UA IT Council Meeting Agenda January 31, Invited Attendees:

Transcription

1 UA IT Council Meeting Agenda January 31, 2014 Meeting Information January 31, 2014, 9:00 a.m. to 11:00 a.m. Conference call number if needed: ; Code: Meeting Coordinator: Wendy Bertram Attachments: UA IT Minutes Videoconference locations: Urbana, HAB 67B (IP: ) (Terry Smith: ) Chicago, BGRC 112 (IP: ) (Kat Kernick: or Mint Simagrai: ) Springfield, BRK 180G (IP: ) (Ian Fitzgerald: ) Invited Attendees: BOT; Hallihan, Michael Capital Programs; Vitosky, Joe OBFS; Hammerberg, Bruce Planning and Budgeting; Evans, John University Audits; Fruit, Gene University Counsel, Anderson, Stephen University Relations; Hudak David, Virginia VP Academic Affairs; Gilles, Tim VP Health Affairs; Zenku, Illir VP Human Resources; Kerber, Tony VP Research; Kuzmuk, Kristy CIO; Hites, Michael CIO, Portfolio Management; Block, Kelly Ex officio: Chicago CIO, Herrera Lindstrom, Cynthia Ex officio: Springfield CIO, Eslahi, Farokh Ex officio: Urbana CIO, Hixson, Paul AITS/Business Intelligence; Walz, Aaron AITS/IT Planning: DeBarr, Joe AITS/Customer Relations: Flanagin, Susan AITS/Application Development: Harris, Richard AITS/Computer Operations: Lyon, Michael AITS/Customer Relations: Pollard, Mark RIMS: Kaczmarek, Joanne 1 Page 1 of 9

2 1 Welcome Susan Flanagin Approval of November Minutes (Pages 3 5) Introduction of Presenters 2 UIC IT Strategic Plan Cynthia Herrera Lindstrom 3 Critical Project Updates a. NESSIE move to SiteMinder Tony Kerber b. Advance Illinois Michael Hites For general information about the Advance Illinois project, visit the Project website c. IAM Kelly Block (Pages 6 7) For general information about the IAM project, visit the Project website d. Start myresearch Youngwook Song (Pages 8 9) For general information about the Start my Research, visit the Project website 4 UA IT Social Media Policy Discussion Ginny Hudak David Quarterly Meeting Dates 2014 Meeting Dates: HAB 67b BRK 180G BRGC 112 Friday, May 2 nd Friday, August 29 th Friday, November 7 th 9:00am 11:00am 9:00am 11:00am 9:00am 11:00am 9 Other Topics 2 Page 2 of 9

3 UA IT Council Meeting Minutes November 15, 2013 Attendees: BOT; Hallihan, Michael Capital Programs; Vitosky, Joe OBFS; Hammerburg, Bruce Planning and Budgeting; Anderson, Mark University Audits; Fruit, Gene University Counsel, Anderson, Stephen University Relations; Hudak David, Virginia VP Academic Affairs; Gilles, Tim VP Health Affairs; Zenku, Illir VP Human Resources; Kerber, Tony VP Research; Kuzmuk, Kristy AITS: Dable, Stephanie CITES: Mertz, Brian CIO; Hites, Michael CIO, Portfolio Management; Block, Kelly Ex officio: Chicago CIO, Herrera Lindstrom, Cynthia Ex officio: Springfield CIO, Eslahi, Farokh Ex officio: Urbana CIO, Hixson, Paul AITS/Business Intelligence; Walz, Aaron AITS/IT Planning: DeBarr, Joe AITS/Customer Relations: Flanagin, Susan AITS/Application Development: Harris, Richard AITS/Computer Operations: Lyon, Michael AITS/Customer Relations: Pollard, Mark RIMS: Kaczmarek, Joanne AITS: Zunich, Butch 1 Page 3 of 9

4 1 Welcome Susan Flanagin Approval of August Minutes Minutes approved 2 Knowledge Base Implementation Brian Mertz, CITES Brian gave an excellent presentation on the Knowledge Base tool and the proposed implementation at Urbana. The tool will be available for the enterprise system as it rolls out. Information available in the agenda materials. 3 Conflict IDs Butch Zunich, AITS IAM Project Butch shared with the group the need to clean up conflict IDs in order for the IAM project to move to one database. There are plans in the works for each campus and the conflict IDs project will start in early Additional information in the agenda materials. For general information about the IAM project, visit the IAM Project website 4 HR Project Updates Tony Kerber, HRIS Retiree Rehire Project UI now needs to help track rehires based on the requirements from the State of Illinois. The next phase is to look at the reporting needs of the application we need to report within 60 days, the end of the academic year, and within 30 days. The rules of the Legislation looks at the number of weeks someone has worked and what they earned. If a retiree works for any SURS employer, the employer needs to pay the annual annuity. The application that HR is building facilities the approval process, creating a data store and the progress toward the weeks of work. We have to make sure the approval process is completed and that the follow up is done too. We would like to share information among other institutions so information is accurate. The employees will need to sign a statement of annuity status, in the future. NESSIE New Hire Redesign The onboarding system that we use is about 10 years or so. Users find it cumbersome and confusing. For the implementation, we requested and received funding for backfill; Development and QA resources. We are hoping to kick off at the first of the year, have the application redesigned by the end of 2014 focused on the user interface and the user experience. Accessibility for people with disabilities is targeted to improve. We are going to target specific E classes of employees as well going in a step fashion instead of a task list for the New Hire experience. We have a 400 page spec document if you are interested. We plan to rebrand the website. We might skew away from things like ihire selling naming rights. NESSIE move to SiteMinder Today, you can use EAS or Bluestem to log into NESSIE. We are moving away from Bluestem and will use SiteMinder for authentication. We are going to accept campus Netids instead of Enterprise IDs. Bluestem is by far the most popular way to log into NESSIE. We need to get the communication out that we are making the change on 12/5. Starting next Tuesday we will put up a message that things will change on 12/5. We are making this change now because it positions NESSIE better for the one ID down the road. NOTE: This move went live on 1/16/14. PPACA 2 Page 4 of 9

5 Analysis continues on the impact of PPACA, also known as ObamaCare, on the UI. We have to start analyzing the employee population and see how that affects us. How do we track populations that are changing, are there are significant penalties if we do not comply, do we need to change any of our systems? 5 Ellucian Road Map Stephanie Dable and Richard Harris, AITS SunGard is now called Ellucian. Stephanie s presentation was informative with few questions. 6 IT Strategic Planning at UIS Farokh Eslahi, UIS CIO Farokh presented his documents on the IT planning work that is being done at UIS. 7 UA IT Strategic Planning Discussion Kelly Block, Susan Flanagin AITS is about to roll out mystrategicplan.com to the organization. We are tracking our performance and have information on the AITS website for staff to reference Quarterly Meeting Dates All meetings from 9:00 11:00 a.m. Friday, January 31 Friday, May 2 Friday, August 29 Friday, November 7 9 Other Topics Gene Fruit FYI there is a working group that is looking at the reclassification of the HIPPA rule. Pat O Donohue from the President s Office is coordinating the working group. Meeting adjourned. 3 Page 5 of 9

6 IAM Project Update Replanning for One ID & Password Nearing Completion Functional requirements and use cases for One ID & Password in final review Continuing work with Courion on workflow changes to fit UI requirements Rollout Planning UIS first, then UIC or UIUC, EAS last Page 6 of 9

7 IAM Project Update Conflict ID Resolution Pilot starting at UIUC and UIC ~180 IDs require intervention Functional Analysis work for Provisioning/De-provisioning/Affiliations underway Other things: service branding and conversion to NetID naming standard, focus on mobile and SMS capabilities Page 7 of 9

8 START myresearch Project KC & PI Portal 1. Project Overview: START = Systemwide Tools for Administration of Research and Training Replace aging electronic research administration Software and Simplify compliance. Use Kuali Coeus (KC) Open Source Software for Research Administration. Targeting the KC COI (Conflict of Interest) module first followed by Pre Award, IRB (Institutional Review Board), and IACUC (Institutional Animal Care and Use Committees). myresearch = Principal Investigator Portal (PI Portal) Web application Central point for both grant administration and faculty members to access information on a grant, including financial data, from inception to closure. 2. Customer Impact: Reduce faculty and manager burden and effort Integrate grant preparation, approval, submission, routing, compliance University wide support of the pre award and compliance processes User friendly PI interface (PI Portal) 2 Page 8 of 9

9 START myresearch Project KC & PI Portal 3. Current Status: START myresearch website went live 01/24. KC COI Desired To Be Flows approved by all 3 campuses mid JAN KC COI User stories and gap analysis are in progress using desired To Be Flows. KC COI initial UI mock up in progress and being reviewed by COI Offices. PI Portal Analysis of supplemental system data to Banner system data for grants (End of JAN). PI Portal Analysis of displaying Banner data in 424 Summary layout ongoing. PI Portal Initial round of UI enhancements mock up done & in process of gathering feedback. 4. Current Issues: Lack of Kuali Coeus technical expertise internally. KC Functional/Technical/RICE training by 3 rd Party started this week. Kuali Coeus COI User Interface not user friendly. Continue to explore customization within the KC framework. Scope and Dependencies across PI Portal, UI Reports, Role Application 2 Page 9 of 9