Office of Learning and Information Technology

UWS CIO Council - January 21, 2010

CIO Council Video Conference
December 12, 2013


CIOs and their Representatives


Rajeev Bukralia
Lorie Docken
Jacques du Plessis
Nick Dvoracek
Chip Eckardt
Werner Gade
Marsha Henfer
Joe Kmiech
John Krogman
Elena Pokot
Stephen Reed
David Stack (reporting)
Doug Wahl
Sue Traxler
Ilya Yakolev
Mohamed Elhindi

Kolleen Apelgren
Ruth Ginzberg
Peter Mann
Paul Moriarty
Michael Schlicht
Guy Stalnaker
Lorna Wang
Dave Lois
Chris Liechty

Lorie Docken began the meeting by announcing that Michael Schlicht joined UW System Administration full time effective December 9, 2013. He will be a liaison to the other UW System institutions and represent their interests in the planning and roll out of the new network.

Imaging and Content Management Procurement

Kolleen Apelgren reported that imaging and content management procurement will be led by UW-Madison because that institution is serving as a utility for two other UWS institutions and another two are on the way. The goal is to have a generic Request for Proposal released by early March. The current contract with ImageNow expires at the end of August. All pricing options will be considered from campus-by-campus to a system-wide license. The pricing options may or may not drive the creation of one or more utilities. At least one participant from another UWS institution will be added to the team.

Guy Stalnaker recommended that the UWS institutions express their needs and desires for functionalities in a future product. UW-Superior would like to see a survey sent to the CIO Council that could be re-distributed on campus. UW-Parkside would like to see discounts on training. Ruth Ginzberg stressed defining the scope of the RFP regarding image management, document management and/or workflow management.

UW-Whitewater recommended that the RFP explore both a vendor-hosted SaaS model and a centrally hosted model with flexibility for each UWS institution to set its own direction.

The CIO Council members should email Apelgren the names of technical contacts at their institutions.

UW-Eau Claire/UW-Stout ImageNow Collaboration

Doug Wahl reported that UW-Eau Claire and UW-Stout have been exploring for 18 months how they can work together more effectively on various projects. Chip Eckardt explained that UW-Eau Claire is contributing portions of individuals to the ImageNow Collaboration while UW-Stout has a full time staff member. UW-Eau Claire is also offering BPLogix expertise to UW-Stout.

Learn@UW update

Desire to Learn update
Peter Mann explained that a D2L upgrade to version 10.1 will occur during the January Winter term. Regular communications have been provided to the UWS D2L site administrators. Ruth Ginzberg will review the D2L contract to ensure that all December 31st deliverables are being met.

Jacques du Plessis has observed three generations of Learning Management Systems (LMSs):

  • local systems hosted on campus
  • private cloud solutions, similar to D2L at Learn@UW
  • SaaS generation-less services that are upgraded on the fly, similar to Instructure

Lorna Wong explained that a shorter-term contract was signed with D2L last July. This allows for an RFP in the next year or so to pursue a 3rd generation type of system. A faculty survey, a task force to examine LMS integrations and another task force to look broadly at the future of academic systems are underway. The D2L Company already has a robust cloud service that hosts the majority of their clients and will have an option for continual upgrades in the next few years.

Jacques du Plessis is also concerned about the lack of common cartridge export functionality in D2L. Wong explained that there are multiple versions of the common cartridge standard and D2L is working on the next version that has the export functionality.

Chip Eckardt asked the team to confirm with the D2L Company that the new version will support Internet Explorer 11 because it is used on many new tablets.

Blackboard Collaborate update
Lorna Wong explained that the Blackboard Collaborate web conferencing solution does not have an easy-to-use reporting function for measuring usage. Nevertheless, it was determined that from July 2011 to December 2011, 55,000 sessions were started. Between August 2011 and December 2013, 11,000 sessions were started with 35,000 attendees. Usage is steadily increasing and remains primarily academic in nature. The recording of sessions is very popular. UW-Milwaukee, UW-Madison and UW Colleges/Extension have started the majority of the sessions. UW Colleges/Extension expects their usage to grow as travel is limited for budgetary purposes. Faculty who initiate sessions from within D2L can be counted. The largest numbers of unique faculty moderators are from UW-Platteville, UW Madison and UW-Milwaukee. A faculty survey at the end of November gathered feedback on their usage, satisfaction and future plans. Some 70% judge that they have adequate support and 86% judged it was easy to set up and use from within D2L. Only 6% would like to see another solution and 35% plan to increase their usage in the future. Many expressed the need for better support for students.

Lorna also reviewed the various tools with percentage of use that are used with Blackboard Collaborate and noted that the best liked features include ease of use, 24/7 availability, integration with D2L, secure recording inside D2L and breakout sessions. Useful tools included polling, whiteboard, application sharing, VoIP, recording, audio & video chat and breakout rooms. Desired improvements include Whiteboard, preloading of content, general interface improvements, bandwidth for video streaming and integration of quiz results with D2L. Blackboard Collaborate was made available via the UWS Portal with a soft launch in August 2013. Since that time there has been a steady increase in use via the portal. The key incidents affecting BB-C was the D2L upgrade to version10.0 in Fall, 2012 and the DDOS attacks in Spring, 2013. Provisioning of sessions to non-LMS users was not convenient until uPortal solution was implemented. CSRG will be asked for continuing funding for BB-C.

Kaltura MMS Implementation update
Lorna began the Kaltura update by reminding the group that there had been a 2 year pilot program and the UW System RFP process led to the selection of Kaltura and a 3 year contract was negotiated November, 2013. All UW faculty, staff, and students have access with 240TB of storage/bandwidth annually. Training sessions will be provided by the vendor. Recognizing the impact on campus resources, there will be a phased implementation. The 1st phase will provide integration with D2L this spring with requisite training for campus Kaltura administrators. The 2nd phase will provide access via other LMS and MediaSpace. Learn@UW will investigate use case and integration with other media systems. Lorna stressed that campuses will decide how to roll out the services. Lorna also reviewed the plans for the migration of data. The 1st phase will be bulk migration of content from the 2 year pilot. The 2nd phase will be the “delta” migration of content uploaded during Winterim ’14 session (through 1/17/14). Faculty will need to re-associate content due to disaggregating single pilot Kaltura instance to campus-specific instances. Also, DMS 3.0.0 leverages Kaltura Application Framework. The migration will be tested on the existing non-production instance and exceptions will be addressed as issues arise. The following are the key milestones and timeline for implementation:

December, 2013

  • Training sessions for campus designees
  • Deploy test environment using D2L v10.1 instance
  • Complete initial bulk migration of content uploaded during pilot

January, 2014

  • Develop and communicate initial service policies
  • Configure campus production D2L instances
  • Faculty consultations
  • Complete “delta” migration for content uploaded during Winterim ’14 session

February, 2014

  • Planning/deployment of campus MediaSpace instances and integration with other LMS systems

SIS Executive Committee update

Chip gave a brief update from SIS Executive Committee and noted that the following topics are being discussed: CDR Redesign, common scholarship application, and the reorganization of the MILER staff. He noted that cost may be a problem in implementing a common scholarship application for all campuses.

Pre-planning for the incoming CIO

Sasi Pillay has been hired as the new UW System Associate Vice President and CIO and his start date is around February 1st. There was a general discussion on how to help orient Sasi to his new role. One suggestion was that each CIO completes a template for a one page summary of the IT landscape at each institution and major issues each CIO is working on. It was agreed to flesh out the details of how to proceed at the January 16th CIO meeting. Sasi’s first CIO meeting will be the February 20th video conference.

Upcoming Meetings

The following are the next two CIO meetings:

  • December 19th – UW Network Governance Conference Call (9 a.m. – 10 a.m.)
  • January 16th – CIO In-person meeting in Madison (9 a.m. – 3 p.m.)

Meeting dates, Directory of UW CIOs, Meeting Summaries: