OFFICIAL

PURPOSE

1. The purpose of this PPS is to establish the membership and responsibilities of the Academic Affairs Computing Priority Committee that will determine systems development policies and priorities for discretionary projects that may require computing resources within the Division of Academic Affairs.  

 

DEFINITIONS

2. Systems development - a methodology that provides a consistent framework of tasks and deliverables needed to develop systems. The Systems Development Life Cycle (SDLC) methodology tracks a project through its entire life cycle, from its birth as an idea developed by the user, through a feasibility study, system analysis and design, programming, software and hardware pilot testing, implementation and post-implementation analysis. The cycle continues when the documentation written during project development is used when the system is later reassessed for its usefulness, and a decision is made to continue, modify, or delete the system. (UPPS 04.02.03)
3. Computing resources - resources invested in analysis, design, and programming services. These enhancements are required to provide new or improved system services, comply with governmental statutes and regulations support the implementation, integration, and maintenance of third-party administrative software packages; and administer the data bases utilized by these software systems.
4. Project Charter - documentation of a concept or need including a description of the problem to be solved, goals with supporting and specific objectives, and a list of stakeholders and key operational users. See UPPS 04.02.01, Procedure for Obtaining Administrative Information Systems and Services, for format.



PROCEDURES

5. Academic Affairs Computing Priority Committee members will be   appointed in order to represent as many different schools and departments as possible within the Division of Academic Affairs.

Committee membership shall be as follows:


Member	Appointed by
Assoc. VP for Enrollment & Marketing	Provost and VPAA
1 Associate Dean	Council of Academic Deans
2 Department Chairs	Council of Chairs
2 Faculty Members	Associate Provost
2 Faculty Member	Faculty Senate
1 Graduate College Representative	Dean, Graduate College
Director of Undergraduate Admissions	Assoc. VPEMM
Director of Financial Aid & Scholarships	Assoc. VPEMM
Registrar	Assoc. VPEMM
Director of Curriculum Services	Assoc. VPAA
Director of the RRHEC	Provost and VPAA
Asst. VP Technology Resources	VPIT


Ex Officio members include:


Ex Officio member	Appointed by
Systems Analyst	Undergraduate Admissions
Systems Analyst	Registrar
Systems Analyst	Dean, Graduate College
Systems Analyst	Dir., Financial Aid & Scholarships
Director, Admin. Information Services	Asst. VP Technology Resources
Asst. Dir., Admin Information Services	Dir., Administrative Information Services



6. The Provost and Vice President for Academic Affairs will appoint the Associate Vice President for Enrollment Management and Marketing to serve as chair of the committee. In addition to presiding at meetings, she or he will be responsible for communicating with all committee members between meetings and for communicating the committee's recommendations and concerns to other university groups.
7. Members of the committee will serve three year terms with reappointments permitted if desired.  
8. The committee will review and rank service requests submitted by Academic Affairs' offices and departments. (Those service requests that need not be presented to the committee are described in UPPS 04.02.01.) The committee may also review and rank project charters originating in other divisions, if such requests have an impact on any office, department, or school in Academic Affairs.

 

COMMITTEE DECISIONS/ACTIONS

9. The committee meets every other month or as needed to evaluate current and new  project charters and determine the use of available computing resources . (All project charters must be submitted in accordance with the procedures established by UPPS 04.02.01.) In alternating months, the committee chair will meet with the AVPTR and the Assistant Director of Administrative Information Services to review progress on all projects.  The committee chair shall forward to the Council of Academic Deans a periodic report outlining the ranked project charters and the progress being made toward their completion.  
10. As part of evaluating project charters, the committee will consider alternatives that could accomplish the project goal(s) without the use of Technology Resources staff.
11. The committee will review and rank all project charters, both those that are new and those previously submitted and ranked, based on their importance to the division as a whole. If the scope of a project charter warrants a feasibility study, the committee and author of the service request will jointly identify stakeholders to be represented on the feasibility study team. From this group, team leaders will be appointed by the originator of the project charter in consultation with the committee.
12. The committee will monitor requests from submission through completion via periodic status reports from team leaders and project managers. If a feasibility study is not begun within six months of being ranked, project charter will be removed from the list of ranked projects. The committee will assist in moving projects towards completion by assessing obstacles that may stand in the way of their completion, by keeping deans and directors informed, and by working closely with other divisions' computing priority committees, particularly through the Administrative Systems Coordinating Council (ASCC).
13. After each meeting, the committee chair or designate will prepare and submit to the Provost and ASCC a summary report to include the following sections:

a.    A revised ranking of all division project charters;
b.    A progress report of current project charters.





CERTIFICATION STATEMENT

14. This PPS has been approved by the reviewer listed below and represents Texas State's Division of Academic Affairs policy and procedure from the date of this document until superseded.

Review Cycle: ______________________ Review Date: _________________
Reviewer: __________________________Date: _______________________
Approved: __________________________Date: _______________________

 
Gene Bourgeois
Provost and Vice President for Academic Affairs
 
Texas State University-San Marcos
Provost and Vice President for Academic Affairs
Last Updated:  July 31, 2007
Send comments and questions to: tg12@txstate.edu