel. Elena Pokot reminded the council that open records requests flow through a person at each campus who could be made aware of the unique characteristics of these translations.

UW Technology and Information Security Council

Chris Liechty reported that the Technology and Information Security Council (TISC) will have its first meeting this afternoon. It is highly recommended that all TISC members also be members of the ren-isac email list. If they are not, info from ren-isac cannot be shared with the entire TISC group.

The to-do items for the TISC that were discussed at the last CIO Council meeting are:

  • Collecting UWS institutional policies for protecting restricted data and reporting those policies to Ed Meachen
  • Reviewing institutional progress on implementing Credential Assessment Framework level 2 (CAF-2) for those individuals who have access to restricted data for people other than themselves

John Krogman reminded the council that the intent is to implement InCommon Silver, which is nearly equivalent to CAF-2, but with the addition of an auditing requirement.

The relationship between TISC and the Data Privacy and Security Governance Group is in the process of being defined. The TISC will be a sub group to the Data Privacy group and will focus on technical rather than policy issues. David Stack recalled that an informal group of IT policy professionals led by Judy Caruso and Gary de Clute has been meeting since the last ITMC conference. The group is interested in developing recommendations for campus policy portfolios and offering sample policy templates. Stephen Reed reported that he had a conversation with Judy Caruso yesterday and will continue to work with her and TISC to align the purviews of the respective groups.

Hyperion

Andy Taylor reported that the current production version of Hyperion, 8.5, experienced outages last month and a work-around was deployed. Version 8.5 does not support Windows 7. The version which is currently undergoing testing, 11.13, does support Windows 7 and will be deployed shortly. Version 8.5 will be run in parallel for a portion of time.

WiscNet Update

Dave Lois distributed copies of the new WiscNet Strategic Plan. WiscNet's mission has been re-written in terms of connecting the world to Wisconsin and Wisconsin to the world. This is a unique role compared to other networks that serve the state.

The first goal of WiscNet for 2016 is to grow the people network, not just technology network. The power of community area networks (CANS) is getting people to work together to do new things. WiscNet is an organization of organizations, but nevertheless wants to connect with individuals.

The second goal is to grow more networks for Wisconsin. WiscNet is not the only network used by people and institutions in Wisconsin. Michael Schlicht described the build-out of network connectivity in different communities. WiscNet is a player in U.S. UCAN, the effort to connect community area networks that will bring the Internet2 backbone through Wisconsin. WiscNet will continue to engage with the private sector in these efforts.

Brian Remer described the ongoing work that is supported by the two federal grants that WiscNet received. One grant will help develop cookbooks and materials for building CANS. The second grant will install about 40 miles of infrastructure fiber through the state once environmental assessments are submitted to, and approved by, the federal government.

WiscNet's third strategic goal is to grow services beyond the network. The WiscNet model of collaboration can potentially be expanded to new services for members. WiscNet is open to ideas and suggestions.

The council applauded the forward thinking nature of the document and recommended its wide distribution to stakeholder groups at the UWS institutions and within state government.

Procurement Update

Ruth Ginzberg reported that there have been a number of complaints from both the UWS institutions and the technical colleges regarding OnPoint, the contract reseller for Microsoft products. Consequently, she has asked OnPoint to personally contact the software licensing staff at each UWS institution by June, as well as the CIO. She also explained that by the terms of the contract OnPoint is allowed to add 2.5% to an order if it is paid with a procurement card. Instead of using procurement cards or multiple, small purchase orders, purchasing agents can set up blanket purchase orders with OnPoint.

Currently, there is a price hold on Oracle licenses that will expire soon. Every year, the UWS has to true-up its usage of the Oracle contract products based upon student and staff headcounts. Ruth Ginzberg distributed spreadsheets with cost projections showing the consequences of different timings for purchasing additional licenses.

Plans to Remove HRMS Module from CS9.0 Implementations

Jose Noriega reported that UW-Parkside will soon stop using the Talent Acquisition Module and there are concerns about keeping the Human Capital Management module supported once Oracle stops supplying regular updates for Campus Solutions version 9.0 at the end of 2012.

Document Imaging Demonstrations

There are already three imaging products in use within the UWS. Before the demonstration of another product, the council would like to see requirements developed sometime after the HRS rollout. UW-Milwaukee will be working on requirements for its own campus and will share those with the council.

Locations of Future CIO Meetings

  • February 17th CIO meeting at Pyle Center
  • March, 17th CIO meeting at Pyle Center
  • April 21st CIO meeting at Pyle Center

Meeting dates, the directory of the UWS CIOs and meeting summaries are available at www.uwsa.edu/olit/cio.