Office of Learning and Information Technology

University of Wisconsin CIO Council

October 16, 2008

Madison, WI

Attendees

CIOs and their Representatives
Nancy Crabb
David Dumke
Chip Eckardt
Marsha Henfer
Ron Kraemer
Kathy Pletcher
John Krogman
David Lois
Ed Meachen
Bill Meyer
Elena Pokot
Brian Remer
Mary Schoeler
Ken Splittgerber
David Stack
John Tillman
Doug Wahl


Guests
Ruth Anderson
Kolleen Apelgren
Jeff Arnold
Lorie Docken
Ruth Ginzberg
David Hart
Bill Meyer
Paul Moriarty
George Russell
Dave Ruhde
Michael Schlicht

Campus IT Plans Update

Ed Meachen reported that a couple campuses have already turned in updated IT plans to the UWS Office of Learning and Information Technology (OLIT). Plans from all of the UWS institutions have to be submitted to the legislature in March 2009. Therefore, Ed Meachen will need them before January 1, 2009. In previous meetings, the CIO Council developed an outline of the points that should be covered in the institutional plans.

Community Area Networks

Ed Meachen reported that the UWS has been in discussions with the state Division of Administration (DOA), the BadgerNet Converged Network (BCN) Advisory Group and AT&T to envision what the next state network might look like. Ten-year projected network growth curves were distributed before today's meeting. The members of the BCN Advisory Group agreed that these are conservative estimates. The UWS cannot afford a huge increase in per megabit costs. In fact, a significant reduction is needed. If the current BCN network pricing is extended for several more years, it will be unaffordable. Community area networks may be a partial solution.

Michael Schlicht explained that he developed the ten year projections by looking at the 95th percentile usages of each WiscNet member for the past several Octobers. The projections are conservative, because multiple members could potentially burst at the same time. WiscNet's Grow Smart initiative might result in faster growth than past years. However, it is getting harder to find inexpensive network build-outs that recover their costs quickly. Michael Schlicht would appreciate hearing about any network developments in the communities surrounding the UWS institutions.

David Lois expressed concern because requests for BCN bandwidth increases were submitted in August for UW–Stevens Point, UW–Green Bay and UW–Parkside, but the upgrades have not yet come through. The issues are not just financial. BCN may not be the right vehicle to support the vision of higher education in Wisconsin. New infrastructure may come from some unlikely sources. In rural areas of the state, health care institutions are sharing applications, technology and networking. Some school districts are also seeing the value of investing in increased networking and shared applications. Putting shared storage on the network may help reduce costs in tight budget times.

The UWS institutions should feel free to express their views on networking issues in their IT strategic plans.

ImageNow and WebNow Contract

Kolleen Apelgren and Ruth Ginzberg reported that UW–Madison did a procurement exercise during the summer for imaging software with the option of a UWS enterprise license. The selected vendor, Perceptive Software that offers ImageNow, has projected the future use by each UWS institution and set their price proposal accordingly, which costs more than the UWS instituitons are currently paying. At this time, only UW–Stout has an unlimited license, the other UWS institutions have either concurrent or per seat licensing for the software client.

The vendor may be willing to aggregate a large set of concurrent licenses in some form across the UW System as an alternative to a unlimited enterprise license.

A more detailed model of the potential costs will be brought to the Common Systems Review Group (CSRG) where there is roughly equal representation between CBOs and CIOs. They can discuss the potential future uses for ImageNow with respect to other enterprise systems.

Procurement Update

Ruth Ginzberg reported that the evaluation of the responses to the Human Resource System (HRS) request for proposal (RFP) for an implementation partner is proceeding well. The top scoring vendors have given 3.5 hour presentations. Gartner analysts will be engaged to discuss the negotiation of strategies for such a large procurement.

The Procurement office is still working on language for a new Desire2Learn (D2L) contract. The maintenance fees have gone up and are based upon IPEDS reports. Contract language is being drafted that is intended to protect the UWS. UW–Stevens Point is working on a D2L E-portolio pilot that can encompass hundreds of UW System students, faculty and staff. UW–Stevens Point will pay for the web site setup and a support contract. There will be a system level contract for user seats and training. Demonstrations will be held for the UWS institutions later this month.

There was an ESRI geographic information science (GIS) software interruption in the UW–Superior computer labs. The ESRI contract was previously moved to DOA and subsequently a piece of software was unbundled and priced separately. The CIO Council asked why DOA would be administering a higher education software contract that has different pricing than a state agency contract.

Despite some confusion in the wake of an email message sent by DOA, the UWS does have an Oracle contract.

Lorna Wong has set up a consortium for Quality Matters.

Supply Project Update

Ruth Anderson reported that the Supply Project committee engaged Oracle do a software assessment in June to look at the modules that have been purchased and how those modules could interface with the state's IBIS project. There is extensive functionality that isn't being used in the current 8.9 implementation. Three additional modules would be valuable for extending the existing functionality: e-procurement, strategic sourcing and e-settlements.

A new UWS associate vice president has been looking at the operations of the Shared Financial System (SFS) and the amount of time devoted to day to day operations versus the development of projects including the Supply Project. He will be bringing a business analyst into SFS operations to do a business process mapping to help with the Supply Project.

At the request of the CSRG, Lorie Docken presented a business needs case for the Supply Project in September. Subsequently, there was a call for additional project metrics and questions were raised regarding impacts on other existing processes.

SFS Operations is now considering implementing the recommendations of a sub team that has worked on data standardization across the vendor files at the various UWS institutions.

WHEPSUG Report

David Hart reported that this year's WHEPSUG conference was the strongest to date. The UWS and Technical College presentations were excellent and well received. There were a total of 40 sessions and approximately 240 attendees, which were both larger than expected. The UWS Common Systems Hub was used to plan the conference. Oracle, Ciber and Oracle provided good support.

Thought is being given to bring in additional non-UW institutions. Jack Duwe recommended keeping WHEPSUG in the state so that significant numbers of staff can attend given the difficulties in attending the national Alliance conference. Chip Eckardt reported that other firms are also interested in supporting the conference. It may be necessary to also charge a small fee for attendance. To date, costs beyond the vendor support have been split between the Technical Colleges and the UWS OLIT Office.

SIS Executive Committee Report

Ken Splittgerber distributed the SIS overview he gave at the WHEPSUG conference and the feedback he received. Yesterday, the SIS Executive Committee narrowed down the outstanding issues with the draft charter to just one; establishing and reviewing changes to best business practices at the UWS institutions. This will be addressed again at the next committee meeting. Of particular importance will be establishing and managing an effective communications plan.

After a session in August, vision and mission statements were drafted. The feedback at WHEPSUG focused on putting the reduction of variance in system-wide implementations ahead of maximizing individual campus flexibility.

A short term budget will be prepared by December. A longer term business case will be presented to the CSRG that will include reviewing the SIS interfaces and their owners.

A presentation similar to this one will be given to the CBOs and at the ITMC conference in November.

HRS Project Update

Lorie Docken reported that there have been meetings with the Service Center Executive Committee and the HRS Steering Committee at which a high level HRS project scope was presented as well as the business process fit gap analysis. Both of these committees will be working through iterations of project scoping and budgeting over the next couple months. The consulting partner will be asked to carefully examine the project plan before it is published. A draft project timeline and budget will likely be delivered to the CSRG in January 2009. Therefore, by the time the project is reviewed by the chancellors and Board of Regents, it may not be fully fleshed out by the March 1, 2009 reporting date to the Legislature.

The HRS Project Team is planning regional sessions in Stevens Point and Madison over the next several weeks that are being announced through the HRS site leads. The purpose is to follow-up on the regional fit-gap sessions.

Dave Ruhde provided a preview of some of the technical issues facing the HRS project. There is a comprehensive effort in HRS to significantly reduce the risk of inappropriate release of restricted data including SSNs, financial aid accounts, drivers license numbers, etc. See http://www.cio.wisc.edu/security/initiatives/restricted.aspx

Recommended security controls include:

  • re-engineering all HRS business processes to minimize use of restricted data
  • implementing numerous controls on the infrastructure within DoIT at UW–Madison
  • implementing two factor authentication, such as PKI, for certain audiences
  • enhancing desktop security
  • training endusers

HRS policy recommendations include desktop controls for people who have access to other peoples' restricted data, but not for self service, including:

  • whole disk encryption (now being piloted on 180 machines using McAfee)
  • centrally managed desktop firewalls or the equivalent (DoIT currently uses Cisco Security Agent for both inbound and outbound traffic with rules that are managed centrally)
  • anti-virus software
  • patch strategies

The security stretch goals for the project include:

  • using network access control to verify up-to-date anti virus applications and security patches before access to the network is allowed
  • using security event monitoring (SEM) of desktop logs and events based upon rules and alerts

The people whose desktops will have the required desktop controls will be the same as the group requiring two factor authentication, i.e., not the typical staff member who is using the self service features. It will be possible to identify who these people are via their roles in the HRS/IAM system.

Regarding access to HRS via portals:

  • there currently is no UWS or Common System portal
  • HRS may provide portlets to the UWS institutions, but no compelling demand has yet been identified
  • single signon between portals and HRS can be enabled via Identity and Access Management
  • the HR content that is now pushed to portals, such as earning statements, will be available in the HRS self service module

With regard to the roles of HRS and the Student Information System (SIS):

  • many of UWS institutions's student information systems also function as employee information systems
  • the delivered functionality in HRS will include employee information functions
  • the HRS project would like consistency in whether HRS or a campus system is the source for employee demographics and emergency contacts
  • from a broader perspective, the attributes that the UWS institutions need from the HRS system to feed their local systems, perhaps via their local student information system, will need to be identified

With respect to ImageNow, consistent policies are needed for campus HR repositories for:

  • retention
  • security
  • record keys to enable links from HRS to the campus ImageNow

To ensure business continuity:

  • HRS will be deployed on redundant data infrastructures via disk mirroring across two UW-Madison data centers
  • A nightly backup of the HRS data and the system configuration will be sent to a distant site
  • COOP plans will be implemented in concert with the staff at the Service Center at 21 N. Park St.

Note that the current IADS person ID will become the EMPLID in the HRS system

Hyperion Support

Lorie Docken reported that premier vendor support for Hyperion/BI version 8.5 ended on September 30, 2008. The UWS is now paying for sustaining support on an indefinite basis. There may also be an option to upgrade to extended support for version 8.5 through September 2009. Upgrading Hyperion/BI to version 9 is another option. This would require the payment of an enablement fee and additional maintenance charges.

The Hyperion/BI working group is interested in upgrading to version 9 because of the enhanced features and functionalities. The decision to upgrade is also influenced by the possibility of using Oracle's Business Intelligence (BI) Suite Enterprise Edition for the HRS project. Once the overall strategy and procurement plan is defined for BI for HRS, decisions can be made regarding the future of Hyperion/BI.

Use of the Oracle Enterprise Performance Management product is being explored for HRS data marts, but no decision has been made.

The Future of Kronos

Yesterday, the HRS Steering Committee decided to discontinue the Kronos time entry system upon the implementation of HRS. Instead, the PeopleSoft time and labor module will be used for time reporting. For employee groups that require a physical time clock device, an option will be provided. The HRS project will develop an interface from the time and labor module to whatever time clock device is selected by an RFP process, which could be Kronos.

Next Meeting

There will not be a CIO meeting on November 13, 2008 as originally planned. If necessary, a meeting will be held during the ITMC conference on November 10-11 in Green Lake.