Enterprise Systems and Software Management

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Policy Code: 
1394
Approval Authority: 
Chancellor
Policy Type: 
University Policy
Policy Owner: 
Academic Affairs
Responsible Office: 
Information Technology Services - 828.251.6404

I. Purpose

This document explains the University policy concerning the responsible management of the broad impact systems and software used by the University community.

II. Scope

Broad impact systems and software are complex and sophisticated software systems that have broad institutional impact and support administrative functions and campus services. Such software typically addresses campus-wide data management needs at the division, department or other administrative unit level. The Enterprise Systems and Software provisions provide the guidelines necessary to assist the university community with the process of development, purchase, design, implementation, and/or support of broad impact systems and software.

III. Policy

Administrative Information Systems within Information Technology Services (ITS) is charged with administrative coordination and management authority for the purchase, design and development, implementation, and maintenance of enterprise systems and software.

This responsibility is exercised in coordination with the Chief Information Officer (CIO) data managers (see UNC Asheville Policy 1393), and administrative units of the University.

A. Purchase and Development of Application Systems

Departments and Divisions must obtain written approval from the Chief Information Officer (CIO) for the purchase, implementation, and development of applications systems which have a broad impact and will reside on the UNC Asheville network (see UNC Asheville Policy 1396) to ensure that the technical and human resources required are available for the development, implementation and ongoing support of the software.

B. Maintenance and Enhancement of Applications Systems

Administrative Information Systems provides service to the University community for the initial acquisition or development, and implementation of broad impact system and software implementation as well as modifications and enhancements to existing systems.

IV. Definitions

A. Data Managers – owners of official university information

B. Enterprise Systems – for the purpose of this policy, Enterprise Systems are defined by any one or more of the following descriptions as they relate to software applications and systems:

  • support the students and faculty
  • support campus-wide users across divisions
  • maintained and/or supported by ITS
  • capital costs exceeding $5,000

C. Regulatory Upgrades – Changes that the software vendor sends which must be added or incorporated into the software for the software to continue to process within federal and state regulations. Financial Aid, international student processing, and tax relief issues most commonly are in this category.

D. Fixes – Changes that the software vendor sends which correct a defect in the software. Defect fixes must be incorporated into the software for future regulatory upgrades to work.

E. Enhancements – Vendor supplied changes to software which adds value to the software product. These changes must be made to the software and become part of the baseline product. The university may decide whether to use the enhancement or not.

F. Local Enhancements – These are changes which are made to vendor supplied software to enable the software to work in accordance with North Carolina regulations or to facilitate the business processes of the university. These changes are kept to a minimum and will only be made after approval by the data manager, the ITS Application Manager, and the Director of Administrative Information Systems.