Committee on IT Infrastructure (CITI)

November 1, 2005

Meeting Summary

CITI Attendees: Neal Axelrod, Glyn Davies, Nick Hernandez, Tom Lifka, Sam Morabito, Steve Olsen, Albert Setton

Guests: Janina Montero (Student Affairs), Arun Pashrica (Registrar’s Office), Nick Reddingius (OIT), Marsha Smith (OIT), Esther Woo-Benjamin (OIT, Don Worth (AIS)

Agenda

1) Review of Integrated Student Systems (Student Records Modernization) Project

Change in Scope and Objectives

Fundamental scope of the Student Records Modernization Project is 1) migration of Student Records transaction system to a new DB2 data model, 2) move most mainframe reports to the Data Warehouse and its web publishing tools, and 3) expose the new Student Records interfaces to campus systems.

The aim of the SR2 project is to deliver the same functionality as SR1, with 1) a more robust data model and 2) fixes to incorrect or incomplete functionality.

The project scope extends beyond the original budget and schedule for the following reasons:

· Review of 12 million VSAM student records and correcting corrupted data to insure that transcripts are valid - significant problems have been found.

· Construction of the ‘Conversion Database’ as an intermediate step in the migration from VSAM to DB2 - unanticipated task to fix data problems caused by weak controls and logic errors in the old system.

· Development of University Program Tables validation logic - far more work than anticipated; since SR1 edit logic proved largely non-existent.

· Revision of Courses subsystem - unanticipated activity in a seemingly unrelated subsystem.

· Term and Session Definition Tables - a new requirement due to changes in instructional delivery since original plan - requirements extended beyond original scope.

· Support for SRDB beyond 2007 - schedule slippage and slower than anticipated migration to CDW.

Action: The CITI approved the change in scope and objectives.

Proposed Funding change

As of June 30, 2005, a total of $3,886,314 has been expended against $8,485,255 in UTIPP authorized funds. That funding, together with Registrar’s Office contributed FTE will cover expenses of the revised project through FY 2006-07 and into early 2007-08. An additional appropriation of $4,616,175 to cover work between 2007 and 2010 is requested:

FY 2007-2008: $1,213,192

FY 2008-2009: $2,134,147

FY 2009-2010: $1,268,836

(The request includes a $350,000 annual subsidy to operate SRDB from 7/2006, when the current funding will be exhausted, through 6/2010.)

The CITI discussed the relationship of this budget augmentation request with those for initiatives that might be proposed during the current strategic planning exercise. It was agreed that this request, which is for an ongoing project, should be considered as a special high-priority case.

Action: The CITI recommended moving forward with SR2 project plans and Steve Olsen agreed to take the budget request to the Chancellor in January 2006 (coinciding with the strategic planning cycle).