Office of Learning and Information Technology

Untitled Document

UWS CIO Council Meeting
May 16, 2012
Video Conference

Migrating to Microsoft 365
Learn@UW Update
Next Generation Library System
Human Resources System Security
2013-14 Scheduled CIO Meeting Dates


CIOs and their Representatives


Walt Bublitz
Rajeev Bukralia
Lorie Docken
Jacques du Plessis
Mohamed Elhindi
Lee Goldesberry
Marsha Henfer
David Lois
Elena Pokot
Stephen Reed
Mike Sherer
David Stack
Doug Wahl

Chris Holsman
Chris Liechty
Susan Mitchell
Paul Moriarty
Michael Schlicht
Lorna Wong



Migrating to Microsoft 365
Lee Goldesberry reported that UW-Parkside met with Microsoft prior to the end of last year and the company encouraged the institution to be an early adopter of Microsoft 365 to replace their Microsoft Live! implementation. They also advised that funding support would be available and that the existing password synchronization method would continue to work. Later the institution learned that the password synchronization would no longer work and that other products would need to be acquired without funding support from the company. Subsequently, funding support was identified and a third party will install the extra products during a migration of student accounts in early June.

UW-River Falls is also going through a similar migration process using the same products. UW-Stout, UW-Madison and UW Colleges are also in various stages of migrating to Microsoft 365. UW-Stout intends to complete migration of student accounts from Microsoft Live! before the start of the fall semester.  UW-Madison plans to migrate early adopters in mid-fall with strong leadership from the deans. They have 70-80 email systems to consolidate and are debating a staged migration versus a quick cutover. They will use direct provisioning and Shibboleth for authentication, which poses problems for some of the products in the current Microsoft 365 suite. Their provost has determined that departmental subdomains will continue to exist.

UW Colleges plans to migrate student accounts by August 8th with faculty and staff coming later. UW-River Falls will migrate their students by the end of June and sync with their Active Directory. Their faculty and staff won’t be migrated until next summer at the earliest. UW-Parkside has similar plans. Meanwhile, UW-LaCrosse is using Google for faculty, staff and students.

Learn@UW Update
Lorna Wong reported on three items. The annual upgrade to a major new version of D2L that is normally undertaken in June will not happen this year because the D2L company has slipped their spring release date again. Version 10.2 was only released last week. Consequently, Learn@UW will upgrade their test environment from 10.0 to 10.1 in the June timeframe in preparation for a winter release. The D2L company will back-port some of their code from version 10.2 to 10.1 to enable the learning analytics pilot to continue. Learn@UW has been pushing the company to do a better job of upgrades and testing. As a result, the company’s quality assurance team is building an environment that is closer to the configuration and scale of Learn@UW.

The UW System’s (UWS) contract with the D2L company ends on June 30, 2013. The contract renewal team has received proposals from the company in response to the UWS requirements.  Lead negotiator Ruth Ginzberg returned feedback on behalf of the team. Jacques du Plessis inquired about the tradeoffs between long and short term contracts with various renewal options. Members of the CIO Council reported that enthusiasm for D2L appears to be waning among the more innovative faculty members. A survey of the UWS faculty is planned for the fall.

A proposal to the Common Systems Review Group (CSRG) to fund a media management system is the result of two years of pilot projects using Kaltura that will end in June. More than 1,000 users from all of the UWS institutions participated. There is speculation that the project will be funded for fiscal year 2013-14, so a team is putting together an RFP process with an aggressive timeline. Elena Pokot recalled previous CIO Council discussions as to whether there should be a system-wide license or a license scaled for the number of likely users. Wong explained that phased pricing will be requested as part of the RFP process.

Pokot requested information regarding how many faculty are currently using the Blackboard Collaborate system at the different UWS institutions to provide insight on the demand for system-wide licenses for academic tools. Wong explained that non-instructional use of Collaborate is still being rolled out. It will be released for UW-Madison at the end of May.

Lorie Docken inquired about the work of the task force led by Dave Dumke that is looking at infrastructural issues and disaster recovery. Wong reported that the exploration phase is complete and the goal is to have a report prior to the Learn@UW Executive Committee retreat in July. This will also be an agenda item at a future CIO Council meeting.

Next Generation Library System
Susan Mitchell, the library consultant for UW System Administration (UWSA), reported that the implementation of Primo, the discovery layer for the integrated library system, has been renegotiated with Ex Libris for a go-live in August.

Requirements are being generated for a July RFP for a next generation, back-of-the-house management system that will span the 14 UWS institutions. Both locally-hosted and cloud solutions will be considered. Bringing all of the UWS libraries together on issues like circulation, fines and patron rules is a major undertaking to make the vision of One System, One Library a reality.

The next meeting of the Council of University of Wisconsin Libraries (CUWL) will be on June 3rd and will feature a speaker from the University of Minnesota.

Human Resources System Security
Chris Liechty reported on the dangers of phishing scams and the false positives that can arise through some legitimate UWS business processes, especially those that involve third-party vendors. Lorie Docken recommended a discussion with Al Crist and the continued development of UWSA guidelines for procuring cloud solutions. It is important that those who are procuring new systems engage with the Technology and Information Security Council (TISC). The TISC Security Baseline Document will be expanded to include a consideration of business process.

2013-14 Scheduled CIO Meeting Dates

  • June 20, 2013, In-person at Madison    
  • July 18, 2013, Videoconference
  • Aug. 15, 2013, Videoconference
  • Sept. 19, 2013, In-person at UW-River Falls
  • Oct. 2013, Combined with the ITMC Conference
  • Nov. 21, 2013, Videoconference
  • Dec. 12, 2013, Videoconference
  • Jan. 16, 2014, In-person at UW-Milwaukee
  • Feb. 20, 2014, Videoconference
  • Mar. 20, 2014, Videoconference
  • Apr. 2014, Combined with the ITMC conference
  • May 15, 2014, Videoconference
  • June 19, 2014, In-person at Madison


Yesterday, the EMTC distributed instructions on how to use the videoconferencing system, including self-scheduling capabilities:

Meeting Dates, Directory of UW CIOs, Meeting Summaries: