Common Systems Group (CSG)

June 28, 2005

Meeting Summary

CSG Attendees: Paul Craft, Jim Davis, Steve Duim, Jason Frand, Mats Granlund (for Carol King), Max Kopelevich, Kathleen O’Kane, Tom Phelan, Sean Pine, Vincent Riggs (for Bill Jepson), Terry Ryan, Ruth Sabean, Marsha Smith, Eric Splaver, Kent Wada, Esther Woo-Benjamin, Don Worth

Guests: Diane Blake (CTS), Susanne LaRocca (OIT), Greg Partipilo (ATS), Johnny Pugh (Student Financial Services), Tom Trappler (OIT)

Agenda

1) Campus Security Incident Tracking

The proposed UCLA IT Security Incident Tracking Program is jointly sponsored by OIT and CTS. Its purpose is to enable UCLA to more effectively resolve and report security incidents to the campus. Under the proposed process, OIT will continue to oversee the security environment and manage the high level and sensitive security breaches. CTS, in conjunction with the Director of IT Policy will serve as a clearinghouse for all standard campus security incident tracking, notification and reporting.

There was discussion about the process steps. The CSG recommended that the operational aspect of the process be integrated into the soon to be formed Applied Security task force. They also recommended that a subgroup be formed to address data policies (e.g. personal information) and return to the full CSG with recommendations on elements to include in the tracking system.

Action:

· Form a subgroup to address data policies. Terry Ryan and Mike Schilling agreed to be members of this subgroup. Jonathan Curtiss (Student Affairs) was nominated to be included in the subgroup.

2) Systemwide RFP on Encryption

Kent Wada forwarded documents related to a systemwide RFP for an encryption solution and is seeking CSG comment, particularly about whether/how the RFP fits in with each unit’s needs. HIPAA has been the primary driver behind the RFP and the timeline is aggressive – it is expected to be issued on July 15^th.

3) Express Travel System Update

Full re-implementation of the UCLA Express Travel Expense Management System is planned for December 2005. The system is currently in production pilot in Psychology, Law, Chancellor’s Office, Corporate Financial Services, University Extension, and Graduate School of Education (GSEIS). The implementation plan is to migrate all users of the current system first and then roll out all remaining campus departments. The new system incorporates feedback from a campus-wide user group and includes enhancements such as: HTML based, improved email notification process, streamlined approval process, easier FAU entry, approvers established in DACSS, proxies maintained by DSAs in Express through the System Administration Tool, and digital receipt filing.

4) Post Authorization Notification (PAN) Update

PAN is a UCOP application that has been adopted by all UC campuses. It is currently being re-written in a new environment. UCLA has established a campus-wide PAN User Group to address and prioritize needs. The main issues identified are performance, navigation, printing and forwarding, too many reviewers, and Mac issues. UCLA has sent a list of requested enhancements to UCOP. Some problems identified during CSG discussion include: lack of search capability, lack of detail in travel transactions, re-enabling access after a vacation is cumbersome.

Actions:

· Steve Duim agreed to send the list and status of requested enhancements to the CSG

5) Payment Card Industry (PCI) Compliance and Development Front End Update

In order to meet a new compliance requirement for credit card processing mandated by Visa and Mastercard, AIS was asked to develop and implement a central front-end process that all merchant application systems could interact with when their clients intend to pay for services with their credit card. UCLA is not subject to non-compliance fines until June 2006; however, starting July 1, 2005, UCLA is vulnerable for break-ins until the new front end can be implemented. Greg Partipilo, the project’s manager, gave an overview of the approach, assumptions, and schedule for building the front-end process. The CSG was asked to send feedback to Don Worth as soon as possible so AIS can begin coding.

6) Repositioning IT Initiative

Marsha Smith distributed the draft Repositioning IT Key Attention Areas document for CSG review and comment (Marsha will follow up individually with CSG members). This document describes principles that will guide project planning, long term activities, and activities to be accomplished in the year ahead. The document has already been reviewed by the Chancellor, EVC, ITFOC and ITPB.

Meeting Schedule for Remainder of 2005:

Tuesday	July 26	2:30 – 4:30 p.m.	2121 Murphy
Tuesday	August 23	2:00 – 4:00 p.m.	2121 Murphy
Tuesday	September 27	2:00 – 4:00 p.m.	2121 Murphy
Tuesday	October 25	2:00 – 4:00 p.m.	2121 Murphy
Tuesday	November 22	2:00 – 4:00 p.m.	2121 Murphy
Tuesday	December 20	2:00 – 4:00 p.m.	2121 Murphy