In attendance:
Bob Shea, Vice Chancellor for Finance and Administration and Chief Financial Officer
Tina McEntire, Vice Chancellor for Enrollment Management
Terri Shelton, Vice Chancellor for Research and Engagement
Donna Heath, Vice Chancellor for Information Technology Services and Chief Information Officer
Julia Jackson-Newsom, Associate Vice Chancellor for Strategy and Policy
Jerry Blakemore, General Counsel
Enyonam Williams, Assistant General Counsel
Joe Ames, Director of Administrative Technologies and ITS Strategic Alignment Officer
Alan Boyette, Senior Vice Provost
Vickie Gaskill, Director of ITS Resource Management
Laura Kist, eProcurement and System Administrator, Finance and Administration
Michael Logan, Director of Procurement, Finance and Administration
Jack McGuinn, Systems Business Analyst, ITS
David Starnes, Research Systems Manager
Topic: Software Application Lifecycle Management.
Context: In September of 2019, the prior sitting ESC charged a cross university team of expert stakeholders in Purchasing, Legal, Research and ITS to develop a streamlined university process for software acquisition and management. Since then, the team has worked very effectively together and has developed well thought out recommendations for action that were presented to the previous ESC just prior to the change in executive leadership. The team will present recommendations for your consideration, discussion and action.
Approved Decisions:
- Develop one entry point for all software acquisitions (software.uncg.edu)
- Provide easy access to all information regarding existing software for campus customers
- All software is required to go through the proper approval processes
- Improve communication to software requesters regarding how to view the status of their software approval request
- Accept certain Prohibited Clauses in all Clickwrap Agreements
- Purchase resources to develop integration and workflow between Jaggaer and ServiceNow including both the contract and e-procurement solutions.
- University Procurement Card (PCard) can only be used as payment mechanism for software that has been through the approval process
- Review and better define the existing software accounts and commodity codes that are still applicable and add new accounts as needed for new software types
- Provide training on the correct identification of the account and commodity code to be used by staff authorized to prepare purchase requests
Continued Decisions:
- Create and fund a Contract Administrator position – Procurement Services Office
Topic: 3 applications for consideration of transitioning to institutional funding and centralized support
Context: There are three software applications for your immediate consideration for which significant campus demand exists, but no agreed upon model for funding and support does: EMMA, Adobe Sign and an enterprise solution for PCI-compliant credit card processing.
Decision: EMMA will not be funded institutionally at this time.
Decision: Adobe Sign will be funded institutionally.
Decision: PCI-compliant Credit Card Processing – the VC’s for FA and ITS will convene a campus wide Zoom work session inviting current and potential users to discuss the functionality they need. The resulting set of functional requirements will be used to evaluate potential solutions and develop a recommended system design that will be presented to the ESC for discussion and action in early 2021.