Enterprise Systems Committee (ESC)
February 3, 2003
Present: Bill Post, Brooke Banks, Dennis Graham, Phyllis Weddington, Len Fisk,
Bob Hannigan, Charlie Crabb, Arno Rethans, Brenda Aden, Wendi Beane, Kim Williams
1. CMS Implementation Update
CMS Fact Sheet #2 was distributed to members. The Fact Sheet included a Rollout Calendar
through September 2005, a Phase II Implementation Scope, and Chico’s Student
Administration Implementation Strategy. Phyllis Weddington discussed the “good, bad and
ugly” facts involving Chico’s implementation. The “good” includes the fact that the Human
Resources (HR) and Financials modules were on time and under budget. The “bad” includes
the fact that departmental workloads were impacted by two new systems. The “ugly” would
include the fact that coordination with CMS Central and 23 campuses for issue resolution is
time consuming.
CMS Student Administration implementation prep work started earlier than originally
planned to allow staff to get trained as soon as possible. Actual implementation will take
place the same time as originally planned. For the first six months, consultants will be on
campus approximately one week a month. Next year, we might need them here a couple of
weeks a month.
The HR and Financials teams have done a great job and are taking charge of the systems.
We're still working on accessing all the data that we are warehousing. A CMS-HR Status
Report was distributed to members. Chico’s HR team is a member of the system-wide user’s
group. A lot of progress has been and is being made. When new releases come out, we are
obligated to upgrade our systems. There are still a couple of fixes needing attention. Some of
the forms are causing confusion in some areas. Phyllis explained some of the specifics. We
have some solutions with the data warehouse strategy. We will also be seeking some answers
from our peer institutions. One by one the issues are being dealt with. The warehouse is a
great advantage and we will eventually be able to do things the way we want to. It was
pointed out that when we are dealing with high level issues and systems, we still need to
consider the viewpoint from the frontline user. The legislative audit is due out in March.
2. Budget Effect on Enterprise Systems
Staffs and budgets are already stretched to the max. We face significant system failures if we
stretch our human resources too far. Information Resources (INF) recently held a budget
retreat where the INF management identified projects that must continue. CMS and TII must
reach a successful conclusion. INF is faced with rising contract costs that must be paid. If
these contracts are turned off, we might have failures. At the Information Resources Retreat
scope reductions were discussed as well as an aggressive vs. adequate approach to new
technology. INF discussed invisible vs. visible technology: The top five projects in terms of
criticality are all invisible to the user. If we don't do them, however, they would rapidly
become visible to the user. Identity management was high on the list. This is one area where
some investment up front can reduce costs over the long run.
Some specific examples: The portal—should we do the minimum upgrades and all
development will be focused on the CMS environment? Learning Management Systems--we
will push a major upgrade back a few years? Wireless deployment--how quickly do we put
wireless in more areas? User Support -- What are we going to fix? What are we not going to
fix?
Other campus scope reviews: ID card services, administrative computing support (only
mandatory changes brought on by CMS after real time registration). We need to get
communication going involving all those on campus involved in Enterprise Systems.
Imaging?--What is adequate? What is optional?
Chair and staff will provide a model of principles for consideration by the committee at a
future meeting. This model will identify the services or projects that will not or may not be
provided. Once this model is finalized, it will be communicated to the campus community.
3. Security Planning
Brooke Banks has been appointed Information Security Officer. Brooke is currently working
on finishing up GIAC (Global Information Assurance Certification) Information Security
Officer (GISO) certification. Brooke distributed a List of Responsibilities for the Campus
Information Security Officer and briefly discussed these responsibilities. In addition, she
distributed a document outlining the goal in the B2000 plan that talks about providing
information security. The Electronic Security Team has been meeting for a little over a year.
They have conducted a very high level risk analysis and have tried to identify our greatest
vulnerabilities. Because we don't have the funds to fix them all, we will begin by fixing the
highest risk items. We will be capturing information on copy write infringements and
addressing those issues as they arise. Some of our biggest issues include: Ensuring that all
servers are using the latest patches, that we are installing the latest version of virus protection
software, that we address rogue wireless hubs which might not be running the VPN software,
and that we address our border firewalls. We have some border firewall protection in place
but more is needed. Overall, there is a lot of work ahead.
4. Chico Technology Hype Cycle
Due to time constraints, this item was deferred to a future meeting.
5. Updates
Due to time constraints, updates were deferred to a future meeting.
6. Adjournment
Due to the time, the meeting was adjourned.
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