Enterprise Systems Workgroup

1
Enterprise Systems Workgroup

• Team Members
• Eric Goodman, Chair
• Christi Bengard
• Coleen Douglas
• John Hammond
• David Lane
• Patrick LeCuyer, Advisor

2
Overview

• Background
• Scope
• Recommendations
• System evaluation process
• Next Steps

3
Background

• Enterprise Systems
• Have impacts outside the System Stewards domain
• Often have significant impact on users, related
  systems, and desktop support
• Are critical to UCSC's ability to provide core
  business functions
• May contain sensitive and essential data
• Have significant costs for maintenance and
  replacement
• Present risks that must be managed
• Enterprise systems at UCSC consist of diverse IT
  systems and infrastructure elements that are
  managed in a variety of ways

4
Background

• Existing UC Policies
• not easy to reference
• not consistently applied
• do not always provide the level of detail System
  Managers need to implement.
• UCSC does not have an overarching campus IT plan
  or local policy for coordinating and managing
  campus information systems.

5
Project Scope

• Develop criteria for evaluating systems
• Define operational requirements for existing
  systems
• Map criteria to requirements
• Review applicable UC policies and best business
  practices and create specific references from
  requirements developed to existing policies
• Develop a system evaluation process including
  roles and responsibilities
• Provide recommendations to ITC

6
Out of Scope Elements

• Review and approval of new systems
• System development, training, support and
  budgetary requirements
• Evaluation of research systems against the
  evaluation process
• Enforcement

7
Recommendations

• ITC define baseline system operational
  requirements that all campus systems are to meet.
• ITC recommend campus policy
• All campus information systems are to be
  evaluated using a standard process
• Systems must meet requirements resulting from the
  evaluation process
• Results of the evaluation process are maintained
  in an inventory of campus systems
• ITC identify, or create, a central IT position to
  act as an Enterprise Systems Coordinator with
  appropriate responsibility and authority.

8
System Evaluation Criteria

• Financial costs of the system
• Criticality to the Core Business of the
  University
• System of Record
• Campus Impact to users
• Interfaces with other campus systems
• Desktop Impact to support and software
• Sensitive Data in the system
• Unit Impact of the system
• Training requirements of the system and software

9
Criteria-Requirements Map
10
Sample Requirements Detail
11
System Evaluation Process
SM reviews RR and determines if the system meets
requirements. SM completes a requirements
exceptions (RE) form (provided by ESC) to
document requirements that will not be met, with
explanations.
System Manager (SM) completes system overview
SM reviews RR and RE with System Steward (SS).
SM Enterprise Systems Coordinator (ESC)
complete system criteria worksheet
SS (or ITC - TBD) approves exceptions documented
in RE.
12
Roles and Responsibilities

• System Manager (SM)
• Completes system overview and criteria worksheet
  with assistance of Enterprise Systems Coordinator
• Checks system for compliance with requirements
  report, and completes requirements exception form
• Reviews compliance with System Steward
• Submits exception information to Enterprise
  Systems Coordinator
• Periodic review of system for continued
  compliance
• System Steward (SS)
• Assures that SM has adequate resources to meet
  system requirements
• Authorizes exceptions to requirements.

13
Roles and Responsibilities

• Enterprise Systems Coordinator (ESC)
• Maintains evaluative criteria, requirements and
  mapping
• Develops educational materials regarding the
  evaluation process.
• Assists System Managers in completing criteria
  worksheet
• Generates requirements reports
• Maintains inventory of systems
• Analyzes inventory information and reports to
  campus entities (ITC, NBA Steering, etc.) as
  requested
• Assists System Managers and System Stewards in
  understanding and applying requirements
• Information Technology Committee (ITC)
• Reviews and approves high level systems
  (definition of high level TBD)
• Internal Audit (IA)
• Reviews systems for compliance with appropriate
  requirements

14
Next Steps

• Test the requirements against a greater number of
  systems
• ITC identify what types of systems are subject to
  the entire evaluation process
• Develop educational materials
• System development, training, support and budget
  requirements
• Address new enterprise systems