Administrative Systems Advisory Committee (ASAC)
Like the operating budget, the time and expertise of the Information Management Division is a limited resource under significant demand that must be carefully allocated according to what is best for the college. Establishing a governance structure over our information technology resources is critical to making effective decisions. The creation of the ASAC is a first step toward such a governance structure. This advisory group will operate in a timely and transparent manner to recommend to the President (1) which projects the IM Division should move forward and (2) how the approved projects should be prioritized. The President, after consultation with the Cabinet, will approve or modify the recommendation, and inform ASAC of the decision.
The committee shall advise the Information Management Division and President’s Cabinet regarding the ongoing and new initiatives related to project and program opportunities, priorities, effectiveness, maintenance, and utilization of administrative information systems across the campus.
- The committee shall receive and respond to suggestions, recommendations, inquiries and proposals regarding the application of technology to administrative activities from the faculty, staff and administrators and governance groups from within the campus community.
- It shall be the function of the committee to decide if proposals received should be considered, amended, accepted, or rejected. If accepted (with or without amendments), the committee will prioritize the projects based on project rating guidelines and shall submit the recommendations to the President’s Cabinet for an executive review, recommendation and approval.
- The committee may be requested to research and consider particular information technology matters and report its findings to the President’s Cabinet.
- The committee shall take necessary steps to solicit information and assistance from such campus offices or groups as may be appropriate. The committee may form necessary workgroups or subcommittees in order to complete its charge.
- The committee is an advisory group, not a policy making body. The chair of the committee and the IM representative shall present recommendations and findings to the President’s Cabinet.
- The committee will maintain a project management ranking of all approved projects and their current statuses.
III. Recommended membership (in no particular order):
- Director or Assoc. Director of Financial Aid or Admissions
- Registrar – Represents the academic needs including faculty, students, Dean’s office and other faculty entities such as FEC
- Controller – Represents the Finance and Business Administration
- Director of Enterprise Information Services
- Director or Assoc. Director of Human Resources
- Director of Advancement Services
- Assistant Director for Operations and Conferences – Represents Student Life
- Vice President of Information Management – Represents President’s Cabinet
IV. Chair and members
The committee shall select its chair from the membership by a majority vote. The chair shall serve a two-year term and shall be eligible for re-election (but may serve no more than two consecutive terms). The chair shall convene all meetings, set the agenda, and cast a vote on all motions. The members must have decision making authority for their department/division.
There is no upper limit to the term members can serve on the committee. At a minimum the members should serve for one year to ensure process continuity.
V. Meeting Times
At least one meeting and no more than four meetings shall be convened for each academic term. Meeting times will be established by the committee to accommodate the schedules of as many members as possible.
Supporting Information and Q&A
How do campus community members ask questions or get help for software purchases and/or installation of software packages?
The IM division has formed a cross-departmental Server Application Advisory Team that will help assess the need and provide recommendations to help with make vs buy decisions, software compatibility, security implications and other technical assistance.
Does this forum assist with collaboration amongst Banner users for topics surrounding data integrity, data standards etc?
The DIG (Data Integrity Group) led by Jim Grey, Advancement Services is the ideal forum for these topics especially for questions at operational level. However, at an institutional level, such topics may become part of the ASAC functions.
How do constituents make requests for their project/program needs?
The requests can come in one of several ways: a) The requestors may contact one or more members of the ASAC with their inquiries or needs. b) The requestors may contact their supervisors or divisional heads (cabinet members) with their needs, and the division heads will send the requests to the ASAC for further consideration.
How do the projects/programs get prioritized?
The project/program requests are submitted to the ASAC, after which an assessment will be conducted. The requesting party and/or the cabinet members will receive a recommendation from the ASAC about its suggestion to accept, to accept with changes, reject, or postpone a request.