Office of Learning and Information Technology


CIO Council Meeting

Thursday, May 18, 2006

8:30 - 2:00

780 Regent Street
, Room 108



CIOs and their Representatives


Dick Cleek
Nancy Crabb                                    David Crass
David Dumke
Ann Marie Durso
Jack Duwe
Chip Eckardt
Ron Kraemer
John Krogman
Bruce Maas
Ed Meachen
Kathy Pletcher
Elena Pokot
Gary Smith
Ken Splittgerber
Annie Stunden
John Tillman                                    Doug Wahl

Lorie Docken
David Hart
David Lois
Brian Remer





Meeting Summary:


Update on IBIS and UW IBIS Working Group (Ed)

E-procurement status:  On May 4th, there was a meeting of DOA, UW System, and UW-Madison representatives where the UW-suggested strategy of implementing parallel e-procurement systems with separate instances was discussed.  DOA agreed this could be a good approach and said they would take the idea to Secretary Bablitch.  The next step is to have conversations at all levels of administration.  Subsequently, President Reilly has communicated with Secretary Bablitch outlining the UW proposed strategy. 


DOA has indicated that their goal is to implement Oracle/PeopleSoft financials and e-procurement by July 2007.  The UW indicated its willingness to work closely toward a parallel implementation.  Ed Meachen, Doug Hendrix, and Jeff Kuhn are going to UW-Stout on Friday, May 19th to discuss their conversion to shared financials.  At some point soon, Ed and the team will also be scheduling meetings with UW-Stevens Point and UW-Eau Claire.  UW-La Crosse implementation has been going well and they intend to be up July 1st (4 months from start to go-live).  The UW community has not seen the e-procurement module yet; a demonstration will be arranged soon.  The Common Systems Review Group approved a contingency budget to proceed with Oracle/PeopleSoft licensing for the UW if it is needed.  There was also a general discussion about high-level planning toward future implementation of an HR system.  Campuses need to understand the timeline and migration plan.  It was also suggested during this pause in HR system implementation, campuses should think about eliminating some of the shadow systems. 



Common Systems Review Group (CSRG) Report (Ed, Jack Duwe, Ron Kraemer, John Krogman Dick Cleek):

There was a CSRG meeting, Wednesday, May 18th.  Topics at the CSRG meeting:

  • Ilene Seltzer from UW-Madison reported on the Student Administration System upgrade to version 8.9. 

  • Don Miner reported on the Kronos upgrade process.  There was a question from the CIOs on use of Kronos by classified staff.  At the March CSRG meeting, the topic was discussed and it was agreed that as part of the decision on implementing Kronos for classified staff, we need to determine HR system, as these two systems will be tightly integrated. 

  • InfoAccess (access to data warehouse):  DoIT manages a large “data warehouse” for the UW.  Users access the data with a locally developed service called InfoAccess.  Common Systems funding will continue to cover the data warehouse.  UW-Eau Claire, UW-Stout, and UW-Madison are also hosting data in the warehouse.  These institutions will fund costs associated with the hosting. 

  • Creation of a project management position:  While CSRG supported the concept, there were many questions about the funding of such a position.  The CSRG and the CIOs recognized the need to have a position accountable for these big systems in terms of working with the multiple project managers, managing overall communication between projects, project advisory groups, CSRG, and across System.  Ed is considering some reallocation within his budget to fund a project director position.  Ed will develop a position description.  There is need for CIO council involvement in the process.

  • There was also general discussion about identifying and documenting lessons learned through ERP implementations and upgrades.  It was agreed that the CIOs would discuss electronically and Ed will be compiling for CSRG.


Network updates – BCN, BOREAS (Ed Meachen, Brian Remer, Annie Stunden)

BCN:  La Crosse has a connection that is being tested.  Ed has spoken with Matt Miszewski about the possibility of keeping the existing circuits in place for 90 days post-BCN cutover as contingency.  Ed indicated that since the conversion to the new network will coincide with start of fall semester, we want to keep the old system as backup.  There is the issue of covering the cost of keeping the old circuits in place; discussions are underway to identify the costs and then determine how they will be paid.  DOA has sent out official install dates. 


The discussion returned to the issue of timing on the conversion as it is so close to the start of the fall semester.  We cannot risk a business outage at the start of the semester.  CIO Council should consider documenting its concerns and sending them to President Reilly.  The documentation should include a list of the network applications that we feel are mission-critical (D2L for example).  The new WiscNet circuits will be up within the next 7-10 days at the four core campuses. 


BOREAS update:  Annie reported that they will have selection of electronics in July, testing in December, and go-live in April 2007. 

As an aside, Annie reported that UW-Madison is bringing up a new version of its portal on May 24th.  The implementation is based on U-portal (open source).  UW-Madison hired the best U-portal programmer in the country.  They have four programmers total working on portal project.


Oracle middleware and BPEL strategy and discussion (Brian Busby, Parag Kansara, George Pasdirtz, Jim Phelps):

UW-Madison has been looking at Oracle middleware stack for the last six months.  They are about 40% through the evaluation of the middleware stack.  The next step will be to put together a composite application as a proof of concept.  The team will be providing a recommendation on what parts of the stack are useful. 


Five or six staff are working on review of the middleware stack (R&D for each component).  JDeveloper, BPEL Process Manager—runtime environment for xml processes, Oracle web services registry and manager, BAM (Business Activity Monitor), ISR (PeopleSoft integration broker and interactive service repository, Oracle application server, and Oracle ESB (enterprise service bus).  Specific goals of the evaluation include: 

  • Is JDeveloper a viable Java IDE

  • How well does service orchestration work in BPEL (especially adaptors)

  • How easy is it to register/discover a service in the OWSR

  • How is security applied/layered from end point to end point (OWSM)

  • How do PSoft Web Services get exposed through IB

  • How is monitoring of orchestrated business processes accomplished

  • Can Business Process Modeling (BPM) be used to document our processes


George is creating a work study case that includes the mainframe payroll, the student information system, and the student payroll (STAPS).  The use case will check enrollment information, workstudy balance, W4 filing, FAFSA earnings.   For more information, visit George’s webspace:


Parag reviewed BPEL, including the exposure of data entry or extraction, and mainframe data to the web?  In JDeveloper you create by dragging visual components (create a process/flowchart).   The tool creates nice graphics that are easily shared and easy to explain to non-programmers; the code resides behind the graphics.


Jim reviewed an example of a Course Roster.  In the current environment, there is not a definition and mapping process; therefore, every service that uses course rosters makes up its own definition.  Uses can become confused on what the roster represents, depending on the service.  There can also be confusion over how to address cross-listed courses, “meets with” courses, co-taught courses, etc.  PeopleSoft Integration Broker (xml) could use BPEL to transform, filter, and route roster information.  Important point is that we can do this in a standard and uniform way.  Business rules implemented at a high-level in BPEL (vs. built into the code for each item). 



Hyperion – license negotiations & training opportunities (David Hart and Kathy Luker):

Kathy Luker, UW-Madision, Office of Quality Improvement, reported that seven campuses will be in production for Hyperion version 8 this summer.  Five other campuses will be in test mode. UW System will deliver official reports to all campuses (Plant Ledger, CDR, Facilities etc.).  Nine campuses will access shared HR queries; some queries developed for APBS are now being ‘retrofitted’ to InfoAccess IADS data views.  There is also development of shared SFS queries.  In FY07, the Hyperion Core Team will begin work on deploying dashboards for campus managers.   Through the Hyperion Core Team, Kathy Luker is leading and facilitating the work of the Hyperion Core Team.  The advantages of this Core team approach include:

  • queries are developed once and then delivered to all UWs;

  • one repository with a technical support team that serves all campuses; and

  • one security/admin expert that learns and then shares with others.


The Core Team is interested in having some web-based training developed for Hyperion.  The development of these training modules has not been included in the common systems budget.  The development work is estimated at $20,000. 


David Hart reported that the current Hyperion contract expires Jun 30th, 2006.  The current contract has no limit to number of users (faculty/staff).  We now have over 2000 users.  The maintenance renewal and the cost for new users are not known though it is expected that yearly maintenance will increase slightly.  David Hart will report back to the CIO email list on progress toward contract renewal. 


Password Audit of UW-Madison hosted systems (Jim Lowe):

UW-Madison will be running scanners on various systems and look for weak passwords.  They will start with InfoAccess.  Jim will let Scott Manley know and his group will be contacting users with weak passwords to change their passwords.



Procurement Update (Lori Voss)

Lori reported that UWs will receive the Microsoft invoices by the end of this week.  UW sites are also paying additional insurance (about $25,000) for protection against people pirating software.  Lori will be looking at new Select Agreement for next year and we will be staying with CDWG.


There was also brief conversation about the Xythos demonstration that was held in Milwaukee.  Several campuses are interested in the software and Lori Voss will explore some UW group options with the sales representative. 



Development of a strategy that addresses IT issues (Ed): 

Rather than working on an UW IT plan or strategy of sorts, Ed suggested that the group spend its time documenting some of the lessons learned and best practices regarding project implementation.  The work will be useful to the CIO Council and the CSRG,and may be needed for any future audits.  The intention is to prepare a while paper.  Ed asked the CIOs to send bullet points to him for compilation.