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PEOPLESOFT FINANCIALS MODERNIZES THE CAMPUS FINANCIAL SYSTEM

The first phase of a multi-year, multi-million dollar project to replace UCSB’s 45-year-old financial system with PeopleSoft Financials went live in summer 2015. Phase 1 of the project focused on replacing the financial applications on the mainframe with the core modules of People-Soft Financials. Although the initial users of PeopleSoft Financials are the departments of Business & Financial Services, Budget & Planning, and Facilities Management, this system lays the foundation for ongoing project phases and enhancements that will dramatically improve the quality of our financial data and transform how we manage finances in the future.

“Delivering this project is a big deal because we are introducing to the campus a fully-integrated, state-of-the-art, financial system designed to support the business functions and reporting requirements that are expected of a world-class research university,” said Interim CIO Denise Stephens. “This is a phenomenal achievement for this campus given the breadth and complexity of this system. It was a team effort that relied on the energy, resilience, goodwill, and commitment of many people at many levels across the campus.”

 

STUDY OF EMAIL AND CALENDARING REQUIREMENTS SHAPES CONNECT STRATEGY

The IT Council asked ETS to research Google Apps for Education as a potential platform for the campus-wide Connect email and calendaring service, as well as the requirements of a multiple platform solution including Google Apps and Microsoft Office365. After conducting a detailed study; ETS presented the findings to the IT Council and the IT Board. In May 2015, the IT Council endorsed an initiative to stabilize the Connect service by migrating current Office365 email users to Google Apps, and migrating current Oracle Calendar/CorporateTime users to the Google Apps calendar by mid-September 2015.

ETS and Letters & Science IT (LSIT) also began working jointly on a project proposal for expanding Connect services to new departments. The main goals of this effort are to enable broad, campus-wide adoption of the Connect service and to provide integrated email and calendaring features that address the diverse communication and collaboration needs of the UCSB community.

 

STANDARDIZING HOSTED SERVICES ON THE VMWARE PLATFORM

Expansion of server virtualization and storage infrastructure on VMware beyond the enterprise application hosting role continued in FY2014-15. Virtualization allows diverse applications to run virtually on a single, physical computer, and thus saves server space, lowers power consumption, and reduces server administration costs. In the last year, ETS migrated University Extension servers, .NET servers, and 2.1 million files for the Division of Administrative Services to VMware, a virtualization infrastructure.

 

KRONOS UPGRADE EXPANDS TIMEKEEPING FUNCTIONALITY

ETS upgraded the campus electronic timekeeping system, Kronos, from version 6.3 to version 7. The new version included better handling of employees whose appointments are split-funded or hold multiple appointments, easier employee setup for managers, and less reliance on Java for some employees. Approximately 121 departments representing 5,661 UCSB employees use Kronos.

 

NEW SERVICE HELPS EMPLOYEES MANAGE PASSWORDS

In an effort to improve campus-wide cyber security, ETS arranged a campus volume license for Password Wallet, a password manager that allows current employees and emeritus faculty to manage passwords and store them securely. It includes features like auto-type and synchronization to the cloud or between multiple devices. 135 people are currently using this service. “Unique and complex passwords for each of your accounts is good security practice,” says UCSB Chief Information Security Officer Sam Horowitz. “Unfortunately, this can result in dozens of passwords that are hard to keep track of securely. Password management tools can help.” More information is available at http://www.ets.ucsb.edu/security.