Office of Learning and Information Technology

UW System CIO Council, 3/15/2007

University of Wisconsin CIO Council

Madison, WI

May 17, 2007

  • Attendees
  • Oskar Anderson, state CIO
  • Hyperion update
  • E-discovery/litigation holds/RIAA
  • Procurement update
  • Common Systems update
  • UW System’s Commission on University Security
  • Web based teaching & learning survey
  • Learn@UW strategic planning
  • ITMC
  • Next meeting

Attendees

CIOs and their Representatives

Guests

Nancy Crabb
Dick Cleek
David Dumke
Jack Duwe
Chip Eckardt
Ron Kraemer
John Krogman
David Lois
Bruce Maas
Ed Meachen
Kathy Pletcher
Elena Pokot

Mary Schoeler
Ken Splittgerber
John Tillman
Doug Wahl
Lisa Wheeler

Oskar Anderson

Chris Ashley
Lorie Docken
Laura Dunek
David Hart

Jason Haverly

Kathy Luker

Diane Mann

Paul Moriarty
Leslie Perelman
Lori Voss

Oskar Anderson

Oskar Anderson, the state CIO, joined the meeting for a wide ranging discussion of IT issues, including the recent LAB IT audit and IBIS. Oskar gave a brief history of his IT background which included being the IT director at the Wisconsin Department of Revenue for 10 years and 20 years as a consultant for installations of large enterprise IT systems. He thought the LAB IT audit hearing had gone well. He also believes that no two IT projects are the same. There was a general discussion on the usefulness of IT plans. The IT Directors Council is working on developing a template for submitting briefer but more useful information. UW CIOs would be interested in looking at such a template and possible overlaps. Anderson indicated that the department is working on identifying “high risk” not “high dollar” projects and is working on the planning process, best practices, and project monitoring. It was agreed that monitoring and audits must be conducted by experts in IT auditing rather than financial auditors. There was also a discussion on the feasibility of possibly pooling DOA and UW resources to employ a full time IT auditor. It was suggested that not only was it important to do more accurate budgeting up front, but also the costs should be given as a range and updated changes and re-estimated costs should be well documented and publicized. It would also be helpful to hire a risk assessment specialist for the PeopleSoft projects. There was also a discussion of the difficulty of getting a pool of qualified candidates for positions. The UW CIOs suggested that future discussions with the state CIO could include telephony and networking topics.

Hyperion

Jason Haverly, UW-RiverFalls , gave a demonstration of the Hyperion 8 rollout project on his campus. The project goal was to implement such that 80% of recurring data requests can be filled by self-service. The target audience was approximately 135 users including deans, department chairs and support staff. UW-RiverFalls ’ Hyperion installation uses Active-X and is able to be used not only for reporting purposes but also for label creation and is a very flexible reporting system. Currently, the UW-RF IT department is working on developing a set of metrics and dashboard modules that will provide a view of “institutional health.” One issue involves the Mac client. Future plans including converting BRIO 6 reports to Hyperion 8 and creating new reports focusing on classes and program review.

David Hart distributed a chart outlining the license options for Hyperion. The two viable options were to continue with version 8 or move to System 9. With version 8, UW campuses could maintain the status quo in perpetuity although it is unclear how long version 8 will be supported. Hyperion wants very much for UW to move to System 9 by June 1st. System 9 would be a CPU model that would provide for unlimited number of users. It was agreed that the timing was bad for moving to System 9 since it is very costly for both campuses and Fastar. There was a lengthy discussion on the differences between a developer license and a user license. It was agreed that David Hart would coordinate with DoIT in providing a list of campus users to each CIO. The CIOs in turn would determine the number and type of licenses being used so UW System can report the number of licensed version 8 users to Hyperion. There was consensus that the UWs will stay with version 8 for the time being.

Kathy Luker provided a PowerPoint overview of the UW use of Hyperion and the Hyperion Performance Suite platform. She also reviewed the Hyperion deployment across the UW System. System-wide shared queries are available for Human Resources, Benefits, and AA/EOO departments and additional queries are in development for Budget, Payroll, Plant ledger and Financial departments. Currently, there are 1.85 FTE in the Business Intelligence Core Team. To leverage deployment over the next year, there is a need for $20,000 for Publisher and End-user learning modules and $ 7,500 for shared query development. It was suggested that a business case be presented to the Common Systems Review Group for funding $27,500 for learning modules and shared query development for the use of Hyperion across the UW. Lorie Docken will work with Kathy Luker in developing such a request.

e-discovery/litigation holds/RIAA

Laura Dunek and Chris Ashley from UW System’s General Counsel Office provided an overview of the federal rules of discovery regarding electronic records and how such discovery is affected by the recent amendments to the Federal Rules of Civil Procedures. As of December, 2006, the discovery of electronically stored information stands on equal footing with discovery of paper documents and includes any type of information that is stored electronically. Rule 34 specifically indicates that it encompasses everything including backup tapes, metadata, logs, fragments of deleted documents, e-mail, personal computers and tools of technology. The first step in a litigation hold requires the creation of complete inventory of electronic documents, including drive and file specifications. Is it important to determine at the beginning of the process how to present the information and how to scope it. There also needs to be an agreement on the discovery plan, what to hand over, what is to be inspected and sampled. Laura Dunek stressed that the early and ongoing involvement of information technology professionals is essential for success. The format of records and duplicative records and storage costs are of paramount concern. UW System has developed the following litigation hold process: 1) issue the litigation hold by letter, 2) identify affected employees and include IT staff, 3) complete inventory of responsive records and their locations, 4)isolate responsive records onto a single drive with sub-folders. This minimizes the cost, number, and scope of records stored on backup tapes. 5) Ensure preservation, authenticity, and security of responsive records. Chris Ashley stressed that these Federal Rules of Discovery only apply to federal cases but that the states will be adopting many of these rules over time.

Office of Procurement update

Lori Voss indicated that the Microsoft licensing meeting went well and there was a good discussion on the level of products and their pricing. A number of Madison specific product requirements were included. On Friday a small group will be discussing amendments and access to different features, etc. The claim is almost ready to be sent in. The CA has the counts and the due date is at the end of June.

Lori Voss also reported on the state IT services contract, specifically Comsys, the Vendor Management Services. It is important to note that DOA is purchasing a service, not software. They have purchased a 3rd party tool for consolidation of consulting services. It is a mandatory statewide contract that is not critical for UW but that UW System will have to use it. UW System will need to identify people and their roles. There will be a project to implement Comsys and a small team of CIOs and purchasing staff will be appointed in the fall.

Common Systems

Ed Meachen indicated that he was well along in writing a narrative explaining the IT Roadmap. The initial audience will be CIOs, CBOs, Provosts, Chancellors, Board of Regents, and legislators. The IT Roadmap is not an IT strategic plan but rather a document to explain the end points and the various paths to reach the goals. The document can be added to UW System’s strategic plan that will include its growth agenda.

In regard to the common systems’ budget, the budget for 2007-08 has been approved by the chancellors. Going forward, the annual budget process includes having the Common System Review Group develop and recommend a budget and the chancellors will then review and approve the budget. There will be a report to the Board of Regents’ Finance, Budget and Audit Committee, probably in September, where the first year plan and budget will be shared, along with a status report. The legislative committee will also be updated on the major IT projects

UW System’s Commission on University Security

Mary Schoeler gave a brief report on the work of the Commission on University Security that President Riley has established. The emphasis will be on the care of students and the creation of responses to pre-incidents and pre-events. While there are lots of indicators of potential problems, the challenge will be how to collect and review the relevant data. Prevention will include intervention during pre-violence and violence incidents, as well as, post incident management. The commission will present a preliminary report to the Board of Regents at their July meeting.

Web Based Teaching & Learning Survey

Kathy Pletcher, Alan Foley, and Peter Mann gave a preliminary report on the recent web base teaching and learning survey. The Learn@UW D2L Steering Committee conducted a survey of web-based teaching and learning technology use across UW System institutions. The survey solicited feedback about the tools used in instruction and how they work and meet the needs of faculty, instructors, and teaching assistants. All faculty and instructional staff were surveyed and 2,100 responses were received representing an 18% response rate. The next steps will include a more detailed analysis of the survey data and the compilation of a summary report to be shared with campuses. The results of the survey will also be used in upcoming learning technology planning efforts. There was a question about IRB compliance. It was explained that the survey was done for internal improvement of service and they will publish anonymous results. Each CIO is asked to check with their local IRB chair and explain the goals of the survey and that the results will be anonymous

Learn@UW Strategic Planning Exercise

Kathy Pletcher reported that it has been five years since the Task Force on e-Learning investigated the e-Learning landscape and that it was decided to reflect on how e-learning has evolved and to set some directions for the future. The Learn@UW Steering Committee is creating a working group to review the e-Learning landscape and make recommendations for a vision and strategic directions for a learning Support Infrastructure over the next five years. The working group will gather information from a variety of sources, including the 2007 Web-based Learning Survey of UW System faculty and instructional staff and the 2006 ECAR Survey of Student Use of Technology. The working group will include members representing faculty and instructional staff, students, LTDC, D2L site administrators, instructional designers, Learn@UW utility staff, librarians and web architects and developers. There will be progress reports at the fall ITMC conference in October and at the Learn@UW Steering Committee in November. The final report will be completed in the spring of 2008

Other Items

John Krogman asked if there was agreement to have both a fall, 2007 and a spring, 2008 ITMC meeting and if the meetings should be held at the Heidel House in GreenLake . The answer was “yes” to both questions.

John Krogman also asked if John Wilson should pursue a system-wide license for ImageNow and the consensus was to pursue such a license.

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The meeting adjourned at 2:15 p.m.

Paul Moriarty

UW System

Next meeting

The next CIO Council meeting will be June 21, 2007. Meeting dates, the directory of UWS CIOs and meeting summaries are available at: http://www.uwsa.edu/olit/cio/