1. University of California, Davis myInfoVault Project Overview Academic Personnel Information Systems Meeting March 9, 2006

2. Project Overview & Status Joyce Johnstone Project Manager Information & Educational Technology

3. myInfoVault Oversight 2001-2003 Schools of Medicine (SOM) and Veterinary Medicine (SOVM) wrote and piloted the myInfoVault (MIV) program. January 2004 Campus Academic Merit and Promotion Oversight Committee was appointed. Reviewed technology to facilitate the campus’ academic merit and promotion processes and lessen the associated workload. Several options were evaluated: Document Management Approach Existing Entomology Departmental System Build option MIV School of Medicine System (in development)

4. myInfoVault Selection Fall 2004 Oversight Committee: Consulted with campus community and technicians on the options evaluated. Recommended proceeding with a campus pilot of MIV for the 2004-2005 academic year. IET technical team: Began work with technical staff from the SOM to transfer the application. Conducted analysis for architectural changes needed to integrate the application into the campus infrastructure. AP Functional team: Worked with team from SOM to understand functional capacity and develop prioritized enhancements to address broader range of user needs. Began series of campus user meetings to initiate 2004-05 Pilot.

5. myInfoVault Preparations Winter – Summer 2005 Architectural changes for the campus version of MIV were completed: Purchased new servers for location in the campus Data Center Integrated application with main campus Kerberos authentication Functional enhancements were completed: On-line Review/Roles Management PDF upload utility for specific letters Added ability to capture additional service information New Home Page/Login Page New Index/Menu Page Policy decisions made to address emerging user needs: MIV optional at discretion of Dean and Vice Provost Phased roll-out of MIV at discretion of Dean Priority for enhancements: High volume users Broad application across user groups Critical need for users and reviewers

6. myInfoVault Pilot Continues Fall 2005 The pilot was extended for 2005-06. Modifications to the MIV application were completed. The application was transitioned from the Health System to campus servers at the Data Center. Load testing was completed; one web server will be added to meet capacity for 500 concurrent users. A project Web site was launched in mid-December. MIV Workgroup continues to provide recommendations to the MIV Oversight Committee regarding prioritization of functional enhancements.

7. myInfoVault System System Functionality The system facilitates the preparation and processing of these Academic Personnel Actions: Merits Promotions These actions are planned to be included in the future: Appointments Appraisals Five Year Reviews

8. myInfoVault System System Functionality Provides an on-line repository for all dossier documents via data entry screens, uploads for existing documents, and templates for letters and comments, including: Personal Information Employment History Education/Training Research/Publications Research/Grants Teaching Service Candidate’s Statement Department Letters & Recommendations Facilitates document routing between departments, deans’ offices, faculty personnel committees, and Office of Academic Personnel.

9. myInfoVault Projects Continued Technical Projects Archival of dossiers using electronic document management system (EDMS) Refactoring to address technical issues in the application Review of security issues

10. Technical Projects & Status Lawrence Fyfe Application Developer Information & Educational Technology

11. myInfoVault Projects MIV & EDMS A separate Electronic Document Management System (EDMS) is maintained by the Offices of the Chancellor and Provost. MIV includes a step to archive dossiers when they are deemed final by the Office of Academic Personnel. The dossier is archived in MIV and transferred to the EDMS system for archival and review when necessary.

12. myInfoVault Projects MIV Refactoring Purpose & Benefits A number of technical issues remain in the application and need to be addressed. Refactoring will provide the following benefits: Reduced cut/paste coding Separation of business logic from the display logic Increased performance of the application Streamlined code base to ease troubleshooting Ease of coding for future improvements Technical coding practices to comply with standards and other tools

13. myInfoVault Projects MIV Refactoring Steps The following steps have been identified: Move to XML for intermediate documents Role Management/reduce proxy account use Convert servlets to JSP Improve workflow and workflow monitoring Improve letter handling Improve electronic signature functionality Add audit columns to database tables Use date (or timestamp) data type whenever possible

14. myInfoVault Projects MIV Security Role management changes Improve role management by making it more fine grained Allow greater control over access to sensitive documents Digital signature changes Simplify the digital signature process All MIV users are identified by the system at login Allow users to click a button to sign documents The signature data is recorded in MIV

15. Goals for myInfoVault Connie Melendy Assistant Vice Provost Academic Personnel

16. myInfoVault Goals Rationale for “E-DOSSIER” Rationale equation: Desire to streamline M&P process +Desire to maintain existing processes Technology solution Rationale equation: Proliferation of unit specific systems +Concerns for security Central campus involvement in potential “E-dossier” solution

17. myInfoVault Goals Workload & Processes Reduce department workload and eliminate process redundancies. Faculty members can enter their own data Staff can add data anytime during the year Database design is multi-functional and connects to other databases One-time data entry –> multiple outputs

18. myInfoVault Goals Critical Components User “delight” will offset initial learning curve and generate campus acceptance Senate confidence in security Phased implementation User training & support Central funding for initial data entry Department assumes responsibility after initial data entry

19. myInfoVault Goals Faculty Personnel Committee Reviews SOM FPC reviewed on-line this year Biological Sciences departments reviewed on-line this year Discussion with CAP and Joint Federation Committees CA&ES FPC will review on-line next year

20. myInfoVault Goals Faculty Use Focus on staff users Faculty participation in MIV development MIV Workgroup Campus Technology Committee Oversight Committee More on-line reviews will increase faculty participation

21. myInfoVault Goals Archiving Files Alternatives = MIV and Electronic Document Management System (EDMS) Rationale for Decision EDMS for Correspondence Retrieves Historic Files for CAP Department Archives in MIV One System for Academic Personnel Archive pilots April 1, 2006

22. myInfoVault Goals Achievements and Challenges High user enthusiasm and acceptance Adequate training, support & data entry Consistent user view that system has tremendous potential High confidence in technical team  Personnel review cycle influences participation  Enhanced functionality necessary for future  User perceptions about convenience and security

23. myInfoVault Goals Next Steps Extend MIV access On-line review functionality for faculty users Integration of existing databases into MIV Campus Oversight Committee Workgroup evolves to user group

24. myInfoVault Questions? Contact Information Connie Melendy clmelendy@ucdavis.edu (530) 752-5726 Joyce Johnstone jmjohnstone@ucdavis.edu (530) 757-3205 Lawrence Fyfe ljfyfe@ucdavis.edu (530) 757-3355