1. Announcements
2. Approval of the Minutes
3. Pending Items for Future Consideration
4. E-recruitment Project
5. Student Affairs Document Management Project

Absent: Earlene Ford, and Janet Hamilton.

Excused: Mary Jo Anderson, Michele Fulton, John Meyer, and Richard Plant.

Guests: Leslie Campbell, Jan Conroy, Paul Drobny, Deborah Lauriano, Yvonne Marsh, Sandra Stewart, and Gary Tudor.

Staff to the Council: Bob Loessberg-Zahl and Randy Moory.

1. Announcements

   Chair Robert Smiley, Dean of the Graduate School of Management, introduced himself to the Council. Dean Smiley replaces Dean Laub as Chair of the Administrative Computing Coordinating Council.

   Vice Provost Bruno announced the establishment of four advanced technology project teams. Two of these teams will address the implementation of Windows 2000 Server on campus and the development of an enterprise directory for the campus. Until these teams complete their projects, campus departments should delay the deployment of Windows 2000 Server products such as Active Directory.

    
   

2. Approval of the Minutes

   Chair Smiley asked Council to review and approve the minutes from the October AdC3 meeting. Council asked that Item 4 of the minutes (DaFIS/DOCS Project Report) be revised to reflect that Vice Provost Bruno is looking to use the Enterprise Directory as a means to facilitate exchange of information between departmental systems and DaFIS. The directory will provide authentication of individuals and their authorities for system actions.

    
   

3. Pending Items for Future Consideration

   Randy Moory identified the following two projects as upcoming agenda items for the Council: Web Payment Methods, and the New Business Architecture.

    
   

4. E-recruitment Project
   Handouts:
   
   1. Pre-feasibility Study Report (Rich Text Format document)
   2. Project Proposal Document (Rich Text Format document)

   Vice Chancellor Carol Wall presented the E-recruitment Project. A partnership with Undergraduate Admissions, Student Affairs, and Public Communications, the project calls for the application of technology to improve the recruitment of qualified students to the campus. The pilot proposal will focus on recruitment for the division of Humanities, Art, and Cultural Studies (HARCS).

   Vice Chancellor Wall introduced the project team members: Leslie Campbell (Undergraduate Admissions), Jan Conroy (Public Communications), Yvonne Marsh (Student Affairs), Sandra Stewart (Information Resources), and Gary Tudor (Undergraduate Admissions).

   Vice Chancellor Wall reported that the project received support from the Academic Computing Coordinating Council (AC4) and noted that AC4 expressed concern about the ambitious nature of the proposal and its tight timeframe.

   Many Council questions focused on the scope of the proposal. Council members expressed concern about the possibility we might overwhelm prospective students with email, the need to explore how other schools compete with Davis for students, and the importance of being able to extend the portal concept to other purposes.

   Vice Chancellor Wall indicated that the purpose of the project is to target specific information to prospective students. Unlike current recruitment methods that use wide broadcasts to attract potential students, the e-recruitment portal would "narrowcast" personalized information to candidates and archive a certain set of information for prospective students. Using information from students' use of the portal, the team will be able to offer other information for prospective students to examine. To our knowledge, no other college or university that competes directly with UC Davis uses this technology.

   Several Council members expressed concern about the project timing and the ability to deliver a quality product within the tight timeframe. Questions included whether it was possible to develop and deliver "narrowcast" materials in the short schedule, and the extent to which faculty would be able to provide personalized information in the short period. Council members noted that many of the features that were proposed for the pilot were unavailable in the current MyUCDavis portal, which is the basis for the e-recruitment portal. The project has a 2-year timeframe, but the first year efforts must be developed by March 1, 2001 and complete by May 1, 2001.

   To reduce the need for significant contributions of personalized materials, the pilot will focus on admits only initially. The project team also proposed to leverage faculty participation by using video. Information would be archived to provide different sets of information that would be used for the "narrowcasts".

   Other Council questions addressed technology issues, including whether the portal would be used to gather information about prospective students, and the need to protect this information from disclosure. The discussion also revolved around issues of scalability, redundancy, availability of the system, and whether the pilot application should be purchased 'off-the-shelf' or custom developed. Other Council questions addressed the technological ability of the prospective students to use video.

   The project team indicated that the project is using the technology already implemented in MyUCDavis (i.e., a custom portal built using Cold Fusion(tm) and Oracle(tm), and a clustering model). The MyUCDavis team has already tested the servers for loading and failover. The E-recruitment Pilot proposes to use a single server.

   Council commented about the need to measure the success (or failure) of the pilot. In addition, the project team needs to develop a methodology that allows them to assess what would happen if the portal was not developed. Council suggested that the team look at the management school recruitment efforts at Wharton. Other comments addressed the need for HARCS' Web pages to be consistent with other campus Web pages.

   Action: Council directed the Chair to send a letter to Provost Grey reflecting their endorsement of the project. Council also commented that the letter should address the issues of project timing, the need to reflect a professional, quality image for the campus, and the importance of securing funding to cover the 2-year effort.

    
   

5. Student Affairs Document Management Project
   Handout: Pre-Feasibility Study Report (PowerPoint presentation)

   Paul Drobny presented the proposal by Student Affairs for a Document Management System. (See PowerPoint Slides) A joint venture of Admissions, the Registrar, and Financial Aid, the project proposes to resolve problems related to paper processing by using a document management system. Student Affairs has completed a detailed technical assessment of the requirements for such a document management system. It is available for review by the Council members.

   When asked about the referencing of the documents to the Banner Student Information System, Drobny replied that such referencing would allow for easier retrieval of those documents once they are associated with a specific record in Banner.

   Council commented on several technology- and budget-related issues. Council members noted that the technology could be applied to many other departments, perhaps even all 180-campus departments, and other processes. The proposal builds upon standards and non-proprietary systems. Council members commented about the importance of using "standards"; however, Drobny pointed out that expanding the project would increase costs, including the cost for each additional license for individual users and other costs (such as additional hardware). Council emphasized the need to explore budget opportunities for funding the project and implications of making this a campus standard.

   Action: The Council staff will review the budget and technological implications of the project and report to the Council.