CCFIT > Calendar & Minutes > 1998-2003 Minutes > September 23, 2002 AC4 Minutes

1. Announcements and Approval of Minutes
2. Appointment of AC4 Representative to ADC3
3. OVRC Electronic Research Administration System
4. MyUCDavis Oversight Committee Update
5. It Strategic Planning
6. Policy Proposal: Email for Officially Communicating With Students
7. Virtual Chemistry Lab

Excused: Jeff Gibeling, James Spriggs, Ellen Sutter, Pam Thomas, and Pat Turner.

Guests: Lynn Chronister, Tor Cross, Bill Grabert, Pat Kava, Sandra Stewart, and Keith Young.

Staff to the Council: Julie Saylor and Babette Schmitt.

I. ANNOUNCEMENTS AND APPROVAL OF MINUTES - CHAIR PLANT

•   Chair Plant welcomed the following new Council members:

  1. James Chalfant, Academic Senate At-Large
  2. Ann Orel, Committee on Academic Planning & Budget Review Representative
  3. Jay Lund, Committee on Educational Policy representative
  4. Pam Thomas, Staff Assembly representative
  5. Jeff Gibbeling, Dean, Graduate Studies
  6. James Spriggs, Academic Senate At-Large
  7. Ellen Sutter, Teaching Resources Center representative

•  The May 20th minutes were approved as submitted.
•  Chair Plant announced the appointment of Andy Jones as  Chair of the Education Subcommittee, and Mani Tripathi as  Chair of the Research Subcommittee.

II. APPOINTMENT OF AC4 REPRESENTATIVE TO ADC3 - CHAIR PLANT

Chair Plant announced that this item needed to be postponed until the AC4 Steering Committee has a chance to discuss potential representatives to the Administrative Computing Coordinating Council (AdC3). Chair Plant indicated he expects to present a suggested representative to Council at the next meeting.

III. OVCR ELECTRONIC RESEARCH ADMINISTRATION SYSTEM - LYNN CHRONISTER
Presentation: ERA PowerPoint presentation
Handout: The Possible Benefits of Expanding DaFIS to Include Pre- and Post-Award C&G Functionality

Lynn Chronister, Associate Vice Chancellor for Research, gave a presentation on the proposed Electronic Research Administration System. The project is a collaboration between Information and Educational Technology, the Office of Administration, and the Office of the Vice Chancellor for Research. Once developed, the system will provide the campus with an integrated approach to administering various processes for contracts and grants related to campus research activities.

In her presentation, Chronister identified critical considerations under investigation: Policy and Procedures, Staffing and Infrastructure, the campus culture and structure, the regulatory environment, and existing technology. Each of these considerations will impact the selection of a solution for the campus (see the PowerPoint presentation).

Chronister noted that the development and implementation of this system is a requirement, rather than on option, for the campus. The main question revolves around whether to build the system in house, buy an Electronic Research Administration (ERA) System, or consider a combination of both. Several ERA products already exist, including one by PeopleSoft that Chronister noted she’s not a proponent of (based on experience). The campus is also considering other products for purchase: Coeus, developed by MIT; GAMs, developed by a university consortium; and the system in place at Indiana University. One of the questions being investigated revolves around determining these products’ ability to integrate well with DaFIS, the campus financial information system. The option of building an ERA system for the campus would require an expansion of DaFIS.

The project team is conducting an initial survey of other UC campuses. Five of the campuses surveyed have purchased a system, 2 decided to build their own systems, and 2 others are reviewing possible systems. Of the 5 campuses purchasing systems, 4 chose a product called Coeus and 1 selected PeopleSoft.

Dave Shelby, Assistant Vice Provost for Information and Educational Technology, outlined the criteria that will be used to evaluate possible ERA solutions. Two sets of criteria have been developed, one for a high-level assessment, and the other listing top functional requirements. Shelby solicited feedback from Council on the proposed approach, noting that it was unlikely that any single product would meet all our criteria and needs, and that we would need to build some of the components.

Council members inquired about the lifecycle of this system and plans for adapting to evolving internal and external requirements. Chronister indicated that this project is driven primarily by federal requirements, though Shelby also explained that one of the selection criteria is the products’ adaptability. Members also inquired about plans to involve users in the assessment process. Shelby replied that the first stage of the process will focus on determining the extent to which available products meet the campus’ criteria. In the second stage, the team will evaluate whether the products meet the needs of such user groups as MSOs, deans, and others. Mani Tripathi, Chair of the AC4 Subcommittee on Research, suggested expanding the function of the subcommittee to include functioning as a focus group to help identify those needs.

Mike Allred, Associate Vice Chancellor for Administration, outlined the benefits of expanding DaFIS to include pre- and post-award contracts and grants functionality (see the last five slides of the presentation and handout). Allred told Council members that expanding DaFIS as the grants and contracts administration system made good sense and would provide a single system for campus users. He indicated that a module for Business Contracts is being developed in DaFIS, and that the system already performs much of the post-award tasks.

Chair Plant asked the Subcommittee on Research to represent AC4 on this ERA project and to work closely with IET, OVCR, and the DaFIS team to investigate options. Chair Plant requested that a report be submitted to Council at a future meeting outlining the results of the investigation.

IV. MYUCDAVIS OVERSIGHT COMMITTEE UPDATE - DAVE SHELBY

Handout: MyUCDavis Oversight Committee's Charge Letter

Dave Shelby announced that a new oversight committee has been formed to provide direction and leadership for the ongoing development and maintenance of MyUCDavis, the campus enterprise portal. Under the leadership of Professor Richard Plant, the new committee is charged with reviewing, prioritizing, and making decisions on portal-related issues (including proposed functionality, user feedback, communication issues, new projects, as well as budget and procedural issues, etc.). The committee will provide the IET portal development team with direction during the planning, development, and implementation stages of all projects. (See the Oversight Committee’s Charge Letter.)

In addition to Plant and Shelby, committee members include: Joseph Calger (University Relations), Fred Wood (Associate Dean, Letters and Science). The NBA project manager will join the committee when that person is hired, thereby providing an important connection to the NBA initiative.

Shelby noted that an important role of the committee will be to connect with various user and constituent groups to collect input on portal functionality and content, and to ensure MyUCDavis meets the campus’ needs. The AC4 is one of the groups the committee will engage to get feedback on academic functionality and faculty-specific features. Depending on the topics under consideration, other groups such as the Administrative Computing Coordinating Councils (AdC3, the Technology Infrastructure Forum (TIF), the various NBA teams, the Adman group, senior advisers, ASUCD, and other groups, will be consulted, as appropriate. Shelby noted that the committee is looking forward to bringing back items for AC4 consideration.

John Bruno, Vice Provost for Information and Educational Technology, emphasized the importance of creating the right environment for the portal’s growing number of applications and functionality. One such application is the course management system for which faculty input is critical. Bruno suggested that the AC4 Subcommittee on Education provide guidance to the Oversight Committee in the development of new course management functionality.

V. IT STRATEGIC PLANNING - JOHN BRUNO
Handout: Draft IT Strategic Plan

Vice Provost Bruno introduced a draft UC Davis IT Strategic Plan that he and John Meyer, Vice Chancellor for Resource Management and Planning (RMP), have developed. Bruno emphasized that the proposed plan provides only a preliminary framework, and builds upon several years of planning, discussions, and work. He noted that this document will leverage that work, and encouraged Council members to participate in its continued development.

Bruno indicated that the development of this plan coincides with, and builds on Provost Hinshaw's decision to develop a strategic plan for the campus. Bruno provided a sample graphical representation of the campus strategic plan framework being developed (see page 3 of the handout).

Bruno described the elements of the proposed framework for the IT Strategic Plan. Similar to the framework for the campus plan, the IT Strategic Plan would include a mission statement, a vision statement, priorities, goals, and actions. In addition, Bruno emphasized that the plan will need to include metrics, where possible, for measuring the extent to which we've met our goals. Bruno proceeded through some of the example activities in the handout to explain how they would support the proposed framework. John Meyer added that the IT Strategic Plan is a critical tool that will establish a framework for allocating resources and ultimately setting priorities.

Bruno briefly outlined the process by which this plan will be vetted, expanded, and finalized, noting that the goal is to engage campus groups and individuals in a broad collaborative, consultative effort. Bruno solicited input from Council on the vetting process.

Chair Plant suggested time be set aside at the next meeting after Council members have had a chance to review the plan.

VI. POLICY PROPOSAL: EMAIL FOR OFFICIALLY COMMUNICATING WITH STUDENTS - JOHN BRUNO
Handout: Draft Email Policy

Vice Provost Bruno handed out copies of a draft policy identifying email as an official means of communication with UC Davis students. Bruno indicated that several factors have led to the development of this policy, including the need to find cost-effective ways of communicating with an increasingly large student population. This policy proposes to make students responsible for all information sent to them via their UC Davis email account, including in cases where students decide to forward their email to a different account.

Council members commented that some campus colleges and groups have already been sending out email communications to students. Chair Plant also noted that this fall marks the second year of the Student Computer Ownership Statement of Expectation developed by AC4. John Bruno indicated that this policy might reflect a de facto situation, but the campus needs a policy on record stipulating that email is an official means of communication and outlining students’ responsibilities.

Members discussed several issues related to this policy. One member inquired about the process and the next steps in developing and getting the draft approved. Bruno explained that the policy would need to be presented to the IT Policy Board and that it would follow the usual campus policy approval process (PPM). Another member inquired about whether a similar policy is under consideration, or should be considered, for staff and faculty. Bruno noted that many staff do not have access to computers. The current policy applies only to students.

Members also suggested keeping a list of all official email announcements to students in MyUCDavis for easy reference and access. One member asked how the campus would ensure that students receive the kind of critical communications you would normally send via certified mail. John Bruno suggested checking with campus counsel on these issues.

Members suggested a change to the current wording in the draft policy. The first sentence should read “A University-assigned student email account shall be an official means of communication with all students at UC Davis.”

VII. VIRTUAL CHEMISTRY LAB - HARRY MATTHEWS/DIANNE MEADOW
PowerPoint presentation: Chemistry 2C On-Line Pre- & Post-Laboratory Presentations

This presentation was given at the Council’s request, following last May’s discussion of Mediaworks’ accomplishments. Harry Matthews, Director of IET-Mediaworks, explained that the Virtual Chemistry Lab is one example of a hybrid online course Mediaworks staff have developed in support of the campus’ academic mission. The goals were to improve the quality of the introductory chemistry course (Chemistry 2C) while decreasing the amount of time students needed to spend in the labs. This approach was expected to increase the number of labs offered daily and to cycle a higher number of students through the chemistry class (see PowerPoint presentation).

Matthews provided an overview of the development, goals, and features of the virtual lab, noting that it is the result of a partnership between the dean of Letters and Science (Dean Rock) and Mediaworks (Harry Matthews). Dianne Meadow, who with Bill Fink provided all the content and educational processes, gave a demo of the virtual lab. Meadow indicated that, through these first offerings, the project team has identified a number of areas to improve upon. She noted, for example, that the post-laboratory exercises need to be redesigned to include more feedback to students, to increase robustness, and to tighten integration with the lab course framework.

Members inquired how much time the virtual lab saved the students in the class. Meadow replied that the team is still processing the evaluation data from last Spring, but being able to offer the virtual lab has already cut most labs by 30 minutes. Members also inquired whether there were any indications of the quality of learning provided. Meadow indicated the team conducted a technical and educational assessment. Among the results if this assessment, 71% of the participants did not report any technical problems, and most students reported gaining a better understanding of experiments and safety issues.

Chair Plant thanked Harry Matthews and Dianne Meadow for their informative presentation.

The meeting adjourned at 4:40 p.m.