Office of Learning and Information Technology

Untitled Document

CIO Council Video Conference
Thursday, August 15, 2013

Network Update
Adobe Licensing
Procurement Update
UW-River Falls’ Microsoft 365 Implementation
Alliance 2014, Las Vegas
Information Security Materials
September In-person CIO Meeting


CIOs and their Representatives


Rajeev Bukralia
Lorie Docken
Nick Dvoracek
Jacques du Plessis
Chip Eckardt
Mohamed Elhindi
Werner Gade
Marsha Henfer
Joe Kmiech
John Krogman
Bruce Maas
Elena Pokot
Steve Reed
David Stack (Reporting)
Suzanne Traxler
Doug Wahl
Jason Winget
Ilya Yakolev

Ruth Ginzberg
Lee Goldesberry
Chris Hopp
Tom Jordan
David Kiepter
Chris Liechty
David Lois
Paul Moriarty
Michael Schlicht
Brian Kishter


Network Update
John Krogman reported that a network is being designed that will serve only the UW System (UWS) and not other WiscNet constituencies. The UWS owns fiber assets and will need to buy electronic components. The opposite is true for WiscNet. Until another network is built, it will be necessary for the UWS to continue using WiscNet, which will be upgraded as usual this fall. In the future, electronics for the two networks will be stacked side by side at some Points of Presence.

A UWS Tiger Team has estimated that a UWS-only network will cost two to three times as much as the historical costs of buying those same services through WiscNet. Meanwhile, all parties are agreeing to continue leveraging existing peering connections to prevent exponential cost increases. At this time it is not known how the costs will be pro-rated within the UW System.

It will take a minimum of 12 to 18 months to roll out a new network without disrupting operations at the UWS institutions. There will likely be a Request For Proposal (RFP) to procure the necessary hardware. Internet2 has offered to assist in any way they can.

A one page set of operational guidelines for the network team was distributed. It can be shared with stakeholders with appropriate context. A preliminary report to institutional and system leadership will be available around the first of September.

Adobe Licensing
Brian Kishter reported that he’s heard from a number of the UWS institutions that are committed to going forward with an Adobe ELTA agreement and it is time to decide whether the UWS as a whole is in or out.

UW-Milwaukee reported that they have some departments that use few relatively few Adobe products as compared to their portion of the institution’s total FTE count. This makes it difficult to pro-rate the cost of a institution-wide license.

Kishter explained that UW-Madison is looking at FTE counts, historical spending and projections of future spending to calculate fair cost allocations. Chris Hopp recommended that institutions look at a two-year usage pattern because software purchases tend to be cyclical. Even units that are not heavy users per capita will still get a good deal under the proposed agreement. Another option is to bundle Adobe with other combinations of packages that different units want.

Ruth Ginzberg reminded the CIO Council that these are not indefinite licenses but are repurchased annually which gives units the option to switch to other products at a later date. However, the overall campus ELTA bill would not change.

UW-Oshkosh is considering paying the ETLA bill centrally to avoid the hassle and bookkeeping that would be necessary to distribute costs among campus units.

UW-Whitewater expects to fund instructional facilities centrally and will rely upon departments to fund licenses for faculty and staff. The faculty are enthusiastic about the home use capabilities.

UW-Platteville plans on funding the license centrally, possibly including the use of some Educational Technology Funds.  

UW-Eau Claire will likely fund the license centrally and drop some other software, as will UW-La Crosse. UW-Eau Claire would like to offer the license to students virtually as part of their Lab Anywhere project at a reasonable price, as would UW-Whitewater, however the licensing terms are not favorable. The sizes of the products, other than Reader, also challenge virtual distribution.

UW-Stout plans to manage the license centrally. UW-Stevens Point plants to do so as well and to charge campus units.

UW Green Bay is still deliberating.

Ginzberg explained that most software vendors are moving to this type of licensing so the UWS institutions should be prepared to handle licenses of this form rather than the legacy perpetual licenses that are purchased only once.

Every UWS institution that is willing to participate should touch base with Kishter by Monday. Additional documentation, terms and conditions will be distributed.

Procurement Update
Ruth Ginzberg distributed examples of a proposed VMware agreement. Chris Hopp explained the proposal is for a lump sum payment for 12,000 tokens that could be used for either licenses and maintenance. Purchases and maintenance could be initiated when they are actually needed instead of the start day of the contract. Any participating campus will be able to identify the licenses that they want to renew and those they don’t.

A decision whether or not to go forward needs to be made in the next week or so, as well as a proration of the tokens and their associated costs. Chris Hopp proposed to manage the contract at DoIT at UW-Madison on behalf of the UWS. In the future, tokens could be shifted between UWS institutions or additional tokens could be purchased at the contract rate on a quarterly basis.

The UWS institutions need to consider their future virtualization projects and to notify Hopp and Ginzberg by Thursday the 22nd regarding the level at which they wish to participate. Renewal of maintenance for existing licenses can also be done through this program.

Ginzberg explained that there is an UWS agreement for the purchase of Microsoft 365, however the State of Wisconsin requires that institutions must purchase it through a particular vendor. Other Wisconsin Department of Administration (DOA) contracts contradict this mandate. Ginzberg is working with DOA to execute a contract amendment to let the purchases go through. It is not clear how long this process may take or whether it will require a governor’s waiver.

An RFP for a Library Services Platform was released on Monday. It is for the backend portion of the full suite of new library applications. The goal is to have a selection made before the end of the year.

John Krogman reported that UW-Madison has been negotiating a new contract with that would have a lower price if all of the UWS institutions agreed to participate. Krogman needs to hear from the interested UWS institutions in a couple weeks.

UW-River Falls’ Microsoft 365 Implementation
Steve Reed reported that UW-River Falls is currently executing the first of five steps in their migration to Microsoft 365. The project was initiated in April and migration began on August 1. Microsoft is receiving pressure from many higher education institutions that are also migrating at this time. Ruth Ginzberg suggested that perhaps a Service Level Agreement is needed with Microsoft to clarify response times.

Werner Gade reported that the UW Colleges finished migrating students from Microsoft Live! to 365 last Monday. A small number of accounts still need to be cleaned up. There have been no negative reports from the 83,000 students whose accounts were migrated.

David Lois reported that in WiscNet’s experience it is very difficult to use 365 from a Mac.

John Krogman reported that UW-Madison’s consolidation of 80-100 email systems to Microsoft 365 will be looking for early adopters in the spring semester.

Alliance 2014, Las Vegas
A poll will probably be taken to see how many people from the UWS institutions will be attending. Since DOA is moving to PeopleSoft, it is expected that they will send a significant contingent.

Information Security Materials
Jacques du Plessis reported that UWM is considering producing information security awareness materials, such as videos, rather than trying to visit all the stakeholder groups individually. Perhaps this could be a system-wide endeavor.

Chip Eckardt reported that UW-Eau Claire licenses the Securing the Human resources and makes them available via Desire2Learn. The campaign will go campus-wide this fall. Posters from UW-Madison and Vanderbilt University will also being used.

UW-Whitewater followed a similar path and made the training mandatory for those staff and students who deal with sensitive information. They are looking for a better system to track completion of the training. Some campus stakeholders liked the videos while others thought they had too much of a corporate feel. The institution is now looking for materials on securing mobile devices and is interested in partnering to develop new materials, as are the UW Colleges.

Marsha Henfer suggested that perhaps either has, or could develop basic security training.

Bruce Maas reported that UW-Madison is restructuring its security program. Presently there are two major security offices on the UW-Madison campus whose leaders are doing great jobs. A search has been announced for a Chief Information Security Officer who will unite both groups. The focus of the new position will be on risk assessment, mitigation and partnering with risk management offices at both UW-Madison and UW System Administration. This person could also serve as a system-wide resource.

Chris Liechty reported that the Technology and Information Security Council (TISC) has also been looking into the Securing the Human materials.

Elena Pokot will ask the UW Service Center about their HRS training materials for end users. She also recommended that all Common Systems have common training.

September In-person CIO Meeting
No hotel rooms are available in Madison on September 19th for the next CIO Council meeting because of the EPIC conference. Therefore the meeting will be rescheduled for the 25th.


Meeting dates, Directory of UW CIOs, Meeting Summaries: