Reports

Division of Information Technology
2001-02 Annual Report

Our annual report contains four sections plus appendices. Section 1 addresses the campus Information Technology strategic directions, with progress DoIT has made toward each. In the second section we highlight accomplishments that support the campus strategic plan. The third section covers our diversity efforts, and the fourth outlines our IT Goals and Initiatives for 2002-2003. Finally, the appendices contain more information on two significant accomplishments outside UW-Madison, plus a new policy.

All DoIT departments and groups work in support of the Information Technology strategic directions, and DoIT departments prepare annual operating plans that are reviewed by upper management for alignment with the strategic directions. We have made significant progress on each strategy during the past year. As you read through our report, you will observe that many of our initiatives refer back to the first one—specifically to the My UW-Madison portal. The portal is providing impetus for a more cohesive information technology applications portfolio for UW-Madison.

Section 1

PROGRESS REPORT ON IT STRATEGIC PLAN DIRECTIONS

I. Enable Easy Access to Web-Based Services

My UW-Madison

My UW Madison is a Web portal that provides an individualized view of campus information in a secure, Web-based format. It was rolled out to all students in fall 2001 and to more than 10,000 faculty and staff in spring 2002. Students now have round-the-clock, self-service access to their University information. On a customizable front page, My UW-Madison integrates many online tools and services to present information to authorized users. Two important features are email (WiscMail) and a campus-wide calendar and scheduling system (WiscCal). Both are accessible via the Web from any location. WiscCal enables users to view significant University dates and to schedule meetings with other users. In addition, My UW-Madison offers a convenient advisor’s view of the records and schedules of their advisees.

PeopleSoft 8 and ISIS Upgrade

In collaboration with the Division of Academic Services (DAS), DoIT was a key campus player in converting to Version 8 of PeopleSoft’s Student Administration system this summer. The PeopleSoft software forms the basis of the Integrated Student Information System (ISIS), which, since 1998, has handled processing for prospective student records, admissions, curricular information and Timetable, financial aid, registration and student records, and student fees. Planning began last summer and, after widespread campus input, the Deans Council in December approved the aggressive schedule for the transition to version 8. The new ISIS has a Web interface that makes it easier for all users to learn and use. Staff have more ready access to the content needed to perform their administrative tasks. Students benefit from new self-service access to information on enrollment, grades, and various financial accounts. Many components of the new ISIS are integrated with My UW-Madison so that students will have one way to get to the electronic information that they need to manage their administrative life on campus.

II. Develop Effective Technologies and Support for Learning and Teaching

Transforming Teaching Through Technology (T⁴)

T4 is an ongoing UW-Madison program to enhance teaching and learning on campus and beyond. Collaborative teamwork, an important goal of the initiative, has brought three campus-wide pilot projects together (Biology, Foreign Languages, and Geographic Information Systems) to identify and develop tools, modules, and templates supporting advanced teaching and learning strategies. Approximately $1 million in private funds supported initial T4 efforts.

• For Biology 151/152, two large enrollment undergraduate courses, a series of interactive Web-based learning modules has been developed, focusing on major concepts in biology, including homeostasis, thermodynamics, biotechnology, water relations and population dynamics. The first two modules have been pilot tested and are being integrated into the courses in fall 2002.
• The Foreign Languages Project (FLP) promotes learners' advanced listening skills, preparing students for study abroad and careers in the global marketplace. The T4 FLP has developed a series of three lessons each for English as a Second Language, Russian, and Spanish. The lessons were pilot tested this past academic year. Russian and Spanish lessons were also pilot-tested at the Middlebury Russian and Spanish Schools in summer 2002. These lessons will be integrated into the curriculum for Russian (Slavic 315) and Spanish (Spanish 225 / selected sections) in the fall 2002 semester. ESL materials will be used in selected ESL classes in the coming academic year. The project is currently developing a suite of authoring tools that will enable foreign language teachers of any language to create their own lessons.
• The Geographic Information Systems project to create an online certificate ended August 31, 2002. An online course, Graphic Design in Cartography, was designed, beta tested and revised. An online internship “course” was created to replace a residential equivalent, benefiting the many students who leave Madison to complete their internship. Six technology-mediated learning modules were created for the classroom offering of an advanced course in quantitative methods, and a number of papers and datasets were assembled for the Web. In addition, a large number of supplemental modules and graphics were developed for the two introductory courses in GIS and Cartography. This program will not accomplish its original goal of developing an online GIS certificate program. Funding for the project has been discontinued.

Creating a technology infrastructure to support instruction is another important goal of the T4 initiative. Examples of the type of infrastructure developed under T4 are multilevel or layered help, tracking of student progress for self-enhanced learning, and reporting to allow customized instruction for individual needs. The strategy for developing these tools and services is to build upon the technology infrastructure for UW-Madison. Some of this existing infrastructure includes NetIDs and the WebCT service, as well as the My UW-Madison portal. Aligning our technology with emerging eLearning and Higher Education initiatives is also important. Madison is participating in several initiatives (Internet2, OKI, IMS and SCORM), which are charting future directions.

TLT and Web Grants

Madison Initiative funds continue T4 development efforts, including two supplemental programs: Teaching and Learning with Technology (TLT) and WebGrants. In 2002, $100,000 was awarded under the TLT grant program to five projects, each in a different school/college, led by faculty and academic staff creating new pedagogies that use instructional technology to enhance teaching and learning in a credit course. Under the WebGrants program, 96 individuals recorded grades online in WebCT and submitted them electronically to the ISIS system through the Registrar’s Office at the end of spring semester. Forty-five departments, across ten schools and colleges, participated.

My UW-Madison also included a pilot program for Advisors. Faculty advisors can tap My UW-Madison for easy access to the grades, schedules and details of the majors of students assigned to them.

Faculty Support

DoIT continues to provide consulting for faculty to use technology for teaching and support to faculty to implement WebCT as their course management system. This year we provided 219 faculty consultations. In addition, 80 faculty/staff took WebCT workshops. We currently have 245 courses and over 18,000 students using WebCT.

III. Provide Easy Access to Data and Information

Policy

An Access to Data policy was developed and has been reviewed by Legal Counsel. The policy will be reviewed and examined on campus under the leadership of Casey Nagy, in his new capacity as liaison for IT Legal Compliance, Security, and Policy, reporting to the Provost's Office.

The Registrar’s Office and DoIT developed an implementation plan to enhance access to student data. The Chancellor has agreed with the following recommendations:

• Use the My UW-Madison portal project to begin to control points of access to student data.
• Work to ensure a consistent flow of information about security and data access-related issues starting with a review of the attached policy contained in the Appendix B.
• Institute an aggressive training program using a wide range of venues and tools.
• Advertise a hotline to the Registrar's Office for any requests for access to or release of student data.

DoIT leaders met with numerous campus leaders individually to discuss issues surrounding access to data. Discussions included ways in which policy-making processes can be separated from implementation activities.

Services

The InfoAccess service (Data Warehouse) has greatly expanded the availability of data and queries. Currently more than 100 queries are available in the Query Library. With authorization, school/college and departmental staff can obtain information about students, degree programs, enrollments, and faculty and staff. These queries enable staff to have full access to the information they need to perform their jobs. This year a new Web-based version of Brio, the data query tool, was implemented. This tool enables campus query developers to create queries on the Web without the need for a desktop client.

A number of needed ISIS reports were created to enhance the usability of the ISIS system.

WISDM (Wisconsin Data Mart), a Web-based financial data mart application, was developed to give staff at Madison (and at other campuses as this was implemented for other schools in our system) access to both summarized and detailed financial information for their departments. At Madison, access to WISDM can be gained through My UW-Madison.

IV. Support Research and Advance Learning by Evolving a Quality Network Infrastructure

Network Upgrade

DoIT has taken the first step toward a $25 million upgrade of the campus network. The project will address growing demand for bandwidth through deployment of leading-edge, 10GB backbone. The network will be powerful in its design and capability—ensuring the ability of researchers to execute high-demand applications and enabling voice, video and other interactive sessions to transmit simultaneously and unhindered. This state-of-the-art network will have enhanced security and built-in redundancy. It will also enable more ubiquitous wireless and travel connections. As part of the project, the campus cable TV network will stream across the new backbone and include research channel programming. Detailed planning is underway for implementation of this project. The first steps will be implementation of gigabit network capability through the core routers of the campus backbone.

Prior to making the decision about network architecture, DoIT hosted a forum bringing in experts from around the country and from campus (including faculty) to review and discuss alternative designs for the network.

John Morgridge, through the TOSA Foundation, is making a significant contribution to our equipment fund for this project. An RFP for a Value-Added Reseller (VAR) was issued to determine from whom we would purchase Cisco equipment for the network. Inacom-Madison won that business. The first equipment, for the core backbone and the computer operations platform, was ordered in July 2002. It has arrived on campus and is being set up in a test lab.

WAIL Project

Simultaneously, DoIT is partnering with the Department of Computer Sciences to be sure that early capability is in place to support the Wisconsin Advanced Internet Laboratory (WAIL). WAIL replicates the Internet in a laboratory and is composed of several deployed measurement and monitoring systems in the wide-area Internet. The combination of these facilities provides the UW unprecedented leverage in Internet measurement and modeling, as well as testing of experimental systems and protocols.

Wireless

A modest expansion was made to the Wireless WiscWorld virtual network in 01-02. Additional public access points were installed at Memorial Library, Van Hise, Medical Sciences Center and Social Sciences to help mobile users. The wireless network also supports the walk-up kiosk system that was installed in many of these same locations.

Network Cost Recovery Study

DoIT has begun work, with the assistance of a consultant, to review the current costs of our network services and to develop proposals for alternate models of cost recovery. We anticipate taking this work to the campus Information Technology Committee (ITC) this fall so that the ITC can make a recommendation to the Chancellor, the Provost and the Vice Chancellor for Finance and Administration about how to provide funding of the new network and ongoing network service and upgrade costs. We anticipate that a different model for billing for network and network services will result from this work.

KEY ONGOING SUPPORT INITIATIVES

V. Provide Outstanding Applications That Support the Academic and Administrative Functions of the University in Partnership with University Departments

ISIS

The ISIS upgrade was one of many significant applications that were implemented this past year. See part I. for more information about this upgrade.

Email and Calendaring

A new email (WiscMail) and a new calendaring system (WiscCal) were implemented this year. Both new systems are accessible through My UW-Madison and are also implemented in more robust client versions. WiscMail is based on i-Planet email provided by Sun Microsystems. In addition to setting up the My UW-Madison mail users, all facstaff accounts (36,434) were converted to WiscMail. We moved 1,233,000 messages in just over four hours. Corporate Time, provided by Steltor, is the calendaring system that was implemented. Madison departments are beginning to adopt and implement WiscCal as their calendaring system of choice.

Appointment Payroll and Benefits System (APBS)

DoIT continues to assist in the review and implementation of the APBS system. UW System has selected the Lawson Human Resources System for use with APBS. A DoIT staff member has been assigned full-time to work with the project team on review and planning. In addition, the following activities have taken place:

• Installing and upgrading Lawson software for testing.
• Converting data from the mainframe systems into the Lawson database.
• Assessment of gaps between Lawson software functionality and UW System needs.
• Writing interfaces between Lawson and other application systems.
• Writing tools that enhance the functionality of Lawson software.
• Creating technical implementation standards for use throughout the life of the Lawson software.
• Recommending technical directions to Lawson for future releases. These include application presentation and integration of a Lightweight Directory Application Protocol (LDAP).

Shared Financials System (SFS)

The Shared Financial System (SFS) is an integrated system for the UW System. Eleven campuses use SFS directly, and four campuses, including Madison, interface data to SFS. Major efforts this year were interfacing of payroll data to SFS bypassing the legacy accounting system. This interface is not yet implemented. DoIT also worked on enhancements to a Web-based financial query system and reporting application known as WISDM (see below) that provides all campuses with easy access to data.

Wisconsin Data Mart (WISDM)

The WISDM high-performance data mart has been expanded and enhanced to provide more users with intuitive access to financial information. This year, the scope of the application has been expanded to provide access to gift and grant data originally captured in a legacy system. A critical need to view data related to fringe benefit and tuition/remission encumbrances is being fulfilled via WISDM. Reports can now be printed or saved as PDF documents. WISDM quickly became an accepted tool when first introduced and has gained widespread acceptance throughout the administrative user community. Hard-copy ledgers will no longer have to be printed and distributed to departments across campus. Instead, 1500 new users will login to WISDM to gain access to financial information. WISDM is now available through My UW-Madison.

Residence Hall Assignment and Billing System (ABS)

A new Residence Hall Assignment/Billing system (ABS) was written and implemented. It provides all the business functions needed to process contracts, room assignments, and billings for students in the residence halls. The new system, which replaces an older mainframe-based system, provides an automated interface to the campus student administrative system. ABS provides Rooms OnLine the first Web-based self-service application for Housing residents. Rooms OnLine allows students who live in the residence halls to choose their room for the next year and to do so from any Web-enabled location on campus. We believe that Rooms OnLine is the only Web-based residence halls room assignment system in the country.

Library Information System

New Digital Library applications were completed in partnership with General Library System. Examples include the PrimateLit national primate literature database, State Historical Society Archives finding aids database, and numerous others.

In partnership with Wendt Library, a new Library Express application was developed, providing electronic document delivery (PDFs of scanned journal articles) and interlibrary loan of books, including delivery to distance education students via mail from several campus libraries.

Student Organization Registration

Student organizations can now self-register on the Web and can apply directly for travel and event grants to support their missions.

VI. Provide a Robust Technology Infrastructure Layer to Facilitate Outstanding Applications

New Password Standards

New NetID password standards were implemented when the My UW-Madison portal was introduced. When a new NetID is created or a password is reset, the owner must choose a password that meets security standards. These standards help to reduce the risk of unauthorized access and raise our Internet services to the standard of due care of other universities. Similar password standards were recently implemented in the PeopleSoft based Integrated Student Information System (ISIS).

Email Virus and Spam Control

Several DoIT groups collaborated to address increasing problems of viruses and unwanted email. DoIT Security provides advice to campus Web masters to help them deal with virus attacks. Our User Services Dept. manages distribution of low-cost and free-to-students anti-virus software, the Help Desk aids in disinfecting computers, and User System Services (USS) now offers overnight disinfections for a fee. These services were effective and adequate until recently when a flood of new viruses seriously stressed operations. In response, DoIT has installed virus scanning of all messages addresses to the wisc.edu domain, including messages sent from wisc.edu (internal campus messages).

Because the identification of spam (i.e., unwanted messages) is in the eye of the receiver, providing effective controls is more difficult. DoIT will provide an “opt-in” service for spam screening that will evolve as more refined tools become available. This service will begin to be rolled out fall 2002.

Directory Services

DoIT has developed a Registry of person-related information that identifies people as unique individuals from among several data sources such as the Integrated Appointment Data System (IADS) and ISIS. As people’s roles change in the source systems, their directory information is updated through the Registry to indicate their relationship to the University. This allows service providers such as the Registrar or Alumni Association to develop directory-enabled applications that both determine a person’s eligibility for service and tailor services to personal needs and preferences. The My UW-Madison portal depends on this directory for appropriate presentation of module services, and nearly all new Web applications will be directory-enabled. Our implementation of the directory uses the Lightweight Directory Access Protocol (LDAP).

DoIT is developing the Identification, Authentication and Authorization (IAA) directory pilot project for UW System Administration. This directory is the best candidate for meeting the needs of the directory-enabled Lawson APBS system.

Best Practices for Research Lab Audits

Following the Department of Health and Human Services' announcement of potential audits of campuses with biotoxin laboratories, DoIT Security assisted in information security risk assessments at departments dealing with biotoxins. During these assessments, similar risks at many of the labs were noted. These included computer viruses, unclear policies and procedures, and lack of physical security controls. Best practices for campus labs were developed to address many of these common issues to reduce the risk. These best practices are available at: www.doit.wisc.edu/security/bestpract/overview.htm

VII. Provide Outstanding Delivery of Technology Services

DoIT Help Desk Enhancements

The DoIT Help Desk has improved online support access and information by working closely with campus customers to ensure that support for major campus initiatives was well developed when the applications go “live.” The Help Desk has also developed an expedited support service for departmental technical staff. Web Doctor is a new key service initiative that assists departments seeking to comply with the campus Web Accessibility policy.

Computer Lab Enhancements

In response to customer requests, the Memorial Library computing lab opened 24 hours a day for the week of finals. Plans are in place to extend that program this coming year.

The computer lab that was located in the basement of the Computer Science and Statistics building (the DoIT lab on Dayton St.) was relocated this summer to Union South in partnership with Union leadership. The new facility is a more accessible and friendly facility for students to use. Because seats were reduced by this move, laptop computers are available at the desk in the lab. All laptops are wireless network equipped, and students are able to use them in most locations in Union South.

Technical Training

PeopleSoft V.8 technical training was provided to meet the needs of ISIS developers. We also developed Web-based training and documentation for UW System supervisors affected by the implementation of the Kronos timekeeping system.

In collaboration with the Office of Quality Improvement, DoIT has developed a series of courses to support Data Warehouse users. Training starts with an introductory course, An Introduction to Query Libraries. To provide more specific training, customized classes have been developed. A Closer Look at Student Records Undergraduate Queries and A Closer Look at Enrollment Queries are current course offerings. More offerings are anticipated in the near future.

In its third year, the Student Technical Training (STT) program prepared about 100 students to support information technology within UW-Madison campus departments. A survey from spring 2002 shows 81% of the STT students are still employed with campus IT employers, and 97% of the students would recommend the program

Printing Service Enhancements

Digital Publishing and Printing Services developed online interactive order forms for ordering printing and finished a two-year project to digitalize in all aspects of printing and preparation for printing.

Course Management System Enhancements

A course-management system known as WebCT service, supported by DoIT’s Learning Technology & Distance Education group, incorporated all of its user support documentation into Help Online, the Help Desk’s fully searchable Web knowledge base. The WebCT team recently completed a project to enable centralized directory (LDAP) authentication for student logins to courses.

Change Information System (CIS)

A new change information system coordinates the constant changes among the 270 computer servers that DoIT manages on behalf of the campus and the System. CIS is supported by a Web application that enables customers to inform DoIT in advance about a desired change, helping to minimize disruptions and unintended side effects. Such advance notice enables DoIT to suggest alternatives if the change might adversely affect other machines or systems. The CIS system also provides customers with improved Help Desk support, a journal for server maintenance and alerts for temporary shutdowns.

SOAR (Student Orientation and Registration)

DoIT continues to improve its brief offerings at SOAR and also to assist the SOAR program with technology resources. This year, DoIT developed a brief video to demonstrate UW Madison’s technology support for students at the parent orientation sessions. DoIT also worked with SOAR so that My UW-Madison was introduced to students at SOAR and used by students and advisors for Web enrollment. Prior to students attending SOAR, they were all issued their NetID’s, another first that improved the on-campus SOAR processes.

Annual IT Surveys

DoIT conducts annual IT student and faculty/staff surveys to determine needs and measure satisfaction, and we have begun to address the issues and concerns expresses by our users. This year’s survey indicated that the top concerns of our student community included wanting more computers and computer access on the east side of campus and faster Internet service. To address this, we are upgrading networking service to all labs to 100mb (with plans to go to gigabyte), doubling the number of kiosks on campus, and instituting a laptop checkout program to be used with wireless areas. We have also informed Residence Halls of the networking demand, and they are purchasing more bandwidth this year.

VIII. Develop and Implement a Disaster Prevention and Recovery Plan

Disaster Prevention and Recovery Planning (DPR)

A framework for a disaster prevention and recovery plan was developed to reflect current technologies and strategies. A draft of the updated plan was fully assessed by expert consultants in the industry, and their recommendations have been incorporated into a revised draft, which is currently undergoing final technical management review. This planning process included modifications to the new network upgrade design, expansion of the Enterprise Storage System (ESS) and Automated Tape Library (ATL) failover and backup strategy, and pursuit of preliminary discussions to enhance the physical security and environmental controls at DoIT’s disaster recovery site in the A.W. Peterson building.

DPR Implementation

Concurrent with the longer-term planning process, DoIT has taken steps to improve our prevention and recovery capabilities: The Enterprise Storage System (ESS), which provides fault-tolerant disk management for much of the critical data resource, was expanded in FY01-02 to provide mirroring of data at a physically separate facility. The desktop file backup service (Bucky Backup), which uses ESS, was improved and expanded in FY01-02. DoIT also purchased a redundant Automated Tape Library (ATL) in July 2002 to expand its backup and recovery capability at an offsite facility.

Section 2

PROGRESS IN SUPPORTING UW-MADISON’S STRATEGIC DIRECTIONS

The following summarizes DoIT’s activities and accomplishments in support of UW-Madison’s strategic directions. Many of these activities and accomplishments have been described in more detail in the preceding section of this document.

1. Promote Research

• Developed and began implementing plans for a significant network upgrade.
• Added wireless network access points for campus convenience.
• Implemented a new change management system to keep track of servers and changes.
• Rolled out an entirely new and technologically improved email system (WiscMail).
• Installed more effective anti-virus scanning and expanded security.
• Assisted in technical planning for the Wisconsin Advanced Internet Lab (WAIL).
• Negotiated affordable software licenses to allow researchers to do their work.
• Worked with the Graduate School to put in place Best Practices for Research Lab Audits.

2. Advance Learning

• Made advancements with the Transforming Teaching Through Technology (T4) initiative.
• Administered Technology in Learning & Teaching (TLT) and Web Grants for faculty.
• Offered 7x24 services through My UW Madison including email (WiscMail) and Web-based calendaring (WiscCal). This service received the highest satisfaction score by students in the spring 2002 survey.
• Supported the development of new campus Web services.
• Conducted annual IT student and faculty/staff surveys to find out how to improve the learning environment. Also conducted a focus group with students to learn what they considered to be the ideal open computer lab.
• Offered convenient Internet access via kiosks installed at public sites.
• Started a new laptop checkout program at Memorial Library combined with wireless areas to reduce public lab wait lines, especially at peak academic periods.
• Opened a new lab with a laptop checkout program for the fall semester of 2002 in Union South.
• Piloted an online messaging service (WiscChat) for inclusion in the portal.

3. Accelerate Internationalization

• Began upgrade of the Network infrastructure, including access to Internet2 and Abilene.
• Advanced the T4 foreign language project.
• Participated in international conferences and projects.

4. Amplify the Wisconsin Idea

• Led the way for improving accessible Web sites for all populations (disabled, aging, etc.) Our methods are being adopted by other campuses.
• Contributed substantially to the implementation of shared UW systems (SFS, APBS).
• Operated the statewide utility ITS@Wisconsin that provides course management service.
• Supported WiscNet, a statewide Internet service.
• Helped enable access to Web-based information and enrollment for high school students.
• Provided support for faculty lectures over the Web.
• Provided infrastructure support for distance degree programs; e.g., Nursing and MEPP.
• Supported Nursing and Family Medicine in implementing secure email (using the s-mime protocol) to share information with community health centers.
• Made substantial contributions to HAN (Health Alert Network) in conjunction with the Division of Public Health. This project supports the entire State of Wisconsin and is receiving national recognition and kudos. We have included an appendix with more information on this project and on DoIT’s and WiscNet’s contributions to it.
• Assisted State efforts though a program known as MILER (Method for Implementing with Lowest Effort and Resources) which helped with PeopleSoft installations state-wide. More detail is in the appendix.

5. Nurture Human Resources

• Increased diversity efforts through the Information Technology Academy Program (ITA). More detail is provided in the diversity section.
• Fostered an active Equity and Diversity Committee (EDC) and Committee on Academic Staff Issues (CASI). EDC held open listening forums during spring 2002.
• Implemented an ongoing Software Training for Students program (STS). DoIT helps students develop technical support and Web skills and then places them in departments that need help.
• Encouraged staff attendance in the Leadership Institute (four staff completed the program this past year).
• Administered the Technology Accessibility Program (TAP), which helps the campus make content more accessible to those with disabilities.
• Developed a Web accessibility program. This includes policy development, raising awareness, and various kinds of assistance from classes to site evaluations.
• Conducted an internal staff climate survey in spring 2002 and created an action plan to address key issues. A Respect in the Workplace workshop was held for the management team in late spring 2002. More sessions are planned for staff in fall 2002.
• Provided customer service classes for DoIT staff (large attendance by Help Desk staff, Installation & Repair staff).
• Partnered with the Office of Human Resources to help create a proposal for a new Electronic Professional Development Center.
• Partnered with the Office of Human Resources to help develop an electronic position description application (e-PD). Both DoIT and OHR provided technical staff.
  

Section 3

PROGRESS REPORT ON DIVERSITY

Because the IT-applicant pool at present does not include many minorities, achieving diversity in the workplace is a problem nationwide and in Madison. DoIT, therefore, is targeting efforts at stimulating minority interest in information technology as a profession at the high school level. Our very long-term goal is to increase the number of minorities who become interested in an IT-related career.

ITA

A major diversity effort is our Information Technology Academy (ITA). Now in its third year, ITA accepted 15 new students this summer for the Class of 2006. ITA is a four-year pre-college program coordinated by DoIT that provides training and access to technology for talented students of color and economically disadvantaged students attending Madison public high schools. ITA students attend summer camps and biweekly sessions during the academic year to learn Web design, animation, graphic design and other technology skills. DoIT sponsors ITA with funding from the UW-Madison PEOPLE Program as well as American Family Insurance, CUNA Mutual, the Evjue Foundation, the Foundation for Madison's Public Schools, General Casualty Insurance, and TDS. Dell Computer and Inacom are new program contributors and sponsors this year. Students who complete the four-year ITA program, an eight-week Bridge to College program, and are admitted to UW-Madison will receive a tuition grant from the PEOPLE Program.

Assisting AAP

DoIT’s Software Training for Students program works with the Advanced Academic Placement Program (AAP) in Letters and Sciences to enable UW-Madison students of color to gain new technology skills and accelerate their acquisition of these skills. Our main responsibilities with this program are training in basic computer and email use to help these students be more successful.

Gender Equity

In terms of DoIT staffing and diversity, DoIT has made progress in gender representation over the past five years. Five years ago females made up 32% of our 59 leadership positions. Today they make up 37%. Five years ago, females filled 31% of senior leadership positions. Today, they fill 50%.

Section 4

TECHNOLOGY GOALS AND INITIATIVES FOR 2002-2003

While things change rapidly in Information Technology, we expect to make additional progress on all of the initiatives that we have identified in our IT Strategic Directions document in the coming year. This overview provides information on some of the key goals that we expect to accomplish.

Enable Easy Access to Web-Based Services

• Working with DAS, identify additional SIS functions to be brought within My UW-Madison for additional student self-service and implement those functions.
• Working with PeopleSoft and DAS, implement changes to Web enrollment so that the interface between our portal and the PeopleSoft applications is cleaner, quicker, and easier to maintain. PeopleSoft expects to deliver the capability to do this in the first quarter of 2003.
• Build an Instructor View within My UW-Madison and develop services within the portal to support faculty and staff who are teaching. Also add additional capabilities to the Advisor View.
• Deliver pay and earnings statements, benefits statements and perhaps other desired reports directly to faculty and staff via My UW-Madison.
• Add an online chat service known as WiscChat to provide Internet messaging to the offerings included under My UW-Madison.
• With UW Housing, add housing selection and payment as functions in My UW-Madison.
• Identify the needs of the Colleges and Departments for portal capabilities to serve their communities. Develop a plan for meeting the requirements and pilot a program in this area.
• Provide all students with personal Web space by fall 2003.

Develop Effective Technologies and Support for Learning and Teaching

• Continue to work with the Biology project and the Foreign Languages project to support implementation of the T4 work done to date and to encourage continued development of materials. Work with an existing committee of faculty and academic staff to provide oversight and review of these projects for the balance of this year.
• Explorations are beginning with the Library to determine if we can together provide more accessible electronic resources for students and faculty to use in the teaching and learning environments. We expect to pilot at least two – still ill-defined – joint activities this year. We will work to tie electronic reserves more closely to My UW-Madison and to course Web sites. We also will work together to build a limited information repository easily accessible to faculty and students. An initial candidate for this is a photographic image repository.
• Further work with UWSA and our colleagues at the other schools will take place this year to consider a course management system that will be appropriate for the entire UW population. We are active participants in this process.
• DoIT will continue to work with colleagues nationally on setting industry standards in the course management area.

Provide Easy Access to Data and Information

• Determine if we can successfully support a new Access to Data Policy or devise an alternative strategy.
• Continue to build campus partnerships and collective thinking/planning on the issue of access to data. Enhance online training as it supports access to data. Increase automation of the authorization process.
• Using My UW-Madison, begin to implement control points for access to student data without limiting access.
• Install Cypress software to enable members of the University community to easily access shared documents through My UW-Madison. The result will not only be more convenient, but will also save print and distribution costs.
• Determine where the InfoAccess service function fits as the Registrar’s Office adds capability to support users to access information.
• Clarify policies and procedures for authorization by roles.
• Clarify and simplify policies and procedures that make our University Directory Service (UDS) information available to the data warehouse for subsequent access by users.
• Define a technical architecture that supports implementing New Populations (e.g., prospective students, donors, etc.). Simultaneously, engage appropriate campus partners to redefine related policy issues and processes.
• Define WorkFlow requirements and plan accordingly.

Support Research and Advance Learning by Evolving a Quality Network Infrastructure

• Implement the gigabit campus backbone. Implement gigabit services in Computer Sciences and in DoIT to test the new backbone capabilities and reliability.
• Continue the upgrade of our campus network by targeting sections of the campus for the initial upgrades and apply lessons learned. Ask a subcommittee of the Information Technology Committee (ITC) to review the implementation plans.
• With the guidance of the Information Technology Committee submit a recommendation for a cost-recovery model to University administration and be prepared to implement the approved model for 2003-2004.
• Expand wireless network access on the campus as appropriate.
• Vet the implementation of network log-in for all services with the campus community.

Provide Outstanding Applications that Support the Academic and Administrative Functions of the University in Partnership with University Departments

DoIT expects to be doing significant work in the following areas this year:

• Enhance ISIS based on PeopleSoft 8.0 capabilities and on My UW-Madison capabilities.
• Continue implementation planning and testing of the APBS system.
• Implement appropriate payroll and HR functions into My UW-Madison.
• Work with Business Services to achieve a broader implementation of Kronos and classified staff payroll.
• Work with the Graduate School and the Office of Research and Sponsored Programs (RSP) to determine functions necessary in a system to support RSP. With RSP, develop an RFP and participate in the evaluation and selection process.
• Work with Housing, perhaps Parking, and other University departments to incorporate their Web-based applications in My UW-Madison.
• Develop a process to convert remaining email domains (beyond facstaff) to WiscMail and implement as appropriate.
• Add spam management capability to our campus email services.

Provide a Robust Infrastructure Layer to Facilitate Outstanding Applications

Key to our ability to successfully implement applications that require integration with each other is the successful identification of roles-definition and incorporation of those definitions in LDAP. For example, the Instructor View, proposed for incorporation in My UW-Madison requires clear definition of who is an instructor and a way to get that information routinely into the LDAP directory. This is a very important under-the-hood project that DoIT will be leading and implementing this year.

Another project that is waiting for completion is the system-wide white pages. This directory project will allow us to identify students, faculty, and staff wherever in the system they may be. Projects like APBS are dependent on successful implementation and maintenance of this directory service.

Our security services require review and strengthening in the coming year. Some of the security issues are policy related and some are technology related. A plan will be developed to improve these services.

Provide Outstanding Delivery of Technology Services

We will continue to improve the existing portfolio of support services and work with the campus community to determine how we could improve and what else we could do in terms of customer support. New technical training programs and student technical training programs will be developed based on user needs.

DoIT has restructured its organization so that most front-end customer services are under the leadership of one Director. We are expecting to see better integration of services among the Help Desk, the DoIT Tech Store, the Showroom and Desktop Support and Repair.

Develop and Implement a Disaster Prevention and Recovery Plan

Next steps for disaster prevention and recovery planning include testing of failover strategies and expansion of failover capabilities at the A.W. Peterson site. We will also develop and test ongoing training and testing plans.

APPENDIX A

Two significant activities beyond the UW-Madison campus in which DoIT played important roles are described below.

Heath Alert Network

The Wisconsin's Health Alert Network (HAN) program has made substantial progress toward revitalizing our state's public health infrastructure. In collaboration with the Department of Health and Family Services (DHFS), Division of Public Health (DPH), State Laboratory of Hygiene (SLH), and local public health agencies, DoIT and WiscNet have met the challenge of the rigorous technology objectives of Center or Disease Control's (CDC) Health Alert Network program.

When our nation went on high alert in September 2001, the Wisconsin HAN was up and running, providing urgent health alert messages and information on protocols, best practices, and other critical content. The HAN program transmitted broadcast faxes to local health departments. It also proved indispensable for managing the October 2001 anthrax crisis by communicating vital information to local health departments and assessing our communications among health jurisdictions. During this time, the HAN 24/7 emergency call center fielded a considerable number of telephone calls, assisting local health agencies and others in responding to the anthrax situation.

At this time, our software design team also went into a high alert state. They began an intensified, critical HAN systems review of the “lessons learned” information we collected from the April-October 2001 production period. This study encompassed an examination of the existing capabilities, HAN functional needs and user requests; and it viewed them in terms of the National Electronic Disaster Surveillance System (NEDSS) design requirements.

In November 2001, we initiated a redesign of the Wisconsin HAN Web site. This new design initiative would provide portal services and make our HAN Web site compliant with the NEDSS architectural standards, as well as the IT requirements of the current grant announcement. Rapid development was achieved by increasing systems programmer staffing dedicated to HAN and NEDSS from November 2001 through April 2002. In November and December 2001, we created a NEDSS-compliant, Java 2 Enterprise Edition (J2EE) development environment for HAN version 2.0. It provided for standardization, rapid programming and scripting capabilities.

This allowed us to bring in new (to the project), experienced systems programmers and have them prototyping with less than a day’s orientation to the project. The framework for the Wisconsin HAN/NEDSS portal is now in place. In February 2002, we invited the 1,500 Wisconsin HAN users to begin viewing and commenting on the Web site prototype. We provided a text entry box on the site for users to provide feedback on layout and functional concepts that are described and displayed in the prototype.

We tracked and solicited comments through April 2002, in effect creating an ongoing virtual “Joint Applications Design” (JAD) session before deployment. HAN version 2.0 went production in May 2002. Not all functions were fully or immediately available.

Major improvements included changes in adding, maintaining, organizing and viewing content. One can now categorize data at multiple levels (i.e., create data libraries with controlled access), providing a high-level view coupled with the ability to drill down into more specific levels of detail. We have also created the ability to share and view News, Health Alerts, Presentations, Files, Events and Links outside of libraries. Adding content to HAN has been simplified and consolidated. End users, with the proper authorizations, can now easily add content to the HAN Web site.

Method for Implementing with Lowest Effort and Resources (MILER)

DoIT’s MILER team supported the implementation, use, and upgrade of common systems at other University of Wisconsin System campuses. The MILER team visited 9 of the 13 campuses during the past year.

Examples of work that MILER staff performed at these sites included:

• For all UW System campuses acquired and installed the First Logic address cleansing suite of products.
• Supplied expert knowledge on ID processing within PeopleSoft so that First Logic could develop an Unduplicating Module. As a result of the MILER contribution, this module was provided to UW System at a greatly reduced cost.
• Assisted the Green Bay and Milwaukee campuses in their go-live of PeopleSoft Student version 7.6 during FY02.
• Assisted the Madison campus in its upgrade to PeopleSoft Student version 8.0 (completed in FY03).
• Developed a housing module for Whitewater to integrate meal plan and dorm charges to PeopleSoft's Student Financials module.
• Developed the interface between PeopleSoft Student and PeopleSoft Financials for use by several campuses.

The DoIT MILER team worked side by side with local staff at each campus and actively promoted sharing of knowledge via listserves, biweekly conference calls, and monthly videoconferences.

APPENDIX B

Policy for Access to Institutional Data
For UW-Madison Employees
DRAFT 2/15/02

• Definitions
  • Institutional Data
    • Data used to operate or manage the University
    • Data that is of interest to more than one school, college, or administrative division
    • Data that is used exclusively by a single department is not considered Institutional
      
  • Official Information of the University
    Certain institutional reports, statistics and other representations of data will be designated as official information of the University. The Provost will assign responsibility for official information. Only information specifically designated as such may be represented as official.
    

• Purpose and Scope of this Document
  Academic and administrative departments frequently request direct access to Institutional Data. The purpose of this document is to guide the release of this data to UW-Madison staff.
  

• Principles

  • The value of Institutional Data is increased through its widespread and appropriate use. Its value is diminished through misuse, misrepresentation, or unnecessary restrictions on its access.
  • UW-Madison staff will have access to the Institutional Data that they need to do their jobs well.
    

• Data Ownership and Responsibilities of Data Custodians

  • The University owns all Institutional Data
  • An individual office (e.g., Registrar, Bursar) is responsible for the Institutional Data that it manages, and that needs to be used by staff in other offices. This data custodian is not necessarily the custodian of records for open record purposes (as defined in IV.C). Data custodians:
    • Ensure the accuracy and integrity of Institutional Data.
      • Define the processing rules that govern the collection and maintenance of Institutional Data.
        • Identify and maintain integrity of sensitive data elements.
        • Make available information about appropriate use of Institutional Data, especially sensitive data.
  • The Chancellor identifies the custodian of records to respond to public requests for data.
    
• Guidelines for staff access to Institutional Data
  • Institutional Data is needed by University employees to do their job.
  • Access to Institutional Data is provided only for legitimate applications related to University business. Authorized data users are responsible for their use of data and will be held personally accountable, through existing administrative rules and policies, for misuse of data.
  • UW-Madison staff is responsible for acquiring sufficient knowledge of institutional data (through documentation, training, consulting, etc.) to ensure its proper use. While misinterpretation of Institutional Data by individual is always possible, a person need not demonstrate the ability to correctly interpret data in order for it to be released to that person.
  • Sensitive Data
    • Sensitive Data is a sub-set of Institutional Data, for which access is constrained for legal reasons.
    • Examples of sensitive data elements are financial status and Social Security numbers.
    • Access is limited to individuals who are determined to have a legitimate educational interest and who meet legal requirements, e.g. the public records law, FERPA.
• Summary
  • Institutional Data is available to authorized staff.
  • This 'authorization' is based on an individual’s institutional role.
    c. Data custodians make available information that enables campus staff to appropriately use Institutional Data.
    
    Upon demonstration of a working knowledge of legal requirements, e.g., FERPA, authorized employees would be provided access to sensitive data.