E-Berkeley Management Plan for FY 2002 and 2003

Approved 9/28/01

The E-Berkeley Management Plan is a guide to the various processes and timelines associated with the E-Berkeley Initiative for FY 2002 and 2003. The plan is intended to engage the Berkeley campus and the E-Berkeley Steering Committee in the various planning, budgeting and communication processes that are essential to the successful implementation of E-Berkeley.

The goal of the E-Berkeley initiative is to transform our community through technology enabled learning, discovery, and engagement. The initiative provides support for innovative strategies and experiments that will substantially improve the university's ability to deliver effective and efficient services for students, faculty, staff, alumni, and the general public.

Values underlying the E-Berkeley initiative are:

• Provide excellent customer service;
  
• Provide members of the campus community with individualized service and information, recognizing their unique needs;
  
• Maintain strong privacy protection and computer security;
  
• Improve students learning experience with the appropriate use of Internet technology;
  
• Create a collegial and collaborative environment for working on cross-departmental IT projects;
  
• Improve administrative efficiency with the use of web-based technology.

Objectives for the next two years include:

• Every course UC offers will have a meaningful web presence, with 90% of the top 50 high-impact courses using interactive online pedagogical content.
• All the information associated with application, admission, degree progress, and financial support of students will be integrated and available in web-based systems.
  
• All research compliance procedures will be handled online.
  
• 100% of faculty and staff will use the CalNet authentication system (already used by 100% of students).
  
• Processing steps and time will be reduced for high-volume administrative transactions through web-based applications, with 100% user participation.
  
• University information and knowledge will be more widely available to the broader community through streaming videos, access to museum databases, K-12 learning objects, and a major teaching and learning initiative.

Planning:

During fall semester 2001, the E-Berkeley Implementation Task Force through the E-Berkeley Program Office will develop a multi-year project plan that encompasses both ongoing and new E-Berkeley initiatives. The plan will include specific project deliverables, timelines and budgets.

Also in the fall of 2001, the E-Berkeley Steering Committee will review and modify the E-Berkeley vision statement to ensure that it is consistent with the current initiatives and priorities. The committee will also review the priorities and initiatives contained in the detailed E-Berkeley project plan and make any necessary modifications.

During the 2001-2002 academic year, a new teaching and learning initiative will be defined that will promote the creation and dissemination of e-learning creative works of UC Berkeley faculty.

Standards and Guidelines:

During fall semester 2001, campus review of E-Berkeley policies will continue, and information privacy/security standards will be clarified and publicized. More detailed guidelines for the E-Berkeley technical architecture will be defined during fall 2001 and spring 2002 semesters, in parallel with detailed planning for major E-Berkeley projects.

Project Management:

All FY2002 E-Berkeley projects will be coordinated through the E-Berkeley Program Office. All projects will have an approved budget, a detailed project plan and a set of benchmarks that can be used to measure the success and outcomes of the projects. These benchmarks will include specific action items, and also will include a review of the projects for compliance with Berkeley’s e-architecture guidelines and appropriate security measures. The E-Berkeley Program Office will administer funding and prepare status reports for review by the E-Berkeley Implementation Task Force and the E-Berkeley Steering Committee. Each project will be assigned both a technical and functional project lead by the project sponsor. The leads for each project will work with the E-Berkeley Program Office to ensure that the project proceeds according to schedule and within budget.

This process will be available to E-Berkeley projects not funded through the E-Berkeley budget, but instead funded by the project sponsor. Project sponsors are encouraged to take advantage of this process, since a major focus of the Program Office is to improve coordination of E-Berkeley projects with other campus IT initiatives.

The new project management process will be reviewed at each E-Berkeley project manager meeting (every six weeks) to identify any problems with the project management methodology and to improve coordination among the projects. A formal written assessment of the project management process will be completed in January 2002.

FY2003 Budget Process:

In the fall of 2001 revisions to the existing E-Berkeley budget process will be presented to the E-Berkeley Steering Committee. This process will be based on lessons learned from the FY 2002 budget process. New elements of the FY2003 budget process could include: an innovation fund to develop and nurture new E-Berkeley projects and initiatives; a prioritization of infrastructure projects that are critical to the success of E-Berkeley; and a clearer definition of what constitutes an E-Berkeley project.

Once approved by the E-Berkeley Steering Committee, the process will be well publicized on the campus and will provide advance information to facilitate the preparation of specific project proposals.

Communication:

The communication plan approved by the E-Berkeley Steering Committee will serve as the basis for communicating with the Berkeley campus and external constituencies. Specific components of the plan and their status are outlined below:

1. E-Berkeley Web Site (launched 4/01)
2. Branding of E-Berkeley (logo created 4/01)
3. Internal Campus Communication

a. Articles about E-Berkeley (on-going articles in the Berkeleyan, Daily Cal, other campus publications)
b. Campus/unit forums (to be developed)
c. Followup with units that submitted first year E-Berkeley proposals (letter sent 6/01)
d. Communicate revised budget request process for second year proposals (to be done)

a. Chancellor's video (completed)
b. Local media (to be developed)
c. National publications (to be developed)

Where possible, E-Berkeley communications will utilize existing communication channels, rather than creating completely new approaches to communications.

Funding:

During fall semester 2001, under the guidance of the E-Berkeley Steering Committee, the E-Berkeley Program Office will begin to pursue alternate sources of funding, through national foundations and corporate partners and other potential donors, for specific initiatives as well as seed funds for innovative projects. The E-Berkeley Program Office will continue to develop relationships with our corporate partners, with a goal toward utilizing our partners’ professional expertise to help us in areas such as external communications and project planning.
Education and Training: Ongoing education for the campus at all levels must continue. The E-Berkeley Program Office will partner with Human Resources and with Information Systems and Technology to develop a coordinated approach to training for the campus.

Measurement:

This Management Plan will be reviewed by the E-Berkeley Steering Committee and updated at least once a year. Individual projects will be measured by metrics being devised by the Program Management Office and Information Systems and Technology. Current plans include assessing real versus estimated project costs, real versus estimated time to complete each project, user satisfaction, and service usage trends.

Prepared by:
Barbara Morgan, IST, for the E-Berkeley Steering Committee (barbm@uclink)
Jon Conhaim, E-Berkeley Program Management Office (conhaim@uclink)