ASAC - Admin Systems Advisory Committee
The inception of ASAC is the first step towards a comprehensive IT governance structure at Colorado College. This advisory group will operate in a timely and transparent manner to make recommendation to the President’s cabinet in the following manner:
- Provide strategic alternatives related to funding IT initiatives,
- Provide advice on which ITS: projects currently fit in overall strategic objectives of the college and how, and the relative trade-offs of choosing one or more projects over others,
- Provide recommendations on how the approved projects should be prioritized
- Provide guidance on IT security and business risks associated with the project
The President, after consultation with the Cabinet, will approve or modify the recommendation, and inform ASAC of the decision.
In order to be vetted through the ASAC review process, project requests from the college community for technology-related improvements should meet one or more of the criteria below:
- It impacts the college significantly from a policy, compliance, services, security, financial, operational or strategic perspective.
Significant impacts include project requests that cross multiple areas/departments within a division, or multiple divisions. For e.g. a new system that requires interfaces with Banner Financial module, or activation of a new Banner module
- It requires significant funding. Project expenditure exceeding a threshold of $15,000, and/or project durations that span over 3months will be vetted through this process
- 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 ITS: 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.
- The committee shall keep in view the existing IT policies and controls, and identify IT and business risks and opportunities presented by various project requests. It will provide guidance in form of alternatives and recommendations to assist cabinet’s decision making process.
Campus representation (in no particular order)
- Representative from Admissions and Financial Aid – Shannon Admundson
- Representative for the academic needs including faculty, students, Dean’s office and other faculty entities such as FEC – Phil Apodaca
- Representative from the Finance and Business Administration – Stacy Davidson, Co-Chair
- Representative from ITS – Vish Paradkar, Co-Chair
- Representative from Human Resources – Barbara Wilson
- Representative from Advancement – Molly Bodnar
- Representative from Student Life – Cesar Cervantes
- Communications – Karen To
Roles and responsibilities
- The President’s cabinet shall make recommendations for membership and select the chair to lead the committee.
- 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.
- The committee shall take necessary steps to solicit information and assistance from campus offices or other constituents as may be appropriate. The committee may form necessary workgroups or subcommittees in order to complete its charge.
- 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.
- In the event the chair or members are unable to attend the meetings, it is their responsibility to designate a proxy for their area of representation
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.