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					Academic IT Summit May 11, 2009
Survey of Academic IT systems: Please indicate any new or recent enhancements to academic systems on your campus.

CAMPUS:      UC Davis

                                                                                                                                                         UNIT THAT
                                                                                                                                           PROGRAMMING    MANAGES
CATEGORY                                   NAME OF APPLICATION AND BRIEF DESCRIPTION OF FUNCTION                          PLATFORM        LANGUAGE USED APPLICATION
RECRUITMENT: search process, applicant     Diversity Data Web Application: Collection and dissemination of               MS SQL                         AP
tracking, reporting                        academic and staff diversity information.                                     Coldfusion
                                           In addition to reports required for Davis' Affirmative Action Personnel       MS Access
                                           Program Plan, information is disseminated through other avenues;
                                             *Dean's Offices and department can access hiring history and current
                                           academic utilization analysis figures via the web.
                                             *Executive recruiting peronnel can access hiring history via the web.
                                             *Special reports via the academic web interface have been designed
                                           for specific colleges.
                                             *Summary data is provided to the Office of Resource Management &
                                           Planning for UC Davis facts (see facts.ucdavis.edu for one use).
                                             *Special reports exist for search Chairs.
                                             *Special Dean report shared and discussed among Deans and the
                                           Vice Provost for Academic Personnel for academic upgrading requests.
                                             *Academic compensation also used by Academic Personnel for
                                           offscale equity modeling.
                                             *Staff utilization analysis also generated at school level and by central
                                           campus/school of medicine.
                                             *Non gender/ethnicity dataset used by UCD Police department for
                                           calculating recharge rates.
RECRUITMENT: search process, applicant     Academic Postings: HERC                                                       MS SQL                         AP
tracking, reporting                                                                                                      Coldfusion

RECRUITMENT: search process, applicant     On-line Recruitment (something we are looking into)
tracking, reporting
RECRUITMENT: search process, applicant     Waivers of Search (See notes under Compliance)
tracking, reporting

ADVANCEMENT: approval/routing on-line;     MyInfoVault: Version 2.3 rolled out Dec '08 – online merit & promotion        JAVA,                          AP & IET –
faculty votes; reference request letters   program; Provides database for dossier creation, on-line review               MySQL, using                   Connie and
                                           process, and routing from Faculty-Dept-DO-AP. Version 3 anticipated           Kuali Rice for                 Dave
                                           for Aug '09 with improved work-flow.                                          work flow

ADVANCEMENT: approval/routing on-line;     Voting Module: Looking into scaling existing program used in College          MS SQL,                        College of
faculty votes; reference request letters   of Ag & Env Sci                                                               .Net C#                        Agricultural &
                                                                                                                                                        Environmental
                                                                                                                                                        Sciences
ADVANCEMENT: approval/routing on-line;     Letters for advancement: Some letters are uploaded into MIV (i.e.             see MyInfo                     AP & IET –
faculty votes; reference request letters   candidate stmt, department letter, dean’s letter, committee reports); no      Vault, above                   Connie and
                                           extramural letter uploads at this time, but the capability already exists.                                   Dave



FACULTY INFORMATION SYSTEMS:               Automated Faculty History Database: Provides history of salaries,             MS Access                      AP
databases; shared access; data mining      leaves, advancement, and Unit 18 eligibility.                                 MS SQL

FACULTY INFORMATION SYSTEMS:               Action-Tracking (ATS): Tracks appointments, merits, promotions,         MS Access,                           AP
databases; shared access; data mining      appraisals, 5-year reviews, and endowed chair appointments/review       MS SQL,
                                           from receipt at Dean’s Office through Chancellor decision and returning .Net C#
                                           materials to dept. Includes permissions for access to
                                           departments/dean's offices on web interface.
FACULTY INFORMATION SYSTEMS:               Eligibility List created from ATS: report available to Deans on web           MS Access,                     AP
databases; shared access; data mining      interface; includes download to MS Excel.                                     MS SQL,
                                                                                                                         .Net C#
FACULTY INFORMATION SYSTEMS:               Off-Scale database: tracks salary off-scales amounts, start date,             MS Access,                     AP
databases; shared access; data mining      special agreements                                                            MS SQL
FACULTY INFORMATION SYSTEMS:               Position Screening in ATS: tracks position screening through final            MS Access                      AP
databases; shared access; data mining      decision.
FACULTY INFORMATION SYSTEMS:               New Hires/Separations Database: tracks new hires and separations              MS Access                      AP
databases; shared access; data mining      for OP reporting


PAYROLL: uploads to the EDB;               Data transformation for specific populations in augmentation of OP    MS Access,                             AP
routing/approval; auto-calculate           salary adjustment process (range adjustments, salary compression, and MS Excel, MS
                                           other salary adjustments)                                             SQL
PAYROLL: uploads to the EDB;                Exception Report: Analyze PPS data for errors of interest to Academic MS SQL,             AP
routing/approval; auto-calculate            Personnel. (Note: May scale the version used by College of Letters &  ColdFusion,
                                            Sciences that covers all academic/staff/graduate students/student     MS Access
                                            assistants.)

COMPLIANCE: APM 025 forms                   Academic Forms On-line: large-scale forms system includes                 MS SQL,         AP
                                            submission, approval, tracking, reporting, record-keeping. Current        ColdFusion
                                            forms: APM 025 forms (currently in pilot-use) and UPAY573-leaves
                                            (preparing for pilot-use). May integrate with Kuali Rice Simple Forms for
                                            routing, email notifications, others.
                                            http://academicpersonnel.ucdavis.edu/FormsOnLine.cfm
COMPLIANCE: APM 025 forms                   Future proposed forms for requests, tracking, reporting, record-           see previous   AP
                                            keeping: funding requests for child-bearing leave, stop the clock, 710-    entry
                                            tracking, waivers of search, automate courtesy title appointments,
                                            position screening.


OTHER INITIATIVES: e.g. offer letter        Monitoring PPS Structural Issues: Analyze gaps in PPS structure (ex: MS SQL,              AP
system                                      Title Code to Davis Job Groups), Track users for Campus Counsel      delivered via
                                            (Risk Managmenet Annual Report), Academic Federation, Affirmative    email
                                            Action Personnel Program Organization Chart.
OTHER INITIATIVES: e.g. offer letter        Grievance Database: tracking, record-keeping, reporting                    MS Access      AP
system

TRAINING: on-line training on AP policy;    Training for MIV: both individually and in groups                                         AP
training for on-line systems
TRAINING: on-line training on AP policy;    Introduction to Academic Personnel: On-line PowerPoint                                    AP
training for on-line systems                presentation with a certificate at the end for participants to submit to
                                            Staff Development for credit towards Academic Personnel Certificate.
                                            http://sdps.ucdavis.edu/browse/ac.htm
TRAINING: on-line training on AP policy;    AP Policies for Academic Federation: On-line PowerPoint                                   AP
training for on-line systems                presentation with a certificate at the end for participants to submit to
                                            Staff Development for credit towards Academic Personnel Certificate.
                                            http://sdps.ucdavis.edu/browse/ac.htm
TRAINING: on-line training on AP policy;    Resources available on-line: Department Chair Handbook Q&A (On-                           AP
training for on-line systems                line policy handbook for Chairs/MSOs with policy weblinks and best
                                            practice advice).
                                            http://academicpersonnel.ucdavis.edu/td_chair_main.cfm
TRAINING: on-line training on AP policy;    Resources available on-line: Attributes Chart (downloadable PDF)                          AP
training for on-line systems                http://academicpersonnel.ucdavis.edu/Academic%20Personnel%20Attri
                                            butes%20Chart%2006172008.pdf

TRAINING: on-line training on AP policy;    Resources available on-line: Delegation of Authority                       MS Access,     AP
training for on-line systems                http://academicpersonnel.ucdavis.edu/delegations.cfm                       ColdFusion
TRAINING: on-line training on AP policy;    Resources available on-line: Work-life program                                            AP
training for on-line systems                http://academicpersonnel.ucdavis.edu/worklife/
TRAINING: on-line training on AP policy;    Resources available on-line: Sexual Harassment training                                   AP
training for on-line systems                (mandatory, available on-line for faculty through Staff Development)
                                            http://sdps.ucdavis.edu/browse/hr/sh-online.htm

MANAGING INTERNAL INFORMATION e.g. SmartSite is available for use on Davis campus.
Sharepoint

LESSONS LEARNED: change                     Need a Campus-wide Roles Management System. Central IET
management; faculty support; IT-technical   coordination of emerging systems will reduce redundancies and create
                                            opportunities for new application to be scaled for enterprise use.
issues/integration
LESSONS LEARNED: change                     We knew that customer involvement is needed from inception through
management; faculty support; IT-technical   release -- this need has been affirmed.
issues/integration
LESSONS LEARNED: change                     Daily/weekly communication between functional and IET group.
management; faculty support; IT-technical
issues/integration
LESSONS LEARNED: change                     Functional project managements needs to come from AP for AP
management; faculty support; IT-technical   systems.
issues/integration
LESSONS LEARNED: change                     Programmers and functional users need to communicate in detail often
management; faculty support; IT-technical   (daily/weekly).
issues/integration
                                             Department: Academic Personnel IT Systems

College/   Dept                                                                                     PLATFORM/
School                     NAME OF APPLICATION AND BRIEF DESCRIPTION OF                          PROGRAMMING
                           FUNCTION                                                             LANGUAGE USED             Oversight Structure
CA&ES      ANSCI           Ansci website for merits and promotions voting-used to allow        HTML secure website Department chair worked
                           faculty to view dossiers and vote online                                                   with department faculty
                                                                                                                      about their needs
CA&ES      ANSCI           http://animalscience.recruitments.ucdavis.edu/ - where individual's PDF posting
                           can apply for open positions
CA&ES      ANSCI           https://recruitments.ucdavis.edu/Default.aspx - where                                      Provided to departments by
                           individual's can apply for open positions                                                  CA&ES Dean's office
CA&ES      Nutrition       Merit voting - form for faculty to use to vote on merit actions.    ColdFusion, Access
                           https://seedling.ucdavis.edu/nutrition/merit/index.cfm              backend DB, CAS for
                                                                                               authentication, hosted
                                                                                               on IIS Web server

CA&ES      Nutrition       SmartSite for Merit packages - staff upload PDFs of merit          SmartSite
                           packages to a restricted SmartSite for faculty to use for online
                           viewing prior to voting (we use further restricted folders for
                           extramural letters)
CA&ES      Nutrition       New appointment voiting - form for faculty to use to vote on new   ColdFusion, Access
                           appointments.                                                      backend DB, CAS for
                           https://seedling.ucdavis.edu/nutrition/appointment/index.cfm       authentication, hosted
                                                                                              on IIS Web server

CA&ES      Nutrition       Faculty 5 year review (has been used for faculty review of         ColdFusion, Access
                           endowed chair appointments and for AES appointment review)         backend DB, CAS for
                           https://seedling.ucdavis.edu/nutrition/ballot/index.cfm            authentication, hosted
                                                                                              on IIS Web server

CA&ES      Nutrition       Faculty leave forms for faculty and post docs to use to report     ColdFusion, Access
                           leave https://seedling.ucdavis.edu/nutrition/leave/                backend DB, CAS for
                                                                                              authentication, hosted
                                                                                              on IIS Web server

CAES       Land, Air and   Online review of merit, promo, appointment dossier with review     PHP
           Water           and voting components
           Resources
                                               Department: Academic Personnel IT Systems

College/   Dept                                                                                PLATFORM/
School                      NAME OF APPLICATION AND BRIEF DESCRIPTION OF                     PROGRAMMING
                            FUNCTION                                                        LANGUAGE USED       Oversight Structure
CAES       PHEONIX          Federation Action Voting                                      IIS/Cold Fusion   IT for maintenance,
           Cluster                                                                                          mechanics, code;
                                                                                                            MSO/Chair audit
                                                                                                            membership access
CAES       PHEONIX          Faculty Merit Voting                                          IIS/Cold Fusion   IT for maintenance,
           Cluster                                                                                          mechanics, code;
                                                                                                            MSO/Chair audit
                                                                                                            membership access
CAES       PHEONIX          Staff SignOut                                                 IIS/Cold Fusion   IT for maintenance,
           Cluster                                                                                          mechanics, code;
                                                                                                            MSO/Chair audit
                                                                                                            membership access
CAES       PHEONIX          Faculty SignOut                                               IIS/Cold Fusion   IT for maintenance,
           Cluster                                                                                          mechanics, code;
                                                                                                            MSO/Chair audit
                                                                                                            membership access
CAES       Plant Sciences   Merit and Promotion                                           MS SQL, ASP.Net   Dept. chair, CAO,IT
                                                                                                            Manager and All faculty
CAES       Plant Sciences   Faculty Recruitment                                           MS SQL, ASP.Net   Dept. chair, CAO,IT
                                                                                                            Manager and All faculty
CAES       Plant Sciences   Faculty Sign out                                              MS SQL, ASP.Net   Dept. chair, CAO, IT
                                                                                                            Manager
CAES       Plant Sciences   Faculty Outreach and Travel awards                            MS SQL, ASP.Net   Dept. chair, CAO, IT
                                                                                                            Manager
CAES       Plant Sciences   Miscellaneous Actions (voting on random actions)              MS SQL, ASP.Net   Dept. chair, CAO,IT
                                                                                                            Manager and All faculty
CBS        Genome Center Academic Recruitment System                                      Windows/PHP       Developed by Genome
                                                                                                            Center; used by Biomedical
                                                                                                            Engineering and some SOM
                                                                                                            Basic Science Depts.

CBS        Genome Center Academic Merit and Promotion System (confidential review, vote   Windows/PHP       Development by Genome
                         and comment)                                                                       Center.
                                              Department: Academic Personnel IT Systems

College/      Dept                                                                                  PLATFORM/
School                      NAME OF APPLICATION AND BRIEF DESCRIPTION OF                           PROGRAMMING
                            FUNCTION                                                              LANGUAGE USED            Oversight Structure
CBS           Some CBS      Academic Recruitment system                                                                Developed by Molecular &
              departments                                                                                              Cellular Biology; used by
                                                                                                                       Evolution and Ecology,
                                                                                                                       Microbiology, Molecular and
                                                                                                                       Cellular Biology, Plant
                                                                                                                       Biology and Neurobiology,
                                                                                                                       Physiology and Behavior
Engineering                 Faculty Recruitment Database - web-based application that            Linux server and uses Developed and maintained
                            accepts faculty applications, allows recruitment committee to        Zope and a Postgres by Computer Science; used
                            review and comment on applications, and creates interim              database              by CS and ECE; looking to
                            recruitment reports.                                                                       enourage use of CA&ES-
                                                                                                                       hosted system throughout
                                                                                                                       the college.
Engineering                 Voting Module - web-based application that allows faculty to vote    Solaris server and is Developed & maintained by
                            and comment on merit/promotion cases.                                written in Perl and   Computer Science for their
                                                                                                 uses a Postgres       department's use.
                                                                                                 database

                            AP Voting System - We use a system based on the Plone Content
                            Management System in conjuction with the PloneSurvey product
                            to create votes and polls. This system works but is not ideal and
                            will be superceeded by any system the office of the provost
                            develops. We also occasionally use the Plone CMS to present
                            Merit materials digitally. Utilizing CAS authentication and custom
L&S:HArCS Arts              workflows, the content is restricted to the appropriate user.
L&S:HArCS few               Use the AG recruitment system
          departments
                            We use smart-site to post dossiers for faculty review. One
                            department just told me today that he will be asking my IT guy to
L&S:HArCS Hart Hall         set up electronic ballots.
L&S:MPS   Chemistry         No dept based systems at the present--looking at the Vet Med
                            voting system
L&S:MPS       Geology       Recruitment and review of merit/promotion advancement (no            Smartsite
                            voting component)
L&S:MPS       Geology       Faculty leave notification                                           Php and Mysql
L&S:MPS       Mathematics   Online Voting Tool - Merit and Promotion Actions                     Linux/Zope            Department IT/MSO/Chair
L&S:MPS       Mathematics   Mathjobs.org - Recruitment tool (subscription fee required)          Online system         Department IT/AMS
                                              Department: Academic Personnel IT Systems

College/   Dept                                                                                        PLATFORM/
School                      NAME OF APPLICATION AND BRIEF DESCRIPTION OF                             PROGRAMMING
                            FUNCTION                                                                LANGUAGE USED            Oversight Structure
L&S:MPS    Mathematics      Leave Requests - Faculty and other instructors                        Linux/Zope             Department IT/MSO/Chair
L&S:SS     Anthropology     E-Voting System: Used for voting on all academic personnel            Cold Fusion            Jeff Trask, Network
                            matters including appointments, merits and promotions                                        Administrator and Mary
                                                                                                                         Dixon, CAO.
                            Faculty Search: Allows online applications and review of faclty
                            candidates.                                                           Coldfusion/SQL
                                                                                                                         Scott Dyer, Programmer
                                                                                                                         (Economics), Nancy
                                                                                                                         McLaughlin, MSO
L&S:SS     Center for Mind ApplyOnline. Online faculty recruitment application. The               Zope web platform      Jeremy Phillips
           and Brain       application handles position listings, accepting applications online   based on the Python    (Programmer), Carmina
                           (contact info, teaching/research statements, CV, uploaded              language, fronted by   Caselli, CAO
                           publications, employment history, education history, and               SSL-enabled Apache,
                           references). The system also takes care of contacting referees         and backed by a
                           and accepting letters of reference online. Finally, the system         PostgreSQL database
                           facilitates online review of applications by the search committee.     running on Linux or
                           Additionally, the system handles some administrative tasks, such       Windows.
                           as statistics for interim and final reports, Confidential Academic
                           Applicant Surveys, Cleary Act notifications, etc. This application
                           has been used for all faculty recruitments to the department, and
                           has been adopted by several other campus departments
                           (including Engineering Computer Science, Social Science
                           Administration, Languages and Literature, and Center for
                           Neuroscience).
L&S:SS     Economics       Faculty Search, Allows online applications and review of faculty       Coldfusion / SQL       MSO Kathy Miner,
                           candidates.                                                                                   Programmer Scott Dyer.
                                                                                                                         Assorted division MSO's
L&S:SS     History          E-Voting System: Used for voting on all academic personnel            Plone/Poi              Carol McMasters-Stone
                            matters including appointments, merits and promotions                                        (Programmer), Kathy Miner,
                                                                                                                         CAO
                                               Department: Academic Personnel IT Systems

College/   Dept                                                                                          PLATFORM/
School                       NAME OF APPLICATION AND BRIEF DESCRIPTION OF                              PROGRAMMING
                             FUNCTION                                                                 LANGUAGE USED            Oversight Structure
L&S:SS     Political Science Faculty Recruitment Application - collects applications for open       The applications runs Scott Dyer (Programmer),
                             faculty and Unit 18 lecturer positions online. Department hiring       on a virtual server     Cindy Simmons, CAO
                             committee can review and rank applications online. The system          using a free version of
                             will also send email notifications to the applicant updating them on   the ColdFusion
                             the status of their application. The system generates the final        language called Blue
                             recruitment reports for the Dean's Office automatically.               Dragon. It is hosted
                                                                                                    on a MS SQL 2005
                                                                                                    server and uses
                                                                                                    Internet Information
                                                                                                    Services (IIS6).
                                                                                                    Emails are sent using
                                                                                                    the department's
                                                                                                    Microsoft Exchange
                                                                                                    2003 mail server on a
                                                                                                    Windows 2003
                                                                                                    Standard Server.
                                                                                                    Platform: Windows
                                                                                                    2003 Server x64, IIS6.
                                                                                                    Language: Coldfusion


L&S:SS     Psychology       Personnel System: Tracks all departments members. Used for              ColdFusion / Access   Business Office unit only
                            Course scheduling, internal listserv, directories, evote, help desk,    DB
                            etc. where dept. member authentication is required.
L&S:SS     Psychology       Electronic Voting System : Allows Academic Personnel, Chair and         ColdFusion / Access   Academic Personnel, Chair
                            MSO to cast ballots and distributes to specific faculty for voting      DB                    and MSO

L&S:SS     Psychology       Course Scheduling System : Used by the Undergraduate Advising           ColdFusion / Access   Undergraduate Advising,
                            and the Academic Coordinator to schedule courses, rooms,                DB                    Academic Coordinator, IT
                            faculty and TA assisgnments. Data is used for CSS reporting and                               Staff
                            notifications
L&S:SS     Psychology       Key Tracking System : Database of keys, rooms that keys open,           ColdFusion / Access   Facilities Coordinator
                            and key assignments                                                     DB
L&S:SS     Psychology       CR/DaFIS Reporting : Interface between DaFis and Personnel              ColdFusion / Access   Accounts Manager
                            System for the purpose of breaking down charges                         DB
L&S:SS     Psychology       Calendaring Systems : Public classroom calendar and private             ColdFusion / Access   Undergraduate Advising,
                            staff calendar                                                          DB                    Facilities coordinator
                                         Department: Academic Personnel IT Systems

College/   Dept                                                                              PLATFORM/
School                  NAME OF APPLICATION AND BRIEF DESCRIPTION OF                       PROGRAMMING
                        FUNCTION                                                          LANGUAGE USED            Oversight Structure
L&S:SS     Psychology   Experimetrix Grade tracking system : Interface between           ColdFusion / Access   Subject pool coordinator; IT
                        experimetrix human subject pool and class roster for the purpose DB                    Staff
                        of determining experiment credits have been met by the students

L&S:SS     Psychology   Course / Instructor Planning System : Academic Coordinator     ColdFusion / Access     Academic Coordinator; MSO
                        application for planning the next academic year courses with   DB
                        faculty