Charge

The Administrative Systems Advisory Committee (ASAC) develops and oversees enterprise administrative application[1] standards, evaluates and prioritizes requests for new functionality, and ensures that the functional units of all university divisions can optimally leverage university-supported administrative systems.

While ASAC members are expected to understand and represent the needs of their direct constituents (workgroup, department, school, college, division), their role on this IT governance committee mandates a personal charge for each member to effectively participate in collaborative decision-making that best advances the overarching university strategic priorities and ensures that institutional technology resources are aligned toward best and highest use for the campus at large.

Scope

The ASAC focuses on requests for enterprise administrative application functionality, including the institutional ERP system, integrated third-party applications, back-office technology systems and other enterprise administrative applications that involve significant investment of money or resources, or impact to institutional business processes or data. 

Committee Authority

The ASAC is a decision-making body that reviews and prioritizes enterprise administrative application requests based on the functional requirements identified by divisions as critical for achieving university strategic goals.  Recommendations that result in any one of the following conditions must be escalated to the Executive Steering Committee for a final decision:

  • Cost to implement beyond existing budget.
  • Re-engineering institutional business processes.
  • Requirement for university policy changes.
  • Prioritization/reprioritization that requires stopping an existing project that is in-flight.
  • Majority voting consensus cannot be reached among committee members.

Responsibilities

  • Develop and maintain a UNCG Project Portfolio Planning and Management Manual that defines
    • institutional standards, guidelines, processes and workflows for intake, vetting, assessing, prioritizing, and managing new enterprise administrative application requests and projects.
    • the process of intake, vetting, assessing, prioritizing, and managing requests and projects for enhancements/upgrades/changes to the institutional ERP system, integrated third-party applications, back-office technology systems and other enterprise administrative applications.
  • Champion and enforce the governance structure and principles defined in the Manual to ensure alignment of projects with the University Strategic Plan, allocation of resources to best and highest use, timely delivery of approved projects, and efficient resource management.
  • Provide a recommended annual list of prioritized enterprise administrative application projects for completion to the Executive Steering Committee.
  • Ensure that functional unit end-users are actively engaged in the testing and certification process for new or significantly changed technologies that have been approved as institutional technology projects. 
  • Utilize the Portfolio Management System of Record[2] to execute division and cross-division projects to ensure that stakeholders at all levels of the organization have full visibility into all metadata for enterprise administrative application requests, projects, and status.
  • Advocate for adoption of common enterprise administrative application solutions and services, as appropriate, and help maintain an effective balance of centralized versus local department provided application platforms services and support.
  • Engage key campus stakeholders to annually review, assess and prune the enterprise administrative applications ecosystem of applications and services to minimize the proliferation of ineffective processes, functional redundancy, applications and enhancements sprawl, and divergence of technology solutions from highest institutional priorities.
  • Increase awareness of available enterprise administrative application technologies and develop/support effective strategies to ensure that students, faculty, and staff fully understand and embrace technology changes and can successfully utilize enterprise administrative application services.
  • Provide support and guidance for enterprise administrative application proposals.
  • Make recommendations for modification of the Committee charge as needed to reflect campus and environmental changes.

Membership

The committee chair is appointed by the ESC. Membership in the ASAC is based on appointment by the ESC.

Current members are:

  • (Chair) Director of Administrative Technologies and ITS Strategic Alignment Officer
  • Dean of the Division of Online Learning
  • Vice Provost and Dean of The Graduate School
  • Associate Vice Provost of Student Success and Dean of Undergraduate Studies
  • Associate Vice Chancellor, Planning and Performance Management, Finance & Administration
  • Associate Vice Chancellor for Finance, Finance & Administration
  • Associate Vice Chancellor, Campus Enterprises & Real Estate, Finance & Administration
  • Associate Vice Chancellor for Enrollment Management
  • Associate Vice Chancellor for Research and Engagement
  • Associate Vice Chancellor for Student Affairs
  • Additional appointees as designated by the ESC

Accountability

ASAC members are expected to:

  • Review materials provided prior to each meeting and conduct additional inquiry or research so they can come to meetings prepared to discuss topics from an informed position.
  • Attend each of the regular meetings as well as additional meetings if possible.  If a member is unable to attend a meeting, instead of sending a delegate in their place, they should work with the committee Chair to review the content of the meeting and provide their input to any decision made during the meeting.
  • Work collaboratively to resolve most matters related to the viability, priority, and timing of institutional technology requests without intervention from the Executive Steering Committee.
  • Actively share information about ASAC’s work including decisions made, questions considered, emerging issues, and opportunities for engagement and feedback with departments, schools and divisions in a manner that ensures transparency and broad awareness.

The ASAC reports to the Executive Steering Committee.

Committee Procedures

  • The ASAC team facilitator will establish procedures for capturing minutes, communicating decisions, and periodically reviewing and updating the committee charge as needed.
  • The ASAC meets monthly throughout the calendar year.
  • The ASAC chair serves as the committee liaison to the ESC and is responsible for recording and communicating committee decisions to campus.

[1] The term Enterprise Administrative Application refers to sets of integrated software applications and/or systems whose capabilities and shared data can be combined to create Enterprise Business Solutions or Apps.

[2] The institutional Portfolio Management System of Record is ServiceNow.