ITSAC – Enterprise Applications Subcommittee

Focus

The Enterprise Applications Subcommittee is focused on enterprise applications, which are business applications and tools that are used to provide institution-wide services that affect most or all colleges or divisions on campus, with a charge to:

  • Make policy and operational recommendations to the Information Technology Strategic Advisory Committee (ITSAC).
  • Make technical and technology recommendations to the Campus IT Directors (CITD) Committee.
  • Govern the implementation, enhancement and efficient use of NC State’s enterprise applications.
  • Provide input and guidance to all governance bodies regarding enterprise applications issues and activities, such as product and system selections, implementations, enhancements, integrations and major upgrades.
  • Work closely with the Enterprise Applications steering teams and Enterprise Applications open forums to provide oversight and guidance.
  • Set direction, establish priorities and allocate resources for the implementation and continuing evolution of the various enterprise applications.

Operational pages for this subcommittee

Scope

The Enterprise Applications Subcommittee is charged with considering business and technology changes that impact enterprise applications. These changes can be categorized as follows:

New implementations

These are defined as the initial implementation of either vendor-supplied or NC State-developed applications or modules. This includes not only implementing applications where none has previously existed but also converting an application from one vendor to an application from another vendor (does not include upgrades from the same vendor). Examples:

  • conversion from the Kronos time punch system to the Kaba system
  • implementation of the PeopleSoft Asset Management module within the existing Financial System.

Major upgrades

These are defined as moving from one major version of an application to another when both are supplied by the same vendor. Examples:

  • upgrade of the PeopleSoft HR System from version 8.9 to 9.1
  • upgrade of SunGard’s Advance System to their Advance Web (AW) System.

New integrations

These are defined as the integration of significant new technologies with existing applications. Examples:

  • integration of the new SmartERP/SmartDocs workflow/forms system with the existing PeopleSoft Financial, HR and Student Systems
  • integration of the new Hyland OnBase Imaging System with the PeopleSoft systems and NC State developed applications.

Change Requests

These are defined as enhancements or additions of new functionality to existing applications. Examples:

  • creation of additional reports on an existing reporting platform such as the Wolfpack Reporting System
  • development of travel authorization functionality within the Financial System.

Note: Change requests to purchased systems will not be considered by the Enterprise Applications Subcommittee unless they meet at least one of the following criteria:

  • The change accommodates a federal or state regulatory requirement or accommodates a General Administration (GA) or NC State audit control that cannot be met through reasonable alternatives.
  • The change provides a demonstrable productivity enhancement and/or a significant improvement in customer service that supports the strategic goals of the University.

For those change requests necessary to meet regulatory or audit requirements, the Enterprise Applications Subcommittee determines the methodology by which the requirement is to be met, not whether or not the requirement will be met.

For time-critical, regulatory-based change requests (e.g., change to accommodate a new tax law), the requests will be approved by the appropriate Data Steward but communicated for informational purposes only to the relevant Steering Team(s), the EA Open Forum, the EAS and the IT Strategic Advisory Committee (ITSAC) as appropriate.

Major Maintenance Activities

These are defined as the application of vendor supplied updates to existing software that does not add significant new functionality. These updates are typically reviewed from a scheduling/prioritization standpoint since these types of activities are needed to keep the application functioning as expected. Examples:

  • application of financial aid regulatory changes to the Student Information System
  • application of security patches to Oracle databases.

The Enterprise Applications Subcommittee has the authority to approve requests requiring up to 800 hours of development staff time and systems staff time up to 40% of the development staff time. For all other requests, the Enterprise Applications Subcommittee provides recommendations to the ITSAC.

Membership

The Enterprise Applications Subcommittee is comprised of:

  • The chairs of each of the subcommittee’s steering teams
  • A representative from each of the following areas:
    • The Business Operations Centers
    • Academic Affairs
    • Office of Information Technology
  • Non-voting, ex-officio members:
    • Assistant Director of Internal Audit
    • Director of OIT Security and Compliance
    • Director of OIT Technology Support Services

Membership expectations include:

  • Attending and participating in each Enterprise Applications Subcommittee meeting, as well as the Enterprise Applications open forums
  • Notifying the chair and authorizing a substitute to attend and vote when absent
  • Participating in subgroups as appropriate

All members recommended to serve on this committee will be approved by the Vice Chancellor for Information Technology (VCIT).

This subcommittee has subgroups, whose membership is described in the Subgroups section.

Structure

Chair

This subcommittee will elect a chair annually (to commence on October 1), who cannot serve consecutive terms and who cannot be a member of the Office of Information Technology, and whose responsibilities are enumerated in the subcommittee’s charter document.

Chair-Elect

This subcommittee will elect a chair-elect annually (to commence on October 1), who cannot serve consecutive terms and who cannot be a member of the Office of Information Technology, and whose responsibilities are enumerated in the subcommittee’s charter document.

This subcommittee has subgroups, whose structure is described in the Subgroups section.

Administration

Meeting Frequency

The Enterprise Applications Subcommittee and the Enterprise Applications Open Forum meetings should be scheduled on a monthly basis, or as determined by the chairs, but at least quarterly.

Administrative Procedures

  • The Enterprise Applications Subcommittee will adhere to the majority of the Administrative Procedures for IT Governance.
  • In addition, the Enterprise Applications Subcommittee will follow Robert’s Rules of Order for meeting/approval protocol.

Subgroups

Any new subgroups created must be named using the Governance Entity Definitions for subgroups.

The Enterprise Applications Subcommittee has the following subgroups, which are all steering teams:

Each steering team, in general, is responsible for reviewing business and technology changes that impact the system(s) on which the specific steering team is focused, assessing the impacts, and providing guidance or recommendations regarding the changes.

In addition, each steering team is also responsible for:

  • Reviewing all implementation/upgrade/change requests for the system(s) on which the specific steering team is focused.
  • Evaluating the cost/benefit of the requests, the campus and system impacts (with input from the technical staffs) and alternative solutions, and determining relative priority.

All requests are first reviewed and evaluated by the impacted functional and technical managers and the appropriate Data Stewards.

For requests requiring 400 hours or less from the development team and those requiring systems team hours less than or equal to 40% of the development hours, the steering team has the authority to approve, deny or defer the request but will forward the request to the Enterprise Applications Subcommittee and the Enterprise Applications Open Forum for informational purposes. If the vote is not unanimous, the request must be referred to the Enterprise Applications Subcommittee for approval.

  • The steering team may delegate approval authority for requests requiring less than 40 hours from the development team to the managers involved.
  • For all other requests, the steering team provides implementation recommendations (should the request be implemented; if so, with what priority, etc.) and forwards the request to the Enterprise Applications Subcommittee for approval/review.

The Enterprise Applications Subcommittee will review the information forwarded by the steering team in a timely manner and take recommend action. However, the EAS reserves the right to reprioritize requests approved and prioritized by the steering teams after considering priorities across all areas.

All steering teams will follow the same administrative procedures as the Enterprise Applications Subcommittee listed above under Administration.