Office of Learning and Information Technology

University of Wisconsin CIO Council Teleconference

University of Wisconsin CIO Council Teleconference

Madison, WI

March 15, 2007

Attendees

Due to the nature of the teleconference, the following list may not be complete.

CIOs and their Representatives

Guests

Mark Anderson
Nancy Crabb
Dick Cleek
David Dumke (by teleconference)
Jack Duwe
Chip Eckardt
Ken Frasier
Ron Kraemer
John Krogman
David Lois
Bruce Maas
Ed Meachen
Kathy Pletcher
Elena Pokot
Ken Splittgerber
David Stack
John Tillman
Doug Wahl
Lisa Wheeler

Chris Ashley
Jeanne Blochwitz
Kathy Christoph
Lorie Docken
Laura Dunek
Doug Flee
David Hart
Leslie Perelman
Lori Voss

 

 

Review of Middleware Roadmap

Ron Kraemer distributed a middleware roadmap that was drafted in time to meet the Common System Review Group (CSRG) budget deadline. It represents the beginning of a strategic vision for supporting Oracle Fusion, which will ultimately require purchasing additional products. UW–Madison has been working with Oracle and Sun over the past six months and anticipates a competitive bid. It is possible to buy the Oracle products on either a pay-as-you-go basis at a fixed discount or as a large bundle at a deeper discount.

Doug Flee explained that the existing Oracle license agreement includes a few components of the applications server, but not the Internet applications that lay the foundation for SOA. Oracle markets its database suite as a core component, known as the Enterprise Server, and a suite of add-ons. The licensing rubric is such that each add-on must be licensed in the same fashion and volume as the core database. The UWS has licensed the database for unlimited use and add-ons must be licensed similarly. There are two ways to acquire additional adds-ons, either piecemeal or by reviewing and renewing the existing licensing agreement. Doug Flee recommends that latter approach. The volunteers who will look at the issues involved in moving the 1998 Oracle license forward include Doug Flee, Tom Jordan, LeRoy Kemnitz, Ron Kraemer, Nina Mack, Lori Voss and Marge Waala. The CIO Council is also interested in changing the algorithm for calculating ongoing maintenance costs. The MHEC Oracle contract may be a help in that regard.

Bruce Maas recommended expanding the use of encryption so that exposed, but encrypted, datasets do not have to be reported under WI Act 138. Jack Duwe explained that if a database is hacked through a compromised password the data will likely be de-encrypted due to the access rights.

Ultimately, the CSRG allocated a contingency for middleware as a place holder pending further analysis. The likely components would include the Identification/Authentication/Authorization infrastructure, MILER resources to implement the Oracle Customer data hub, security enhancements and additional software components. Systemwide representation is needed to examine each of these aspects. David Lois recommended that the analyses be framed in terms of net savings, cost avoidance and opportunities, rather than just fiscal challenges.

Common Systems update

In addition to the aforementioned middleware items, the CSRG approved:

  • the fit-gap scoping effort that will begin in December or January for the HR project. It includes consultants and back-filling for staff at the UWSServiceCenter and DoIT. The first phase will be to bring University executives on board.
  • additional infrastructure and support for SFS as it expands to support grants management and additional campuses
  • the D2L budget
  • increased costs of running the ServiceCenter
  • shared MILER funding for UW–La Crosse and UW–Stout to implement their student systems in fall 2009

The Common Systems assessments to the UWS institutions will not increase for next year.

Enterprise Performance Management (EPM)

Kathy Caya explained that EPM is an odd term for a set of data marts that are in the form of delivered mappings between the PeopleSoft systems, including HR, Financials and Campus Solutions. Since previous versions did not include student content, there wasn't interest on the part of the UWS. Current versions of EPM include metrics for admissions and recruiting, student records and student financials.

Although most UWS institutions have already developed their own internal reporting tools, these products will help with regular reporting to OPAR. The goal is to install an instance at FASTAR, look at the delivered mappings, and then install it at each campus with any customized mappings that are needed for CDR. OPAR may then be able to pull the data directly for the PeopleSoft institutions without intervention and testing at each campus. It is claimed that the EPM tools can also pull data from non-PeopleSoft systems.

The data marts may ultimately be able to satisfy other systemwide reporting needs. An institution may also be able to replace its internal reporting with the EPM tools.

Bruce Maas expressed the concern that different UWS institutions have implemented their warehouse systems independently with different meanings for the data which would likely require separate translations.

David Hart reported that the Oracle representative recently said there are two EPM components to which the UWS does not have a license, but it is not yet clear which those are.

Office of Procurement update

An effort is underway to look at licensing challenges and technical nuances with the Microsoft contract. Lori Voss is suggesting that the DoIT product management licensing group spearhead the effort.

The effort to quantify the Microsoft anti-trust settlement claim is proceeding. Records of operating systems purchased in conjunction with CPUs after the Enterprise Agreement turned into the Campus Agreement are being obtained from the large manufacturers and vendors. The DoIT product management group will post the information on a password protected website for the UWS institutions to verify and augment if they have additional records.

Chip Eckardt reported that DOA has not yet called a meeting regarding the new printer contract. There will likely be multiple awards and multiple brands.

Lori Taylor is soliciting campus interest regarding the Autodesk contract by April 1.

There will be a CAUCUS software licensing best practices webinar on April 17 at

Regent Street
in Madison and at UW-Stout.

Lorie Voss's former position will be backfilled with a person who will become the liaison for the CIO Council and the UWS librarians.

RIAA

Chris Ashley stressed the need for a consistent UWS response to the new RIAA push for institutions to forward settlement notices to students who are allegedly exchanging copyright material and preserve potentially relevant documents. After talking with his colleagues, Chris Ashley affirms that the current UWS DMCA practices are appropriate:

  • identifying a person to receive DMCA notices from the music publishers
  • implementing a procedure to inform alleged violators
  • imposing penalties for repeat offenders

The immediate question is whether the latest round of RIAA settlement notices should be forwarded to students. In his opinion, the UWS institutions should not, in general, forward them because it is not known if any subsequent subpoenas will be valid. Meanwhile, it would be worthwhile for the UWS institutions to put up informational websites regarding the issues and the RIAA's publicly stated process.

Ken Frasier reported that UW–Madison is moving quickly to implement a plan that states the RIAA is targeting students living in university residences. Housing will require students to re-connect to the residential network after agreeing that they have read a notice and consequently realize that the university will not forward RIAA settlement letters and know that University policies require that action be taken when there is reason to believe inappropriate use is taking place.

Chris Ashley explained that when RIAA settlement notices contain sufficient information to meet the standard DMCA requirements, they will be handled using the normal processes.

Ron Kraemer noted that students think they are anonymous on the Internet but, in fact, there are organizations that are putting great amounts of effort into finding out what individuals are doing. Ken Frasier highlighted the importance of explaining to the media and legislators that we are doing more than other organizations to educate people about copyright responsibilities.

Microsoft CIO meeting

Ron Kraemer reported on a meeting of CIOs with Microsoft that he and John McCarragher attended. They came back feeling that higher education's concerns were not very high on Microsoft's agenda compared to other industries.

Academic Affairs planning exercise

UWSA Academic Affairs will hold a one day strategic planning meeting on March 21. It will set the scenario for the next Senior Vice President. Input from stakeholders, including the CIO Council, is being solicited. Kathy Pletcher will join the meeting by teleconference.

Board of Regents Records Management Policy update

Laura Dunek distributed an updated draft of a UWS Public Records Management Policy which will soon go before the Board of Regents. The document endeavors to avoid putting an undue burden on IT, which provides the tools, and outlines responsibilities for functional offices. Kathy Pletcher noted the traditional IT approach is to optimize on data recovery and bringing back deleted files as opposed to expunging data that has expired.

Learn@UW Utility update

Jeanne Blochwitz reported that the status of the Learn@UW Capacity Planning Project shows that the two application servers that were added in the fall are still up to the load, but will likely be inadequate for next fall. There are concerns about continually adding application servers and paying for their software and maintenance. Capacity planning meetings with Microsoft were not productive. In early January, D2L indicated they are moving to VMWare for their internal and hosted sites but are not yet running in a production environment. Learn@UW has begun testing a VMWare cluster in their beta environment. In May 2007, a project will be launched to implement a VMWare cluster to add capacity for the fall. A VMWare solution will enable the re-use of hardware, provide redundancy, reduce power consumption and accommodate peak loads.

The upgrade to D2L version 8.13 is being installed in the test environment. The 7.x versions will no longer be supported later this year. The upgrade runs in the .NET environment and not all of the tools have been converted. The site administrators from the UWS institutions have access to the test environment and can share their experiences on a wiki. The upgrade requires a database conversion that is expected to take 5 days, which would be a significant outage at the start of the summer sessions. Converting UWM's database, which is separate, is expected to take only a day.

Kathy Pletcher reported that the Steering Committee will conduct a web survey that will ask faculty about any and all course management systems they are using. The CIOs will need to get the survey distributed at their institutions by whatever means are appropriate. The information will be used in planning for D2L and other potential tools.

Fusion Conference update

The recent Fusion Conference in Madison brought together CIOs and CEOs. There were good networking opportunities with other state agency CIOs and Senator Kanavas, who was very supportive of the relaunch of the HR project. The Senator broached the concept of a data center in Milwaukee to Bruce Maas.

Summer CIO meeting at UW-River Falls

Lisa Wheeler has invited the CIO Council to meet at UW–RiverFalls during the summer. She would like some of the attendees to serve as a panel of experts for the IT staff on her campus given the challenges they are facing and the changes they are going through. The Council members preferred a noon to noon venue on July 19th and 20th.

Next meeting

The next CIO Council meeting will be April19, 2007. Meeting dates, the directory of UWS CIOs and meeting summaries are available at: http://www.uwsa.edu/olit/cio/