Office of Learning and Information Technology

UWS CIO Council

September 17, 2009

Madison, WI



CIOs and their Representatives Guests

Nancy Crabb
David Dumke
Jack Duwe
Chip Eckardt
Marsha Henfer
Ron Kraemer
John Krogman
Bruce Maas
Ed Meachen
Jose Noriega
Kathy Pletcher
Steve Reed (via teleconference)
Mary Schoeller
Mike Sherer (via teleconference)
Ken Splittgerber
David Stack
John Tillman
David Wallace

David Alalrie
Barry Allweiss (via webinar)
Nina Boss
Brian Busby
Vivek Cherian
Lorie Docken
Doug Flee
Ruth Ginzberg
Al La Fleur
Chris Liechty
Jim Lowe
Ryan McHugh (via teleconference)
Ryan Knickerbacker
Paul Moriarty
Kevin Runner (via webinar)
Andy Taylor
Mike Vavrus
Pete Zuge





Hyperion Update

Project coordinator Andy Taylor reported that approval was given in May 2009 for FASTAR to migrate from Hyperion 8.5 to Oracle Interactive Reporting version 11.1.1.x. The UWS institutions have identified representatives who are reponsible for the migration of both users and content at their respective institutions. FASTAR has provided lists of both to the representatives. iBusiness Solutions will provide migration consulting services. A custom Oracle training class will be held in the November timeframe. Some UWS instituitons will likely also provide their own enduser training. A migration fact sheet has been reviewed by the BI Core Team. It will focus on the responsibilities of users.

Draft timeline:

  • pre-migation through September 30th
  • test migrations in October 2009
  • production migrations from November 30 through December 9.

Slack time is built into the schedule in November that will allow for training of the admins.

The project is based upon the assumptions that:

  • a large portion of the content will be migrated automatically via the tool set
  • the UWS Identity and Access Management infrastructure will be used for authentication

The next steps are to:

  • create a demo environment for users
  • engage the consultant
  • confirm training class content, costs and timing; costs for training staff at the UWS institutions are not covered in the project budget

Mike Vavrus reported that savvy users from across the UW System have noted few differences between the old and new desktop clients for the different versions. Chip Eckardt recommended asking Oracle for UPK training as well.

Web Demonstration of CLEAN_Address Software

Barry Allweiss and Kevin Runner of Runner Technologies presented a live demonstration via webinar of how CLEAN_Address functions in conjunction with PeopleSoft. CLEAN_Address uses Ajax http calls from within 220 PeopleSoft pages. The various calls can be turned on and off as desired. The Ajax calls can also be added to homegrown applications.

In the realtime mode, the PeopleSoft GUI is used and address verification calls are made automatically and instantly behind the scenes once someone tabs away from the completed address fields. If the correction is not unambiguous, choices are presented for the user to select.

Different departments can have the software operate to different standards, e.g., whether or not to spell out the word Street instead of using the abbreviation ST. Validation can also be turned off for certain addresses, e.g., dorm rooms in residence halls.

County information can be stored as Zip codes, as full county names or as FIPS county codes depending upon the needs of downstream applications.

There is also a batch processing mode that interfaces with 16 PeopleSoft tables such as PS_ADDRESSES, the main address table. Batch updates are done directly on the tables so there is no need to extract and re-import the data. The updating process can be started manually or automatically. PeopleSoft transaction processing is never interrupted.

A batch process updates a non-PeopleSoft shadow table that contains carrior routes, delivery points, latitude, longitude, etc., for each address to help optimize mailings and answer questions regarding who lives within a given region.

Address error summary reports are available via SQL scripts, not an enduser GUI. Another log report shows before-and-after address changes that were completed during a batch update.

Brian Busby noted that this technology can also be used outside of PeopleSoft. The current UWS address cleansing service has difficulties with custom integration with PeopleSoft campus solutions and is not easily used with other applications. The current service is centrally hosted at FASTAR with MILER doing the administrative tasks. The thought is that Al La Fleur's customer applications group in DoIT will take over the administration of address cleansing services for all UWS applications that use it.

Kevin Runner reported that future enancements will include optional email and telephone number validation modules. CLEAN_Address has an enterprise SOA architecture that includes an engine with interfaces to all of the different file stores and databases in the environment including: flat files, Oracle, SQL Server, DB2 and MySQL. A clean entry module can be triggered by a hot key within an application to check addresses as they are entered.

CLEAN_Address is licensed on an enterprise level so it can be distributed freely across servers and desktops. There can be contacts at each UWS institution who can call the unlimited, free technical support. Production support is provided on a 24-hour basis.

Stimulus Measure for Broadband Networks

Ed Meachen reported that work continues with the state Department of Administration (DOA) and the governor's office on potential UWS broadband network proposals. A community area network (CAN) application for a few pilot sites may be submitted for the second, and perhaps final, round of NTIA stimulus proposal solicitations. Lists of assumptions are being developed for the three different funding categories: infrastructure, sustainable broadband adoption and public computer centers. The key components of various CANs will be identified, e.g., the current state of CAN development, participation by local post secondary institutions, availability of local ECB/EBS licenses, participation by local telcos for the last mile and participation by other local institutions that could provide matching dollars.

The NTIA/RUS has published a database of the proposals that were received in the first round of solicitations that can be searched in a variety of ways.

UW System Procurement Update

Ruth Ginzberg reported that the address management request for proposals (RFP) has been awarded to Runner Technologies who did the demo earlier this morning.

The international taxation RFP will be awarded soon so that the HRS system can appropriately tax UWS employees who are foreign nationals.

The timeclock RFP effort is proceeding. There are challenges in determining what kinds of PeopleSoft certifications Oracle has provided to the proposers. John Krogman pointed out that there will a short turnaround for deployment and activation of physical time keeping devices for the UWS institutions that choose to use them rather than a kiosk or online interface. Physical timeclocks are frequently used in athletics and housing offices, especially for student employees.

The Microsoft Select Agreement is being extended for another three years. There will be overall cost reductions across the UW System which will be bundled into the combined Common System bills that will be sent to the institutions. Chip Eckardt is working with Microsoft to possiblyallow students to have remote access into unused computers in student labs when the Campus Agreement is renewed.

A study abroad software committee is being formed and will put out an RFP. Meanwhile, institutions that must acquire software to manage their study abroad programs are advised to enter into one-year agreements for software as a service (Saas).

The DOA microcomputer software contract is being redone and the UWS will have a representative on the team.

The MHEC procurement contracts are available for use by UWS institutions. Ruth Ginzberg will compose a spreadsheet that compares many of the MHEC, DOA and CIC contracts and she will apply for waivers from DOA for purchasing off of MHEC contracts when they have the lowest prices. DOA has already adopted many WSCA contracts.

Recruitments are underway for two vacancies in the procurement office.

HRS Project Update

Ed Meachen distributed a draft policy on supplemental, i.e., "shadow," systems which is going through channels for endorsement by stakeholder groups. The HRS pProject will not support interfaces for supplemental systems unless approved by the HRS Steering Committee. Therefore, the UWS institutions will need to work on decomissioning the hundreds of supplemental systems at the institutions in a way that necessary work continues and important data is captured. In some cases, supplemental systems may need to be retained if they offer critical functionality that is not offered by the new HRS system.

Lorie Docken introduced Vivek Cherian, Ryan McHugh (via teleconference) and Ryan Knickerbacker who are
members of the team that composed the list of supplemental systems last June. The list includes some 20 descriptive items in addition to specific details about each system. The team is attempting to identify functionalities and modules in the HRS or other UWS systems that correspond to the functions of the supplemental systems. Most of the supplemental systems are for HR purposes rather than payroll, benefits or budget needs.

The council members expressed concern that many supplemental systems are not merely passing data from UWS systems, but also doing value added programming.

Campus-specific lists of the supplementary systems will be sent to each institution. UW–Milwaukee, UW–Madison, UW–Green Bay and UW–Oshkosh will likely be able to contribute staff resources to develop a decommissioning process.

Yesterday, the Steering Committee decided to recalibrate the HRS Project dashboard because it was predicated on a phase 1 go-live target that has since been extended by three months due to initial staffing challenges, furloughs and the flu. It will subsequently be easier to compare progress between the dashboard and the project plan. The project is now well staffed, which mitigates the risk identified in the original QA assessment.

Common System Review Group Planning Meeting

Ed Meachen reported that the Common system Review Group (CSRG) will be having a planning meeting on Thursday, September 24th. One goal is to develop criteria for choosing future projects. This will also provide an opportunity for the CSRG to consider more academic projects. In addition, Andy Clark from Syracuse University will be the keynote speaker addressing portfolio management in ERP projects. The meeting will provide a way for the CSRG members to help determine which future projects they will want to consider funding.

Security Strategy EndPoint Team Report Discussion

Jim Lowe, along with Chris Liechty and Peter Zuge, presented the report from the Security Strategy EndPoint Team. Jim noted that a table in the executive summary shows data collected by on worldwide incident reports. The EndPoint team prioritized their findings by using the threats to device theft, human/software error, malfeasance and hackers. The team’s following recommendations should be addressed in parallel to create a combination of policy, process and technical security controls including:

  • Formation of a system-wide data privacy and security governance group
  • Provision of training for individuals handling or managing Personally Identifiable Information (PII)
  • Development of campus understandings of where Personally Identifiable Information is located and how much is there
  • Advocating by the CIOs for resources and procurement initiatives to address the security gaps

At a minimum, the security requirements for the HRS project should be met for the endpoint devices that have access to other individual’s Personally Identifiable Information by December 2010.

There was a general discussion on the need for campuses to have a strategy in place with approved policies. Policies need to be at both the system level and at the campus level. A sensitive data governance policy needs to clearly state the roles of data custodians, especially in regard to HR and student data. Dave Dumke agreed to send out the policy and information on the UW-Stevens Point scanning project to identify Personally Identifiable Information on computers. It was agreed that there is a need for a system-wide group to address the EndPoint Team’s recommendations. Ed Meachen agreed to bring the issue to the Common System Review Group at their September 24th meeting for their endorsement. Ed will then take the issue to the Provosts, CIOs, and CBOs to develop a charge for a security governance group. The sponsors will be Ed Meachen and Chris Ashley.

New Learn@UW Executive Committee

Ed Meachen informed the CIOs that one outcome of the recent Learn@UW retreat was the restructuring of the Learn@UW executive committee. Ed and Rebecca Martin will share the responsibility for D2L as executive sponsors. The new executive committee will have the following membership: 2 faculty, 2 deans, 1 provost, 1 assistant provost, 1 LTDC representative, 2 CIOs (Kathy Pletcher and Doug Wahl), and 1 open seat. Al Hartman, UW-Oshkosh, is returning to his faculty position but will continue as chair for 2009-10. Ed will send the CIOs the vision, goals, and notes from the Learn@UW strategic planning retreat.

Outsourcing of Email

The OLIT office was asked by UW System's Communications and External Relations Office which institutions are outsourcing email services. UW–Parkside and and UW-Stout are already outsourcing email for students using Windows Live and UW Extension/Colleges is about do the same for students.

Campus IT Plans

Ed Meachen reminded the council of the need for submitting annual IT plans according to the recommended template. The plans should be submitted to the UWS OLIT office as PDF documents or links to web pages by January 22, 2010 so that they can be presented to the Board of Regents at their meeting on February 4.

Next CIO Council Meeting

The next in-person CIO meeting will be a working lunch on Tuesday, October 27th in Spring Green following the ITMC meeting. CIOs should hold 9 to 10 a.m. on Thursday, October 22nd in case there is a need for a conference call.


Meeting dates, Directory of UW CIOs, Meeting Summaries: