1. Status of the Campus Administrative Computing Plan and Policy - Debbie Lauriano

2. Update on the Academic Computing Coordinating Council - Harry Matthews

3. Policy Issues for Consideration During 98-99 - Alan Laub

4. IT Leadership Position Alternatives

5. Campus Report to the Office of the President on Year 2000 Issues - Kent Kuo

6. Other Business

Absent: Carole Barone, Kathleen Moore-Joiner.

Guests: Harry Matthews, Kent Kuo.

Staff to the Council: Gilda Garcia, Paula King, Debbie Lauriano.

1. Status of the Campus Administrative Computing Plan and Policy - Debbie Lauriano
   Handout: Proposed Administrative Computing Plan Process - Tier 1 Systems - 8/27/98 (Word document)

   Paula King reviewed key points of Provost & EVC Grey's memo to her dated March 19, 1998. Vice Chancellors were asked to designate representatives to facilitate the appropriate consultation. The plan will require a consultative effort with the campus community and will be reviewed by the new IT Policy Board before Provost & EVC Grey approves it. Debbie Lauriano has been working with the designated representatives to develop the draft policy and plan. A meeting was held with Jerry Hallee to make sure the group's work is on the right track.

   Debbie Lauriano reviewed a high-level process diagram with Council members (handout: Proposed Administrative Computing Plan Process for Tier 1 Systems) This covers administrative systems which, if unavailable for 24 to 48 hours, would have critically impact the campus's ability to do business.

   A group of all project managers should be formed to be a consultant group for projects. The steering committee for a project and this Council are also key elements to an individual project's success.

   An editor is reviewing the draft policy and plan. Next, the Vice Chancellors' designees will distribute the drafts widely in their areas for review and comment. Then the Council will review the drafts. IT is proceeding with the understanding that in general, the principles articulated will guide the organization until Provost Grey approves the policy and plan.

2. Update on the Academic Computing Coordinating Council - Harry Matthews

   The Academic Computing Coordinating Council (AC4) is a large group, with representatives from a large number of constituencies across the campus. The intention is to identify issues in the larger Council and then assign work to Ad Hoc committees which include members outside of the Council.

   The two subcommittees appointed so far are:

   • Multimedia and Database Facilities to Support Instruction Subcommittee -- to deal with issues
   • California Virtual University Subcommittee -- to deal with infrastructure needs

   Discussion of academic computing has been fragmented in the past. Developing a campus plan for academic computing is a high priority for the AC4.

3. Policy Issues for Consideration During 98-99 - Alan Laub

   The Council will discuss the issue of budgeting for administrative systems. The reality is there is only so much money. The campus philosophy towards budgeting has changed over time. Someone has to pay. Responsibility for many administrative items has been distributed out to departments, but not always with sufficient additional resources. This is an issue affecting all universities.

   Action: Bob Loessberg-Zahl will pull together a discussion document for the Council to review and discuss at an upcoming meeting.

4. IT Leadership Position Alternatives

   At the last IT Policy Board meeting Provost & EVC Grey requested input from this Council on the Associate Vice Chancellor-Information Technology position by October 15. The position should reflect what is it that the campus wants to achieve.

   The AVC-IT position description from 1990 helps to put things in perspective. At the time there were seven different departments reporting to four different areas of campus. It is helpful to see how we have arrived where we are today. There was no guidebook on how to put together a division of information technology. The key question here will be the role the leadership position will play, whether it is a manager role for the division, or a senior manager role for the campus. Getting feedback on that piece would be helpful. How strategic is the use of technology for this campus? It is a different climate now. The use of the network is more important now than 5 years ago.

   The electronic listserv is setup (adc3members@ucdavis.edu). Submit your comments via email or bring them to the next meeting.

   Actions:
   

   1. Gilda to distribute the IT Leadership Position Alternatives matrix.
   2. Council members to provide feedback at the next meeting.

    
   
5. Campus Report to the Office of the President on Year 2000 Issues - Kent Kuo
   Handout: UC Davis Year 2000 Status Report and Appendices

   Kent Kuo discussed the report that presents the problem, embedded technologies, status report, five-stage compliance process, and recommendations.

   For more details, please visit the Web at http://y2k.ucdavis.edu/. You can find the reports in the "How am I affected by it" section under "UC Davis" and the link is "old" for the old report.

   A seminar series was presented at the Center for Advanced Information Technology (CAIT) to discuss databases, networks, and UNIX operating system. Janet Hamilton, Kevin Smith, and Carole Barone sent a directive on the Year 2000 issue (Directive #97-143: Year 2000 Problems and Compliance, dated October 29, 1997).

   Calvin Handy and Keith Young were suggested as other contacts for Year 2000 issues.

6. Other Business
   1. Keith Young will be invited to the next meetings representing Office of Research.

   2. Welcome to Phyllis Leavitt serving as the AC4 representative.