Office of Learning and Information Technology

UWS CIO Council

October 27, 2009

Green Lake, WI


CIOs and their Representatives Guests

Nancy Crabb
Dan Dargle
David Dumke
Jack Duwe
Marsha Henfer
Ron Kraemer
John Krogman
Ed Meachen
Jose Noriega
Elena Pokot
Steve Reed
Brian Remer
Mary Schoeller
Mike Sherer
Ken Splittgerber
David Stack
John Tillman
Doug Wahl

Lorie Docken
Steve Hahn
Paul Moriarty


Ed Meachen thanked Mike Sherer for his service as the interim CIO at UW–Platteville. UW-Platteville's new CIO and will start next Wednesday.

Ron Kraemer announced that the news media are following up on the story of a security breach of PCs within the UW–Madison chemistry department at the end of August. Although investigations to date indicate that the main issue was redistribution of software, the campus decided to notify the few individuals whose personal information was mentioned in ad hoc documents within the affected computers.

Executive Committee on Data privacy and Security

Ed Meachen reported that Steve Reed will chair a new Executive Committee on Data Privacy and Security. The stage for this group was set by the work of the Endpoint Security Working Group. There will be several roles represented on the committee including:

  • data stewards representing the three major UWS enterprise systems
  • two data security experts
  • UWS Internal Audit
  • UWS Legal Affairs
  • two CIOs

A meeting to outline the charge to the group will be held later this semester. Elena Pokot reported that a similar effort is beginning in the Identification, Authentication and Authorization (IAA) Governance Group and she will share their work with the new committee.

Stimulus Measure for Broadband Networks

Ed Meachen reported that David Lois met with the chancellor of UW Extension who endorsed the selection of the communities that will be the focus of solicitation for stimulus funding to support community area networks (CANs). Those communities are: Eau Claire, Wausau, Platteville and Superior.

The difficult decisions for choosing the communities was made by representatives from UW System Administration (UWSA), UW–Madison, UW Extension and WiscNet according to a list of criteria that included such factors as: community readiness, the presence of UW Extension, governance issues and the availability of wireless spectrum under the purview of the Educational Communications Board (ECB). WiscNet will also support individual CANs that apply for their own ARRA grants through matches, grant writing resources and technical support.

CI Days Grant Proposal

Steve Hahn and David Stack explained that there is interest among UW–Madison, UW System Administration, UW–Milwaukee and Marquette University in going after NSF funds that are being distributed by Internet2 for holding Cyberinfrastructure Days at R1 institutions. The intention would be to create an event with both in-person and virtual components that would be open to all of the UW System (UWS) institutions as well as non-UWS partners.

Ed Meachen noted that a focus on the needs of scientists working at the comprehensive institutions would make the point that it is the work of the researchers, not the location of the institution, that determines whether there are needs for high performance computing and/or high bandwidth networking.

Ron Kraemer explained that Internet2 will distribute only seven grants among the 96 R1 institutions in the country. The application deadline is only a couple weeks away.

David Dumke inquired as to the value of such an effort to institutions that do not have a surfeit of bandwidth. Ed Meachen replied that participation in this sort of an initiative would help researchers at those institutions express their needs for additional infrastructure support.

The council was supportive of the initiative and Steve Hahn noted that letters of support from the CIOs would be most welcome.

IT Staffing and Organizational Issues

Elena Pokot suggested the sharing of actual and best practices for the organization of IT divisions at the UWS institutions. Prior to the meeting, Bruce Maas reported than an increasing number of CIO's have the title Vice president or Vice Chancellor, which gets them at the table for strategic discussion. He recommended a systemwide discussion about why other institutions are doing this, so Wisconsin can be better informed. EDUCAUSE has published numerous articles on the CIO being involved with strategic decisions, at the table.

David Dumke and John Krogman emphasized that the more important issue is the long term impact of not having IT represented at the highest levels of the institution rather than the reporting line per se. There is often a disconnect between where campus decisions are made and the best practices for IT decision making. Ed Meachen will ask Tom Andres to attend the CIO Council to discuss his views regarding effective engagement with CBOs. Other interesting topics include what is inside and outside the scope of the various IT organizations; relationships with academic departments; and engagement with faculty senates.

Those CIOs who are willing should share links to their organizational charts on the group listserv.

Working Group for Shadow Systems

Ed Meachen, Ken Splittgerber and Elena Pokot attended the meeting of the working group that is looking at the future of the various types of systems that may be impacted or rendered obsolete by the nascent Human Resources System (HRS). Ideally, the group should have a new name because "shadow" is a misleading name. Even those campus based systems that aren't absorbed by HRS will be impacted by it, e.g., many reporting and analytic systems.

The UWS needs to strike the right balance between system level and institutional level initiative in addressing possible overlaps. Is is desirable to show demonstrable savings in staff resources at the UWS institutions through retiring local systems that are no longer needed.

Jack Duwe noted that a local process for looking at all the related systems will help institutions identify those that need to be kept and re-interfaced, if possible, to HRS.

The working group is currently drafting a pre-amble, a charter and principles. Michael Enstrom is the chair.

Synchronous Learning Tools

Ed Meachen explained that the question of acquiring a system-wide tool for synchronous learning and communications has recently risen in several venues. The Learning Technology Development Council (LTDC) is starting a pilot with Eluminate, which is easily connected to D2L. As of yet, there have been no licensing negotiations. Lorna Wong will be asked to report on the pilot at a future meeting.

John Krogman reported that UW–Madison has completed a successful procurement with Adobe for a hosted solution for the purposes of pandemic notification and continuity of operations. Presenter licenses need to be acquired on a per user basis, an institutional-wide presenter licensing option is not available. However, recipients only need a web browser. Lorie Docken announced that the DoIT contract has been successfully used for HRS training. John Krogman will check if the contract is open to the rest of the institutions.

Meanwhile, ICS at UW Extension is already hosting an Adobe service for instructional purposes.

“UW Service Center 2.0” Production Operations Working Group

Ed Meachen explained that the new “UW Service Center 2.0” Production Operations Working Group is charged with making an estimation of the costs and defining the scope of the new UWS service center. The first meeting of the full group will be in 2 weeks. Feedback on restructuring the service center will be solicited from the HR directors at the institutions. The new service center will have a more complex operation, e.g., help desk services. A proposal should be made to the Common Systems Review Group in the near future because the hiring of help desk staff needs to begin well before go-live.

HRS Update

In addition to the HRS update at yesterday's ITMC meeting, Ed Meachen reported that tax withholding cannot be done for UWS employees who live in Minnesota because Minnesota dropped their reciprocity agreement with Wisconsin.

Alliance 2010 Attendance

Attendance of institution IT staff at the Alliance 2010 conference was discussed at the UWS president's cabinet this morning. Further discussion will be held with the chancellors on Nov 20th. The council members expressed concerns about significant cancelation fees for conference registrations, airfares and hotels.

Campus IT Strategic Plans

Ed Meachen reminded the council of the January 22, 2010 deadline for submission of campus IT strategic plans.

UWS Portal

The UWS portal ( for distribution of payroll information and other systemwide communications is ready. Data has been loaded for all of the UWS institutions. It is currently available to staff at those institutions that volunteered to be early adopters. Those institutions that were not early adopters but are ready to begin a rollout of the service can have their HR directors notify the Service Center.

The CIOs are encouraged to validate with their HR directors that this is the preferred method for distributing information electronically as opposed to system-wide email messages to all UWS employees. Nothing prevents an institution from emailing local reminders of changes to the portal contents to extent that they wish.

Trading Microsoft Licenses

Elena Pokot recommended that the UWS institutions pool and exchange server licenses as needed rather than purchasing new licenses by default. She will distribute a list of the licenses that they are interested in purchasing from, or trading with, other UWS institutions.

Next CIO Council Meeting

The next in-person CIO meeting will be a conference call from 8:00 - 9:30 am on November 19. The next in-person meeting will be on December 10 in Madison.


Meeting dates, Directory of UW CIOs, Meeting Summaries: