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University
of California, Berkeley
MINUTES
OF THE E-BERKELEY
STEERING COMMITTEE
Meeting of March
21, 2002
Chancellor's
Conference Room - California Hall
Members present:
EVC
and Provost Paul Gray, Chair, AVC Greg Brown, Director Laurie Goldman
for VC Beth Burnside, AVC Ron Coley, Director Jon Conhaim, VC Ed Denton, Director
Phyllis Hoffman, VC Jim Hyatt, Executive Director Helen Kelly, University
Librarian Tom Leonard, VP Christina Maslach, Dean Mary Ann Mason, AVC Jack
McCredie, Director Ralph Moon, Director Barbara Morgan, Director David Scronce,
Professor James Siegrist, Professor Philip Stark.
Also attending:
Director Betsy Livak and Beatrice Galvez, Graduate Division; Director JR Schulden,
Helen Lee, and Truc Nguyen, Student Information Systems; Director Cliff Frost,
Communications and Network Services; Michele Grisham and Carol Stillman, Cisco
Systems.
Paul Gray noted
that E-Berkeley began two years ago. The initiative has had an impact
on the campus but we are just getting started with transformation. Even
though there is less money this year, it is important to stay focused and
keep the momentum going.
Minutes
were approved as distributed.
2. E-Berkeley Budget Process
Helen
Kelly distributed a schedule for the e-Berkeley Innovation Fund Budget Process:
|
Date
|
Event
|
|
April
4
|
Summaries
of projects and proposal documents will be available on the web site
for review.
|
|
April
9
|
ASSCS
(meets April 9) and ETC (votes by e-mail) prioritize proposals.
|
|
April
10
|
EBITF
members submit votes to E-Berkeley office. Votes tallied and proposals
prioritized.
|
|
April
12
|
EBITF
members discuss & select projects to be forwarded to the EBSC for
review.
|
|
April
18
|
EBSC
reviews and selects projects for funding.
|
Helen
said this year there will be less money to allocate to E-Berkeley, and that
the focus will be on smaller, more innovative projects, with departmental
cost sharing (matching can be money or staff time). Steering Committee
members can view or download all proposals on the web site by submitting their
CalNet ID to Helen. In reviewing projects, the potential for future
campuswide impact should be kept in mind.
3.
Update on Human Resources Management System
David
Scronce referred to the HRMS milestones chart on page one of the January 29
minutes, saying that a great many requirements were received by February 15,
but the scope of the HRMS project had to be trimmed to meet the July 1, 2002,
deadline. The "Administer Workforce"(replacing the PAF) and
"HR Portal"components will be active on July 1. The HR Portal
will be limited initially to those features that facilitate access and navigation.
Components deferred past July 2 are Recruitment, Self-Service and Case Tracking.
The HRMS Steering Committee selected early adopters for the initial rollout,
and training will begin in mid-May.
Participating
departments are:
Budget
& Finance Personnel Office
Capital
Projects
Institute
for Environmental Science and Engineering
L&S
Dean's Office
Lawrence
Hall of Science
Music
Physics
UC
Printing
University
Health Services
University
Relations - HR Unit
Central units are:
Human
Resources
Academic
Personnel
Payroll
Graduate
Division
Work
Study Office
Budget
Office
David
said that a great deal of conversion and integration is being done now with
the Payroll/Personnel System (PPS) to work out any problems. PPS data
errors are being discovered at the department level and must be cleaned up.
Some HR requirements will have to be met that are currently not in practice
campus-wide (e.g., everyone must have a designated supervisor). A series
of forums will be held in April to delineate role assignments for HRMS within
departments.
Paul
Gray asked about the timing on Recruitment and Faculty Case Tracking.
David replied that these deferred components are separate issues with their
own development plans, and not all requirements have been defined.
4.
Educational
Technology Activities
Philip
Stark made available a long letter to Professor David Dowall, Chair of the
Academic Senate, in which Philip summarized ideas for using technology to
further teaching and learning. The letter also contains a response to suggestions
made in a report presented at the e-Berkeley Steering Committee on May 18,
2001, by the Academic Senate Committee on Computing and Communication.
Philip
described the BRIDGE Fundraising Initiative, which aims to improve undergraduate
education on campus and elsewhere by enhancing electronically delivered content
and teaching tools; by providing an improved means of disaster recovery for
the Berkeley campus; and by facilitating expanded enrollment through assistance
to high school and junior college students. (The draft vision statement
for BRIDGE was included in the packet.)
A
committee has been formed to work on a funding proposal that should be ready
in 4 or 5 weeks; the goal is to raise $5M to get started. Committee
members are Director Diane Harley, Center for Studies in Higher Education;
Director Jon Conhaim, E-Berkeley Program Office; Assistant Vice Provost for
Undergraduate Education Barbara Davis; Associate University Librarian Patricia
Iannuzzi; Director Ruzena Bajcsy, CITRIS; Special Assistant to the Chancellor
Tom Kalil, Associate Director Taun Miller, University Relations; Professor
Catherine Koshland, Vice Chair of the Academic Senate, and Professor Philip
Stark.
VP
Christina Maslach has requested nominations of courses to be offered through
BRIDGE, with guidelines to ensure that BRIDGE goals are met.
CourseWeb
is not yet fully implemented, having been delayed by problems such as the
hiring freeze and a complicated migration from test to production machines.
New ETS Web Services Manager Mara Hancock is leading the Quality Assurance
testing, and the new system is expected to be available in mid-April.
A
new LMS Subcommittee, with input from faculty focus groups, is defining short-
and medium-term goals related to commercial and open-source Learning Management
Systems; a report is expected by mid-June.
The
proposed Charter for the Educational Technology Committee was presented to
the E-Berkeley Steering Committee for approval to make sure its role as liaison
to the Academic Senate is appropriate. The Charter was approved as presented.
Paul
Gray asked for an update on the online student photo project, and JR Schulden
answered that the photos should be posted for fall semester.
Phyllis
Hoffman noted that the Educational Technology activities had been explicitly
aligned with the new campus Strategic Academic Plan, and she suggested we
make sure that E-Berkeley goals are in line with the plan.
5.
Demonstration
of Graduate Admissions System
Betsy
Livak and Beatrice Galvaz, Graduate Division, demonstrated the online Graduate
Admissions application system, which has been in use for about 3 years.
The ability to pay fees by credit card (funded by E-Berkeley) was new this
year. Screens have been kept simple for the benefit of applicants from
other countries with limited computer capabilities. This year 16,000
of 24,000 applications were submitted online. Dean Mason said that Graduate
Division could not have handled the increase in applications without this
system, and they have even been able to reduce staff. Departments can
view data for their applicants, although there are problems with printing.
6.
Campus Email Policies
Philip
Stark, outlining guidelines for improving communication with students, presented
a proposal for Requiring Student Email Addresses. Students would be required
to have an email address and to keep it current. Addresses would reside
in the CalNet directory and be accessible to departments through student ID
numbers and useful aliases. Philip requested Steering Committee endorsement
to make this a policy. Paul Gray recommended sending the proposal to at least
one Academic Senate committee. VC Jim Hyatt urged Philip to get feedback
from the ASUC.
ACTION:
Philip Stark will follow up with the ASUC and send a memo about the proposal
to David Dowall, Chair of the Academic Senate Berkeley Division, requesting
a response.
Helen
Kelly presented a proposal for Staff and Faculty Email Requirements.
Staff and faculty would be required to maintain an email account in the online
campus directory (statistics from the CalNet directory indicate that almost
25% of faculty and staff do not have a recorded email address). One
issue is that some staff do not use email or have access to a computer (and
some staff may have problems reading English). It was recommended that
a survey be done to find out how many do not use email. David Scronce
noted that many HRMS transactions will involve email. Ed Denton said
the idea should be brought to Labor Relations for comment.
ACTION: Helen Kelly will
follow up with Ron Coley, David Moers, Harry LeGrande, Labor Relations, and
the Academic Senate.
7. Plans for E-Berkeley
Symposium
Helen
Kelly reported on the plans for the E-Berkeley Symposium to be held in September
or October. More than one event may be needed to appeal to different
audiences. The working group is seeking speakers and a location for
the Symposium.
Ron
Coley noted that similar events are popular on other campuses. Penn
State has a program with its President and guest speakers; UCSD has an annual
technology "Sharecase", and Cal State campuses are required to showcase
their applications.
8.
Network Bandwidth
Cliff
Frost began a presentation about the recent increase in network traffic and
the steps CNS has been taking to monitor and manage the increase, but the
meeting ended before he could finish. Jack McCredie noted that the underlying
problems include an increase in the use of University resources for "incidental
personal use", and the Campus Information Security Committee is wrestling
with issues of network monitoring versus individual privacy.
The
meeting was adjourned at 3:30 p.m.
Future
Meetings
Thursday,
April 18, 2002, from 2:00 p.m. - 4:00 p.m., in the Chancellor's Conference
Room, California Hall.
Tuesday,
May 14, 2002, from 10:00 am -noon, in the Chancellor's Conference Room, California
Hall.
Thursday,
June 27, from 10:00 am - noon, Chancellor's Conference Room, California Hall
___________________________________________________________________<
Email
group: e-berkeley_steering@listlink.berkeley.edu
Please send corrections
and comments to: SheilaPress, avc_asst@uclink.berkeley.edu