Sponsor: Peter M. Siegel, vice provost for Information and Educational Technology, in consultation with the provost and chancellor.

Status: In October and November 2007, the Administrative IT Services Roadmap Team held a series of consultative discussions with key campus governance, advisory and constituent groups. If you have additional feedback to share with the project team about campus or unit IT systems, please use this UC Davis Administrative IT Services Questionnaire.

• UC Davis Core Administrative Executive Summary (01/08/08)
• UC Davis Administrative IT Services Road Map Framework (01/14/08)
• UC Davis Administrative IT Services Road Map Framework (12/14/07 draft report)
• UC Davis Administrative IT Services Domain Contexts: System Catalogs and Domain Highlights (12/14/07)

Charge to the Workgroup
The UC Davis Core Administrative IT Services Road Map Working Group is charged with developing a general road map for centrally funded and supported administrative IT services at UC Davis.  This work group must consult with the broader COVC group, as it develops a substantive, but brief, inventory of systems with the broadest current or future impact on the campus community, as well as an analysis and assessment of ways to ensure these systems are effective and well integrated.  The specific work products and proposed timeline are outlined below.

This effort is invaluable to UC Davis as a mechanism for ensuring a common strategy for Administrative IT Services across the administration and for ensuring an effective dialog with the broader campus community going forward.  As you develop your draft report, the workgroup will want to check in with the COVC group as a whole from time to time, in addition to one-on-one consultations with COVC members.

Workgroup Members

• AVC J. Mike Allred - Office of Administration
• VC Stan E. Nosek - Office of Administration
• AVC Kelly M. Ratliff - Office of Research Management and Planning
• AVP David R. Shelby -  Information and Educational Technology
• VP Peter M. Siegel -  Information and Educational Technology
• Asst Dean C. Kathy Olsen - Mathematical and Physical Sciences
• Interim AVC Lora Jo Bossio - Student Affairs
• Interim CIO Amy Mentjox - Information and Communication Services, UCDHS

Objective
The UC Davis administration recognizes as its management responsibility the need to create and maintain effective administrative systems to support the business needs of the university. This effort is intended to inform and promote investments in enabling information technology (IT) to support those administrative systems.

Summary Proposal
To create a small hands-on work group at UC Davis to identify core administrative IT services among central campus units, to document in general terms their current architectures, to identify how those architectures serve the Davis community, to articulate how a coordinated or integrated architectural strategy over the next five years can improve the services from a user (faculty / staff / student) perspective, and to document a road map and a timeline that would move us in this direction.

The Value Proposition
The plan is to develop a substantive, but brief (10-page), IT Services Road Map¹ with a 1-page executive summary that has strong support from the UC Davis administration and community and can be used as a broad yardstick for the most significant administrative IT investments at UC Davis.  The intent is to create a foundational document that will be used for advocating within the campus and within the UC system for improvements and the rationalization of investments in technologies that 1) reduce (or at least do not increase) user workload, 2) respond to reporting and assessment responsibilities, and 3) improve information-sharing to the benefit our students, faculty, and staff.

¹Technology road maps can be defined in different ways. Behind the scenes, our road map will take into account these six elements: Service Strategy and Process: what are the services, from a customer and stakeholder point of view, that we are providing and need to provide (aka Business strategy) Architecture: Guiding principles, requirements, policies, standards, and reference service architecture Cost and Benefits: Metrics and measures that allow us to assess the value versus the costs Building Blocks: Shared services infrastructure requirements and standardized tools. Projects and Applications: Mapping to actual existing/proposed projects and applications. Organization and Governance: Governance structures, processes, and policies.

Scope
This review is focused on centrally-funded and supported administrative services that are likely to benefit directly from an integrated approach, in terms of reducing duplication and complexity for the campus community, in terms of managing costs and improving reporting, and in terms of benefiting from regular coordination with the other UC campuses and with UCOP.

Stakeholders
Vice Chancellors and Vice Provosts, University staff (i.e., ADMAN), Faculty (i.e., the Academic Senate and Federation) and the campus technical community (i.e., the Technology Infrastructure Forum and the Deans’ Technology Council – DTC).

Specific Work Products
The work group will collaborate closely with the Vice Chancellors and Vice Provosts to identify included services and to develop the Road Map.  Work products include:

• An inventory of identified administrative services, including current status, proposed or actual plans for changes,
• A document summarizing the current overall architecture of administrative services at UC Davis, including enabling services (“middleware”) and reporting tools
• An analysis and assessment of the overall existing service architecture, including interplay with UCOP services planned or actual
• A proposed integrated architecture based on current funding, with options for improvements and additional services based on changes in UCOP services, federal mandates (grants.gov, for example), and opportunities for collaboration (campus overall and UCDHS, with other UC campuses, with UCOP)
• A specific timeline for achieving an integrated architecture, in a step-by-step fashion
• Metrics for assessing the value to the community for proposed investments, as well as any risk² of the approach and general cost issues
• Recommendations on governance process that will maximize the value to the community of our Administrative IT investments, and ensure we have an infrastructure that will respond in an agile way to current needs, as well as needs developing over time.

²Here, we will consider also the value of community source (Kuali), build-vs-buy, and collaboration with other campuses.

Proposed Timeline

• Mar 2007: Charter work group
• Apr 2007: Identify key Administrative IT Services working with VCs/VPs
• June-Aug 2007: Document key components of an integrated IT Architecture; Develop timeline, assessment metrics, and recommendations
• Aug 2007: Draft for informal circulation
• Sep 2007: Review with CODVC and campus communities