Office of Learning and Information Technology

UW System CIO Council, April 15, 2004

 

UW System CIO Council Meeting

April 15, 2004
Pyle Center, UW-Madison

Attendance
Update on Wisconsin Networking Initiatives
Voice Services
Northern Tier Networking Initiative
Kronos
APBS

Oracle Contract
Board of Regents Study Recommendations
Follow up from March CIO Retreat and ITMC Meeting
IT Summit
WiscNet conference

Attendance

CIOs and their Representatives

Guests

Dick Cleek
Mark Anderson
John Berens
Joe Brown
Nancy Crabb
Joe Douglas
David Dumke
Jack Duwe
Ron Kraemer
John Krogman
Jim Lowe
Kathy Pletcher,
Ed Meachen
Elena Pokot
Gary Smith
David Stack
Annie Stunden
John Tillman

David Crass
Lorie Docken
Ken Ebbe
David Hart
Margo Lessard
Helen McCain
Glen Rexing
Michael Schlicht
Lori Voss
Darlene Younger

Update on Wisconsin Networking Initiatives

On Good Friday, there was a meeting between the Department of Administration (DOA), the UW System (UWS) and the Governor. Annie Stunden reported on the meeting.

Voice Services

Ed Meachen provided an update on the voice services contract.

Northern Tier Networking Initiative

AT&T has donated 6,000 miles of fiber to the Southern University Research Association (SURA), and are talking about including the Northern Tier initiative. Some of the fiber is in Wisconsin. Michael Schlicht noted that the fiber is along the same route as the DOT fiber that WiscNet is currently using. Meanwhile, the University of Michigan is procuring level three fiber in a few states for the benefit of the CIC.

Kronos

Ed Meachen reported that the CIOs already received a memo from him regarding the Common Systems funding for Kronos for one more year with the maintenance costs pro-rated to the UWS institutions. Don Miner sent an email today inquiring about the use of Kronos for student timekeeping at those campuses that are not already using it. There is no problem with the campuses going forward with Kronos implementations for student timekeeping since they will bear the brunt of the costs. A Kronos project plan is under development. Some institutions are attempting to convert all student employees to Kronos by July 1 so their Human Resources staff won't be busy with two conversions when APBS goes live in January 2005.

APBS

Margo Lessard emailed two Powerpoint presentations to the CIOs before the meeting. A document explaining the scope of the data warehouse was also circulated via email.

Performance/Stress Testing

Darlene Younger reported that the performance/stress testing efforts will simulate both online and batch production activities. They will be accomplished via scripts run on many local and remote machines to create a load over the network that is several times larger than the expected peak. The goal is to predict the response times that people will experience in real life. The testing scenarios will include approximately six on-line forms, payroll calculations, enterprise reporting and remote data entry for users with various security classes. Brian Remer has been involved in the planning and choice of the remote campus locations to provide a thorough test of the network.

The testing will not include:

  • the sending of output to Cypress
  • automatic problem notification and tracking
  • self service
  • Windstar
  • every online form and every batch process

The timeframe for the testing is:

  • March 15-26, planning and writing scripts
  • April 19-30, executing the scripts and batch processes and monitoring results
  • May 10-21, continuing execution and monitoring
  • May 24-28 documenting results

Lawson Security

Consultant Glen Rexing explained that Lawson currently has a three layer security system:

  1. the LAUA layer controls application access as well as the data that is viewed and changed
  2. the HR layer controls data fields
  3. the web security layer controls the portal and Internet access to Lawson

In mid 2005, Lawson will move to a role based security system which will bring the three layers together.

The LAUA layer:

  • assigns one security class per user
  • secures the application access and controls user functions such as adding, changing, deleting, etc
  • secures the data that is viewed or changed
  • secures data from drill-around where necessary

The HR security layer:

  • secures sensitive data items or fields
  • establishes degrees of sensitivity across the data items
  • is based on a users' security class

The web security layer:

  • connects the userid to the Lawson application
  • controls Lawson application access
  • will make use of IAA

For this project, there is a large security design team that includes:

  • the APBS Functional Team
  • the APBS Security Team
  • the APBS Steering Committee
  • internal auditors from UWS institutions
  • the Legislative Audit Bureau (LAB)
  • the Institutions Security Focus Group
  • the DoIT Security Team

In the LAUA layer, the 100 levels are only for inquiry of non-sensitive, or limited sensitive information. The 200 levels are for segregated updating in different functional areas, e.g., Payroll but not Benefits. The 300 levels are for those who have combined update access across multiple functional areas within their institution. The 400 levels are for those who have update access across multiple functional areas as well as across multiple UWS institutions. The 500 level will be only for HRIS staff and the 600 level will give inquiry access to auditors and developers who are working on custom UWS code.

This model will be explained to the HR directors of the UWS institutions at a meeting tomorrow. The HR directors will make the initial decisions regarding who on their campuses have what level of access and why they have it such that the LAB can review those decisions later. When people first sign in via the portal, they will be presented with an HR Data Protection Policy that will have to be electronically signed on an annual basis.

In getting to this point, the team eliminated alternatives that were either totally open across the UWS, or totally open only within the home institution, or totally open only within a unit and division at the home institution. The latter two alternatives eliminated the value of having a Common System. The selected strategy is an intelligent combination of the first two alternatives. It is a tradeoff between complexity, security and utility across 191 different security definitions.

Currently there are 350 professional staff who currently update HR data. An additional 500 users inquire the HRIS data. Although the auditors would prefer segregations of duties, there can be exceptions if the institutions provide documentation, e.g., only one employee is responsible for multiple functions.

The APBS data warehouse will receive security definitions from Lawson, so that the same restrictions will be implemented in the data warehouse via Oracle permissions.

As soon as someone is set up as an employee in Lawson, even with a future start date, they will appear in the APBS data warehouse the next day. The UWS institutions will be able to query this information when setting up local network accounts and credentials.

Oracle Contract

Lori Voss reported that a turning point has been reached in discussions with Oracle about what product updates are included in the UWS contract. The site licenses were originally purchased in February 1998 and four years of maintenance were prepaid in 1999. As of February 2003, the maintenance is paid on an annual basis. The maintenance charges are annually pro-rated to the campuses. The maintenance costs increase according to a predetermined schedule and whenever there is a 10% increase in various measures of the university as compared to the previous two year reporting period. Maintenance cost increases are capped through 2008. There has been an ongoing dispute as to whether or not the UWS has a license for certain 9IAS features, even though those products are included on the media. If not, the value of the Oracle maintenance contract is degraded. Oracle now says that it is possible to avoid installing the non-IAS features via a custom installation procedure. However, enforcing the appropriate use of the custom installation process on every computer would present a difficult administrative problem for the UWS institutions. According to Oracle, the 9IAS features represent about 1/7 of the maintenance costs.

Board of Regents Study Recommendations

The Board of Regents' university of the future study recommendations are still in draft form and not yet posted on the web. They are expected to become public in June. The recommendations will include suggestions for the budget process.

The Revenue Authority group recommends that the State stabilize GPR support for public education and the UWS be given the flexibility and/or authority to restore faculty positions.

The group on Redefining Educational Quality recommends an increase in financial aid, attracting and retaining quality faculty, enhancing academic and career advising resources and expanding library and technology resources.

The group looking at Partnership with the State has recommendations that support a budget request for financial aid, the replacing of the auxiliary reserve funds and a new grant program for the lowest income students

The group that is focused on Achieving Operating Efficiencies recommends launching pilot programs to promote collaboration, establishing an educational quality investment fund to support educational quality grants, flexibility in shortening the capital building process, flexibility in the procurement process to use higher educational consortium contracts, assumption of all cash management and investment responsibilities currently performed by DOA, retaining and reinvesting all proceeds from the sale of lands and buildings acquired via donations, allowing the Board of Regents to create positions supported by gifts, trust funds, etc., as needed without approval by or reporting to DOA, and allowing the Board of Regents to establish all tuition and fee rates.

The Research and Public Service group recommends increasing financial aid, rebuilding the faculty, supporting infrastructuctural needs on the campuses including libraries, supporting pre-college programs and workforce development, ensuring access for underserved groups, creating a Wisconsin research opportunity fund for pursing federal grants and creating an incentive fund to promote collaborative research proposals.

Follow up from March CIO Retreat and April ITMC Meeting

At the CIO Retreat, the first day of workshops with Dean Pribbenow facilitated the network discussion on the following day, which spawned the new networking group.

The consensus was that the April ITMC meeting at UW-Eau Claire went well and the participants in the breakout sessions found them valuable. It is encouraging that the Help Desk group has decided to spin off on its own. A contract has already been signed with the Heidel House for the fall joint meeting on September 13 and 14.

IT Summit

An IT Summit may be planned for the fall that is focused on the work of Don Norris and the Board of Regents study. The status and direction of the network should be clear by then. A venue needs to be chosen soon.

WiscNet conference

The WiscNet annual Future Technologies Conference will be held on April 26 and 27 at the Manona Terrace. UWS CIOs John Krogman, Kathy Pletcher and John Berens are candidates for seats on the board of directors. A fifteen year anniversary plaque will be presented to the institutions that are charter members of WiscNet.