Enterprise Systems Committee
Minutes of April 26, 1999
Present: John Miller, Dennis Graham, Don Graham, Bob Hannigan, George Johnson, Ed
Masterson, Fred Ryan, Bob Sneed, Beverly Taylor, Jeff Wright, Debbie McElroberts, and
Nancy Prazlier
1. Administrative Systems Group (ASG) &endash; Ryan
ASG has been in place on campus for a number of years and is actually a sub-committee
of ESC. The group is comprised of about 20 people who manage, implement and work
with our many databases across campus. Debbie McElroberts serves as staff to the group.
To facilitate better communications and to establish an improved working relationship
between the two groups, it was approved for the chair of ASG to attend ESC meetings.
2. 1998/99 CMS/Bridge Allocation Revision Recommendation &endash;
McElroberts
The contracts for the PeopleSoft consultants have been finalized and the total cost is
$12,040. This provided us with $6,500 from the original projections that can now be
reallocated for other purposes. Therefore, a revised recommendation for reallocating the
original $43,800 set aside for the SIS-Plus Operational Data Store Project was proposed
as follows:
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$26,667 for SIS-Plus Operational Data Store &endash; 13 month contract for the
period 6/1/99 &endash; 6/30/200.
$12,040 for PeopleSoft Consultant
$ 5,093 for prospective student/admission application partially funded with 98/99
CMS/Bridge funds.
This proposal will provide a 13-month contract, thus bringing it into a fiscal year
schedule. It will also increase Enrollment Management's allocation by $5,093.
After discussion the above reallocation the proposal allocations above were approved.
3. CMS Readiness Project Status Report &endash; Miller
Ryan indicated that the CMS Board is currently considering vendors for PeopleSoft
consulting services. This is a confidential process at this point in time. By the May board
meeting there should be a set of vendors pre-qualified.
There is a lot of discussion regarding how to structure the data center for Wave I. KPMG
consultant is working with CSUC to put this together. It appears that West Ed is a likely
location for the data center.
John Miller distributed a handout regarding PeopleSoft. A major concern to all campuses
during the implementation of the new system is staffing. Key people throughout campus
will need to be released from their regular duties in order to work on the implementation.
There will be a tremendous need to back fill positions, temporarily promote from within,
hire retired annuitants, and/or hire temporary employees during this time. It will be
impossible for people to continue to do their regular job duties and the CMS
implementation duties as well. Is campus administration fully aware of the cost involved
with staffing? It is important that we gain a sense of what our staffing needs will be
because it will take 6-8 months to prepare people for their new roles. Training will be
needed across the board. Training and hiring could take as long as a year. There is also
the concern that once the implementation period is over that the systems will not let go
&endash; that staff will still be needed for the on-going processes. Some people will
leave because of the grueling process. Job descriptions will change. The overall process
will probably take three years. These people are often working 6-7 days around the clock.
The additional staffing needs are, to some degree, covered in the $12 Million.
Major areas of focus are readiness &endash; what are basic functions and what do we
need done to get ready for these functions? At Chico we have mapped PeopleSoft to our
needs &endash; PeopleSoft liked this approach. This has resulted in a better
understanding of what the PeopleSoft product can do for us. We will continue to push
what deliverables PeopleSoft will give us.
It was reiterated that the $12 Million is really an estimate and that the actual cost will
most likely go up.
Dennis Graham distributed a DRAFT document prepared by George Wellman that
provided a visual CMS Planning timeline from 1998/99 through 2005/2006.
When the Readiness Reports are received, a plan with be put together with the
established financial commitments it requires in order to request buy off from Cabinet.
The original plan was to have Readiness to us by May 1st. Now it looks like mid May.
4. Distribution of Y2K Allocation
Beverly Taylor presented a proposal from the Y2K Compliance Committee as follows:
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Y2K Project Interns 8,500
Facilities Management and Services &endash; Fan Variable Frequency Drives
5,000
Computing Services &endash; TRACS (Touchtone Registration) Platform 30,000
Computing Services &endash; Batch Y2K Testing Software 10,000
Total: 53,500
The $3,500 overage is projected to be covered by reduced final pricing on the above four
items and/or covered by individual areas.
TRACS will die on 2/1/00 unless we upgrade. $23,000 is for a process upgrade and the
other $7,000 is to replace the application processor. The Batch software allows us to test
batch jobs. IBM recommends strongly that we not set up a petition to test and has
suggested this software as the alternative.
Each campus has a president's designee who has to sign off saying that we are ready.
Fred Ryan is the designee for Chico. Fred has told Cabinet that he will be asking each
officer to give him the same assurance before he can declare that Chico is ready.
Proposal approved.
~ Next meeting will be May 17th.