Admin 12.19.17 Minutes

Attending:

Tony Kerber; Heather O’Leary; Jackie Finch; Kathleen Engstrom; Todd Van Neck; Dale Rush; Joe Patzin; Mint Simagrai

  • Employee Training Infrastructure
    • Discussion
      • Suggested that the committee brainstorm ideas about the employee training infrastructure
      • Suggested beginning with the RFP but considering what might be missing
      • Lab trainings, such as laser and chemical safety, were suggested
      • Noted that the training infrastructure will be an LMS, not a system that does the actual training
      • Discussion of whether Blackboard could be used
      • Suggested that the training system will likely be separate from Blackboard
      • Suggested that the goal is to be able to put modules into the system for each training and allow employees to track what they have completed
      • Mentioned that trainings in Blackboard are possible, but the instance must be tracked separately
      • Discussion of reasons why Blackboard would not work well for this training system
      • Additional ESHO trainings will be added to the spreadsheet
      • Discussion of how to differentiate research/lab compliance trainings from other types of compliance
      • Suggested that if clinical training is done within the LMS, the system may have to be HIPAA compliant and have a BAA
      • Further discussion of how current trainings are tracked by EHSO, HR, etc.
      • Looking to address gaps in information needed to determine who needs to do specific trainings
      • It was asked whether employee reviews could be included in order to track professional development goals
      • Suggested that this might be possible through the individualized development program
      • Suggested that supervisors would have to be added to ensure completion
      • The committee was asked to create case studies of specific situations that might occur so that the vendor can determine how best to handle
      • Noted that supervisors could go into the system to confirm trainings
      • CEUs were asked about
      • Suggested pulling information into the system from external sources
      • Further discussion of how various trainings are being tracked and how medical residents are handled
      • Requested that the system allow employees to self-track completion in addition to supervisors being able to view trainings
      • Discussion of how to track off-campus training such as conference attendance
      • Suggested that if employees upload their own training there should be a process of supervisor approval
      • Suggested that the new system will initially focus on compliance before branching out to other training needs
      • Noted that each university in the system will have its own portal, style, and ability to customize trainings
      • Discussion of Cleary training, currently available on Blackboard
      • It was questioned what would be helpful to managers when it comes to training
      • Suggested having a list full of available trainings rather than occasional emails with upcoming trainings
      • Discussion of employees’ reviews and how this system might help

Admin 11.28.17 Minutes

Attending:

Todd Van Neck, Dale Rush, Joe Patzin, AJ Lavender, Eric McMinoway, Mint Simagrai, Kathleen Engstrom, John Fudacz, Tony Kerber, Jackie Finch, Mike Kamowski, Gloria Keeley, Jon Santanni, Heather O’Leary

  • ITPC Update
    • ITPC Status
      • Noted that not much has changed in the project timelines
      • QA testing was added to START myResearch
      • Discussion of what is currently available in the portal, reporting, and how many people are using the available tools
      • The biennial inventory system will be in pilot for April 2018
      • Noted that testing has discovered some performance concerns with My UI Financials, delaying December release
      • The different reporting options in START myResearch and My UIC Financials were gone over
      • Discussion of IAM and preparation for new student admission
    • Employee Training Infrastructure
      • Noted that it has not yet been decided which trainings will come first in the employee training infrastructure project
      • Discussion of how trainings might work in the new system
      • Suggested that a governance group will be put in place to govern the trainings made available
      • Further discussion of the best way to develop the training portal
      • Suggested that the goal of this system is for it to be an enterprise system that will be available for anyone to use
      • Suggested that a new level of skillsets will have to be developed to fully utilize the system
      • Discussion of issues that have come up in past projects and the importance of user input
      • Suggested that there may be an opportunity for the vendor to give a demo
      • Suggested that the scope of the project has not yet been determined
      • Discussion of holding a focus group
      • Will share the RFP with the committee
      • Suggested to use the December meeting to discuss ideas
      • A list will be created in Box and sent out to the committee to write down ideas
      • Broad discussion of trainings and what would be required of the portal
  • Old Business
    • Data Governance
      • A meeting was held to discuss the creation of a data governance group
      • Noted that a proposal to create an additional ITGC committee has been created, but it would require funding to hire an FTE data officer
      • This will be brought to the IT Governance Council to re-affirm their support before being brought to the provost
    • iBPMS RFP
      • Suggested that a group is being put together to draft the RFP
    • TEM Redesign
      • Suggested that this project is on hold
      • It was asked that users be involved in the design process once the project goes forward

Admin 10.24.17 Minutes

Attending:

Mike Kamowski, John Fudacz, Dale Rush, Eric McMinoway, Todd Van Neck, Joe Patzin, Therese Molina, Jackie Finch, Monica Tith, Aaron Rosenthal, Dimuthu Tilakaratne, Cynthia Cobb, Kathleen Engstrom, Heather O’Leary

  • ITPC Updates
    • Status Update Document
      • The ITPC Status Update Document was shared, noting that relevant points have been highlighted
      • Noted that the Capital Programs project has been canceled leaving 2,500 hours which may be used to improve existing systems
      • A number of other projects were gone over
      • Suggested that the START myResearch focus group went well, other than concern over routing issues
      • Discussion of customization options
      • Suggested that there is a steering committee across all thee universities that work to address these issues
      • Noted that there are monthly IAM status meetings
      • Discussion of scope of Employee Training Infrastructure project
      • A presentation on this project was requested
  • Course Wait Lists
    • Course Wait Lists
      • Suggested that one of the recommendations in the ITGC Assessment was to improve cross-committee communication
      • The ITGC Education has requested the consideration of possibly having wait lists for classes
      • An overview of what has been done with wait lists in the past was given
      • Noted that there is Banner solution that did not work well
      • Discussion of current options and requirements of a system if it were implemented
    • uic.edu
      • Noted that the faculty and staff my.uic.edu portal is going live next week
      • Noted that there were focus groups and other means of inpit in the process of creating the portal
      • Some of the tools and links that will be available were listed
      • Discussion of how user friendly the portal is and how the old site will be taken down in November
      • A brief demo of the new portal was given
  • UIC IT Strategy
    • Strategy Goals
      • Concern was expressed about this not aligning to the business needs of UIC
      • Suggested that it should be less focused on IT services and more focused on supporting services in general that are supported by IT
      • Specific term changes were discussed
      • Suggested to include clinical
      • Suggested that a goal of this is to reduce duplication
  • Rate and Funding
    • Going Forward with the New Model
      • Noted that ACCC moved to a new Rate and Funding model last year to better fund their services
      • Suggested that the committee created to review the rate before it was rolled out could play a role in reviewing and vetting the rate and basic bundle going forward
      • Suggested that the committee could play a leadership role in considering where technology should be going and considering deferred maintenance
      • Suggested that there could be involvement from the ITGC Admin or InfraSec committees in proposal processes
      • Discussion of financial concerns related to rate and funding model and whether those considerations fall under the scope of the ITGC Admin Committee
      • Suggested that there is little cost change related to number of users
      • Suggested that the rate has caused behavior to change, which is positive
  • Activity Reporting System
    • Issues
      • An update on this issue was asked for
      • Suggested that the advisory committee will be brought back to discuss issues
      • Discussion of issues with the system

Admin 09.26.17 Minutes

Attending:

Todd Van Neck, Tony Kerber, Adam LeGrande, Gloria Keely, Joe Patzin, Mint Simagrai, Dimuthu Tilakaratne, Aaron Rosenthal, Cynthia Cobb, Jackie Finch, Monica Tith, Heather O’Leary, Eric McMinoway, Dale Rush, John Fudacz

  • Intelligent Business Process Management Suite RFP
    • Presentation
      • A presentation was given on iBPMS
      • An RFP will be proposed for this system
      • Decisions around this system as well as iBPMS were gone over
      • Noted that a key point in the RFP is having a self-service application that the units can use
      • The committee was asked for feedback and for continued input on the RFP process
      • It was questioned how the iBPMS would interface with other systems
      • Further discussion on how this tool could absorb system level processes
    • Discussion
      • Noted that there will be working group meetings going into the RFP
      • Discussion on who will be invited to provide input
      • Discussion of the way new systems are selected and how to better choose integrated systems
      • Suggested that there are multiple, large-scale initiatives happening at once and that should be kept in mind when selecting a system
      • Further discussion of possible use cases
      • The committee will be informed when the focus group is held
  • ITPC Update
    • UIC Admin Project Summary
      • A number of ITPC projects were gone over
      • Noted that the software selected for the Capital Project Management System project did not meet requirements
      • Suggested that there is conversation on how to move forward
      • My UI Financials is on release 2.3 and the advisory group will be doing testing
      • Noted that this project will wrap up in March
      • A vendor has been selected for the Employee Training Infrastructure project
    • Banner 9
      • Banner 9 is in analysis with a goal of launching next fall
  • Old Business
    • AITS Realignment Proposal
      • Suggested that the momentum behind the original proposal has died off
      • Some pieces of AITS are being merged with Urbana TS and UIC ACCC
      • Discussion of how the plan will go forward
    • ARS System
      • Noted that the ARS system rolled out and had a few issues
      • The advisory group will gather to reevaluate
    • ACCC Rate and Funding
      • The Rate and Funding committee will be reconvening to review the FY18 rate
      • Concern was voiced about deferred maintenance and capital planning
  • New Business
    • Business Process Improvement
      • Mentioned that there has been some discussion on how to improve BPI
      • Suggested value in having this committee review BPI requests and in creating BPI teams
      • Suggested that SPH is working on HR processes and working with other units on the same processes would be helpful
      • Suggested creating a list of business processes that are common to many units in the university and to share BPI efforts
      • Discussion on how to manage and prioritize such a list
      • Suggested that the committee consider BPI alongside business systems
    • ITGC and Data Governance
      • Noted that some changes have come up with accessing certain datasets
      • Noted that the provost had charged ITGC with doing some data governance
      • Suggested that there had been a proposal to create a fifth ITGC committee on data governance, but has been put on hold
      • Noted that once the ITGC assessment process is complete, data governance will go forward
      • Further discussion of data access
      • Suggested that frameworks could be created to share data
      • Suggested that representatives from each ITGC committee should communicate with each other about what is discussed in meetings

Admin 06.27.17 Minutes

Attending:

Cynthia Cobb, Kathleen Engstrom, Monica Tith, Jackie Finch, Therese Molina, Eric McMinoway, Christina Molitor, Mike Kamowski, Dimuthu Tilakaratne, Gloria Keeley, Todd Van Neck, Tony Kerber, John Fudacz, Dale Rush, Heather O’Leary

  • START myResearch
    • Presentation
      • A presentation was given which highlighted an overview of the project and benefits as well as the project timeline
      • Discussion of reports that can be pulled from the EDW
      • Suggested that reporting will be available once the EDW is built for that purpose
      • Noted that there is work being done on proposals
      • Discussion of reports available in PI Portal on proposal information
      • What is currently available and what projects are currently in process for Start myResearch were gone over
    • Communication
      • Suggested that there are faculty members involved in beta testing
      • Committee members were asked to join beta testing
      • Major milestones were asked to be presented
  • ITPC
    • Participation Overview
      • An overview of current ITPC projects was given
      • An update on capital projects was given
      • Discussion of increasing UIC involvement in Source to Pay discussions
      • Current and upcoming ITPC projects were gone over
      • Discussion of mandatory vs. customer requested project hours
  • Old Business
    • Meeting Time
      • July meeting canceled, will reconvene in August
    • Activity Recording System
      • An update on the current Activity Recording System was given
      • Discussion of updating courses, faculty access, and possible effects

Admin 05.23.17 Minutes

Attending:

Todd Van Neck, Kelly Block, Gloria Keeley, John Fudacz, Therese Molina, Monica Tith, Dale Rush, Kathleen Engstrom, Joe Patzin, Tony Kerber, Kavin Chan, Kasey Wilken, Jon Santanni, Eric Mcminoway, Mint Simagrai

  • My UI-Financials Project Update
    • Presentation
      • An overview of the project was given
      • Features and timeline for phase 2 were mentioned, along with the plan for phase 3
      • Noted that because of the PI portal, the focus is on non-grant funds
      • Mentioned that sorting transactions by date range will be a part of the search tab that is in development
      • Discussion of usage levels
      • Noted that adoption has been increasing and usage is expected to increase
      • Discussion of needs of different users and reasons for not using the new system
      • Further discussion of other features
  • ITPC Update
    • Project Tracking
      • Project timelines were gone over
      • Suggested that Capital Project Management System and START myResearch should present at June meeting
      • Suggested that a document of expectations for committee members assigned to projects will be provided
      • Discussion of other systems that may come up in the future
      • The recent ITPC summit, as well as concerns about and how to get involved with Banner updates were mentioned
      • The committee was asked to set an agenda with the information they would like to see for the ITPC to address
      • Further discussion of the future of Banner, different options, and funding concerns
  • Old Business
    • Updates from Council Meeting
      • A brief update on the ITGC assessment report was given and will be sent out to committee members this week
      • The report was shared with the council
      • Noted that email migration to O365 has a December deadline, Box now has unlimited storage, and that unified communication is coming
    • Business System Priorities
      • Noted that some aspects of AITS have begun to merge with Technology Services
      • Noted that a draft of potential concerns the committee has regarding the merger is being worked on
      • Discussion of how this proposal may or may not save the system money
  • New Business
    • ARS Update
      • Discussion of how to decide when/if projects should be added to the committee’s list of ITPC priorities
      • Suggested adding an agenda item for “Business Process Review”

Admin 04.25.17 Minutes

Attending:

Mint Simagrai, Mike Kamowski, Dimuthu Tilakaratne, Kelly Block, Gloria Keeley, Dale Rush, Therese Molina, Monica Tith, Jon Santanni, Sandy De Groote, John Fudacz, Todd Van Neck, Dick Harris, Jackie Finch, Bill Hayward, Kathleen Engstrom, Heather O’Leary

  • Faculty Activity/Profiling Tool
    • Presentation
      • Task force is looking at faculty activity and profiling tools
      • The status of the task force was presented on
      • Discussion on Digital Measures
    • Discussion
      • Discussion of requirements and department specific needs in using a profiling tool
      • Suggested having vendors come do demos
      • Requested that focus groups be conducted by the new task force
      • Discussion of various options for faculty profiling
  • Activity Reporting System Upgrade
    • Presentation
      • The ARS project plan was hared
      • Noted that there is an advisory committee in place to guide the project
      • Testers were requested to provide feedback on enhancements
  • uic.edu Portal
    • Presentation
      • A brief overview of the history of the portal was given
      • The redesign project and the work that has been done was presented on
      • Suggested that there will be two focus groups held and volunteers were requested
      • Requested that a document listing expectations be sent out
      • Discussion of what could be included in the portal for faculty and staff
  • ITPC Update
    • New Overview Document
      • The new ITPC project overview was presented on
      • Input on currently listed projects and when updates would be appropriate were asked for
      • Suggested that input for My UI Financials be provided before July
      • Suggested that each committee have a liaison assigned
      • A document setting expectations for the liaison role will be drafted
      • Discussion of START myResearch
      • Suggested that changes will be coming to the system
      • A summary document form the ITPF Summit will be shared next month
  • President’s Website
    • President
      • A document on the president’s new website was shared
      • Noted that there is a new data page with many statistics about enrollment, retention, etc.
    • Tableau
      • Noted that the data in the website is supported by Tableau
      • Concerns about changes to the Tableau service and cost model were voiced
      • The CIOs are discussing how this will proceed
  • Old Business
    • AITS Realignment
      • Suggested that there has been a meeting with the president and other about the proposal to realign AITS and it went well
      • Suggested that there will be more time for the chancellors and others to discuss and provide input before a final decision is made
      • Suggested that a draft of the committee’s concerns to send to the council will be sent out

Admin 03.28.17 Minutes

Attending:

Dale Rush, Butch Zunich, Cynthia Cobb, Tony Kerber, John Fudacz, Todd Van Neck, Joe Patzin, Mint Simagrai, Kathleen Engstrom, Mike Kamowski, Jon Santanni, Cynthia Herrera Lindstrom, Kelly Block, Gloria Keeley, Therese Molina, Dimuthu Tilakaratne

  • ITPC
    • Project Updates
      • The committee was given updates on several projects
      • Biennial inventory and mobile app should be ready in a year
      • New T-cards were issued by Bank of America
      • My UI Financial is getting enhancements
      • New version of Banner is being evaluated and will be updated soon
      • Title IX training is winding down
      • Duo is being implemented for multifactor authentication for enterprise systems
      • A few project improvements were also gone over
    • Project Tracking
      • A one page document with a timescale map of projects and a list of projects and phases was put together
      • This document would track committee involvement on ITPC projects and show milestones
      • Suggested that there could be a presentation on different projects each month
      • Discussion of the document and how it will help the committee going forward
      • Mentioned that the TEM project still causes problems
      • Noted that the TEM committee is still active, but there are problems with resource availability
  • Identity and Access Management
    • Presentation
      • A presentation on the status and next steps for IAM was given
      • One ID and Password were gone over as well as the next steps
      • Discussion of single sign on and the process of bringing all applications into Siteminder
      • Suggested that the project team is looking at how to improve visitor NetID creation while maintaining security
      • Discussion of creation process and need for restrictions
      • Risks and difficulty of maintaining affiliate accounts on the backend as well as long term plans were outlined
      • Discussion of project scope
      • An overview of the Gannt chart was given
      • Further discussion of single sign on
  • IT Realignment Effort
    • Overview
      • Noted that there were five groups put together to review UA and its functions
      • One group looked at AITS and how to improve services
      • An internal and external review were submitted
      • Suggested considering how to decentralize IT services while cutting costs, without reducing service levels
      • Each service was considered and outlined
      • Some options that are being considered were outlined
      • Concern was voiced about the level of service TS would be able to provide to all three universities
      • Discussion of how this potential merger might affect IT services at UIC
      • Benchmarking and how other universities are organized were questioned
      • Suggested that it is important for the committee to voice concerns as these decisions are made
      • Suggested drafting a letter to the CIOs and system administration asking for involvement in the process
      • Motion to create a communication from the ITGC Admin Committee expressing concern about the timeline of this project was passed with no opposition voiced
  • New Business
    • Brainstorming Exercise
      • A workshop done at the Urbana ITPF about looking at how students use IT was described
      • Committee was asked to review a presentation and think about what administrative IT services might be considered
    • Activity Reporting System Requirement
      • Members of the committee were invited by OIR to participate in a task force to consider how to replace this system
      • Suggested inviting the task force leader to present to the committee

Admin 02.28.17 Minutes

Attending:

Mint Simagrai, Kelly Block, Kathleen Engstrom, Eric McMinoway, Jonathan Santanni, Monica Tith, Mike Kamowski, Gloria Keeley, Todd Van Neck, Jackie Finch, Tony Kerber, Therese Molina, Joseph Patzin, Rona Dealy, Dick Harris

  • ITPC Update
    • ITPC Review
      • Noted that no new projects began this quarter and none are set to begin this year
      • Mentioned the Capital Project Management project deployment is coming up
      • Discussion of who was included as a campus participant
      • Discussion of issues with mandatory and discretionary projects
      • Noted that a choice needs to be made as to what can be done
    • Project Updates
      • Mentioned that the biennial inventory and web app are progressing
      • Noted that Title IX training is going on
      • Noted that the UHR/Nessie website redesign project is underway
      • Mentioned that the Disability services integration project is scheduled to release in Fall 2017
      • Noted that the hard upgrade to Banner XE is beginning now and is scheduled to go live in Fall 2018
      • Progress on the IAM project was questioned and met with the explanation that the next major phase is beginning
      • The next few steps of the START myResearch project was gone over
      • The ITPC planning summit occurring in Champaign was discussed and the committee was encouraged to go
    • Business Process Improvement Shared Service
      • There was a presentation on the Business Process Improvement Shared Services
      • Further discussion on the processes as well as the training sessions aspect
  • Old Business
    • Business System Priorities
      • What the committee is and should be spending their time on as well as what can be improved was questioned
      • Discussion on existing tools, systems, and processes

Admin 01.24.17 Minutes

Attending:

Dick Harris, Tony Kerber, Jason Maslanka, Kelly Block, Linda Naru, Monica Tith, Dale Rush, Joe Patzin, Mint Simagrai, Jackie Finch, Todd Van Neck, Kathleen Engstrom, John Fudacz, Vanessa Peoples, Eric McMinoway, Dimuthu Tilakaratne, Gloria Keeley

  • Workflow and Document Management
    • Intro
      • Noted that the committee had identified a list of some of the projects happening on campus that should be tracked
      • Suggested that the Admin committee should continue to figure out a process that includes more input from end users
      • Suggested that an application called OnBase could offer solutions to problems the committee is considering
      • Asked whether this application were something the committee should consider for a proposal
      • Noted that a comparison between OnBase to Laserfiche and SharePoint had been done by the InfraSec committee in 2014
    • Laserfiche at UIC
      • Noted that the InfraSec committee created a document management subcommittee to compare different EDM options
      • A comparison chart was created
      • Noted that Laserfiche is on campus but due to its complex system it would require training before it could be sold to other departments
    • Document Management and ITGC
      • Noted that InfraSec and Admin committees overlap a lot, but work through different lenses, therefore they should work together
      • Discussion on long-term strategy vs. specific solutions to problems
      • Discussion on purpose and authority of ITGC
      • Suggested that part of the problem is lack of funding for the central IT unit
      • Discussion of what document management entails as far as workflow
      • Further discussion of EDM systems on campus
      • Discussion of HR concerns
      • Concern voiced about access management
  • ITPC
    • Updates
      • Noted that there have not been many changes since last update due to low activity time
      • Suggested that the committee keep their lists of projects in mind
    • Capital Project Management
      • In the process of completing summary responses on needs
      • Real time reporting and real time Gantt charts on projects within the system were main concerns
      • Expected to roll out in April
      • Concerns voiced about lack of end user involvement as well as their ability to access project information
    • My UI Financials
      • A mini-release involving usability improvements that comes out at the end of January was mentioned
      • A bigger project handling functionality for self-supporting accounts was noted
      • The concerns about speed of adoption were mentioned
      • Suggested that some users had run into barriers and asked for feedback
      • Discussion of better advertising features
      • Discussion of the tool, who had been using it, and how
      • Suggested that there is a need for training on specific tasks
  • Business Systems Priorities
    • Employee Training Infrastructure
      • At the stage of getting demos from vendors to decide on what to use
    • AVSL
      • ITPC project is on hold
      • Discussion of moving people into this new system, once ready, and creating incentives to do so
    • Biennial Inventory
      • Mobile application is in prototype testing
  • HRIS
    • Suggested that there is an overview document based on the AITS review that has been happening
    • A vision document was shared to create a high level idea of projects to submit to ITPC HR subcommittee to get buy-in before going forward
  • New Proposals
    • Suggested that for the next session the committee do a brainstorming session of “building blocks” that should go into proposals for new projects
    • The committee was asked to consider what the problems are that need to be solved
    • The ITGC assessment report will be considered once it is made available
    • Noted that the ITPC assessment has been completed and will be shared at the next meeting