Office of Learning and Information Technology

UW System CIO Council, 1/18/2007

University of Wisconsin CIO Council Teleconference

February 15, 2007

Attendees

Oracle database maintenance renewal process

Daylight savings time update

Common Systems update

DOA cell phone and smart phone RFI

UPK follow-up discussion from Collaterals

OLIT staffing and organization

Advancing Networks

Next meeting

Attendees

Due to the nature of the teleconference, the following list may not be complete.

CIOs and their Representatives

Guests

Mark Anderson
Nancy Crabb
Dick Cleek
David Dumke
Ann Marie Durso
Jack Duwe
Chip Eckardt
Ken Frasier
John Krogman
Bruce Maas
Ed Meachen
Kathy Pletcher
Elena Pokot
Ken Splittgerber
David Stack
John Tillman
Doug Wahl
Lisa Wheeler

Lorie Docken
Doug Flee
David Hart
Mary Alice Muraski
Paul Moriarty
Lori Voss

Oracle database maintenance renewal process (Lorie Voss and Doug Flee)

As of next week, the UWS will be in the last year of its 10-year contract with Oracle for database and application server products. The current contract's cap on maintenance costs will be expiring. The challenging question is which products will be covered in the future. Some of the original products have dropped off the contract or turned into other products. There is also the question of which items are now separate products versus features of other products. There has been an audit every other year of faculty, staff and student headcounts and research dollars for readjusting the contract's maintenance and license fees. The research dollar provision has had a particular impact that has been difficult to predict.

Lori Voss and Doug Flee would like to form a small UW team to examine these issues for a couple months and make recommendations to the CIO Council for at least the next five years. A comparison between the current Oracle product set and the products on the current license would provide a good starting point. There is not a comprehensive list of what each institution has purchased or is currently using. Future options include unlimited licenses for some products and perhaps more limited licenses for others that are not used at all of the UWS institutions.

Jack Duwe volunteered Ron Kraemer because of his work on middleware and development tools. UW–Milwaukee will have a participant. Elena Pokot will see if Tom Jordan is interested. Suggestions for other volunteers should be sent to Lori Voss.

Microsoft (Chip Eckardt and Lori Voss)

A small team has been compiling a list of what products the campuses have rights to. Lori Voss hopes to retain the spirit of the original license, which was to have access to the latest products at a predictable price. She will engage other campuses and EDUCAUSE.

Chip Eckardt will initiate a Microsoft technical group that will meet primarily by teleconference and will discuss topics such as activation options. Microsoft may be invited to participate on some of the calls.

Nancy Crabb inquired about the effort to count products for the settlement of the class action suit. Lori Voss explained that the working group has met with Legal Counsel to discuss the validity of a proposed approach. The structure of the Enterprise Agreement required the declaration of both Windows and Office product counts as of 1999. Using this number, will hopefully the need to count purchases from 1993-1999. The Enterprise agreement ended after the period of the suit, which should help determine the counts of the Office products. What is missing is a count of the additional Windows licenses that came with PCs purchased from 1999 forward. Some good hardware purchase data has been received from Dell and the IBM reseller. Once the data is in presentable form, it will be distributed to the CIOs, CBOs, Provosts and Purchasing contacts in the near term.

Daylight savings time update (Doug Flee)

The problem space is different for each of the Common Systems, e.g., PeopleSoft requires Java patches and Kronos requires an application patch and a new workstation version. The issues are being taken seriously for each system and the necessary work is either completed, or scheduled. In all cases, patches for the respective operating systems will be done at DoIT.

Chip Eckardt reported that patching Microsoft Exchange requires a three step process that must be undertaken in the correct order. UW–Eau Claire and UW–Whitewater will be updating live systems.

Common Systems update (Ed Meachen)

Lorie Docken and Lori Voss have been working on the HR/Supply consulting services RFP. Potential vendors will be interviewed next week. The CSRG authorized a contingency fund for exploring pre-implementation consulting services forboth of these systems. Few, if any, of these funds have been spent in the first 3 quarters of the fiscal year. It will be up to the CSRG to decide whether these funds will be rolled over for these same purposes when the 2007-08 and 2008-09 CSRG budget presentations are made in March. As a result of these two potential consulting engagements, multi-year implementation plans will be drawn up for projects. One variable is whether the implementations will begin immediately or if there will be a gap of several months.

As an aside, the new DOA Division of Enterprise Technology CIO, who will start on February 23, is Oskar Anderson.

A small working group has been set up with OCER to keep them informed of what is developing on the UWS HR project. They may want to have at least an observer on the UWS fit-gap analysis and initial project.

UW–La Crosse and UW–Stout are both interested in determining their readiness for implementing Oracle/Peoplesoft student administration. An RFP is out and consultants will be interviewed next week.

A new project has been identified for Common System security, identity management and a data hub. A project proposal will be developed.

The CSRG has decided to look at budgets for the next two years via a new process. Sponsors for new and existing projects have been asked to provide two year budgets by February 26th. Presentations will be made on March 7th to a small working group. The full CSRG will meet on March 22 - 23 to formulate a budget for the next two years. Even though Oracle database license is not part of the Common System pool, projected maintenance costs will play a role in the discussion as the maintenance is allocated back to the UWS institutions.

DOA cell phone and smart phone RFI (Lori Voss)

Little is known of the status of these negotiations and whether or not something markedly different from the current contract is in the works. DOA has had a smart phone contract for some time, although it hasn't always been very helpful to the institutions. It takes several weeks to get waivers to purchase more reasonable.

Bruce Maas said there is a compelling business case to be made in terms of support issues and security risks that will result in costs to the institutions. LoriVoss, Bruce Maas, and Katie Eisenberg will call DOA to get additional information about the RFI.

UPK follow-up discussion from Collaterals (David Hart)

The Oracle User Productivity Kit is a training application for all Oracle/PeopleSoft products. The UWS has 10 licenses for developing training materials. Another 10 licenses will be purchased within the next two weeks. The outstanding issues are how many licenses will be needed across all of the different applications and how can training be developed that will meet the needs of most UWS institutions for Common Systems?

A working group is being established to discuss these issues with the Oracle UPK product manager. It is important to establish up-front standards regarding what will be common across the UWS, e.g., UW–La Crosse and UW–Stout will be blazing a new trail in regard to process re-engineering with Student Administration.

Ann Marie Durso reported that UW–Parkside was interested in using UPK for their recent upgrade, but there were concerns about how widely it could be used and the lack of content for the student system. Lorie Docken said she is working with DoIT to get the content loaded. The distribution of the developer licenses will be one of the primary questions for the working group. There is also a need to make the tool work similarly across different applications.

OLIT staffing and organization (Ed Meachen)

Lorie Docken is the new UWS project director. The short term plan is to replace her with Paul Moriarty, who will move to full time for perhaps six months. The longer term proposal is to hire two full time people: a professional librarian for the UWS library initiatives and another individual to work on budget, financial analysis, audits and some of the other functions that Lorie performed.

Advancing Networks (Chip Eckardt)

Unless there is more interest by tomorrow noon, the next Advancing Networks meeting will be rescheduled. The timing of this meeting has proven to be bad for a number of institutions. Nancy Crabb suggested making it part of, or holding it immediately after, the ITMC meeting. Chip Eckardt will contact Judy Caruso about this possibility.

Next meeting

The next CIO Council meeting will be March 15, 2007. Meeting dates, the directory of UWS CIOs and meeting summaries are available at: http://www.uwsa.edu/olit/cio/