Members

Charter

Overview and Purpose

The Administrative Systems Committee (ASC) aligns investments in administrative applications with the business needs of the CSU System, ensuring that core University functions are effectively supported. ASC plays a key role in driving cost efficiency, fostering collaboration, and enhancing communication around the improvement of existing systems and the implementation of new technologies.

The ASC works to prioritize the business needs of the CSU System to:

• Ensure that diverse stakeholder and business owner needs are recognized and escalated appropriately for remediation and prioritization.
• Facilitate strategic discussions regarding the health and longevity of system-wide applications and institutional data management, while promoting institutional policies and best practices for both cybersecurity and accessibility compliance.
• Prioritize strategic requests that enhance current functionality or call for the replacement of existing systems, where routine matters are coordinated through standing operational groups.

Deliverables

The ASC committee provides assurance that plans and recommendations are evaluated against the impact on the CSU system’s mission, strategic goals, and objectives through the following deliverables:

• On an annual basis, review the CSU Administrative Applications Portfolio and provide recommendations to the IT Strategy Committee (ITSC) for changes that may impact existing applications and/or services.
• Create a shared understanding between CSU system stakeholders and IT service providers regarding the one-time (project) and ongoing (system lifecycle) costs associated with system implementations.
• Determine and apply system-wide data management policies, standards, guidelines, and operating procedures related to CSU system Institutional Data assets (as approved by the Infrastructure, Architecture & Security Committee (IASC).
• Work with requestors and key stakeholders to better understand and facilitate third party integration decisions and implementation strategies.
• Ensure proper coordination of requests with other Demand Management Groups, including Student Success and Instructional Technologies, Research Technologies, Infrastructure, Architecture and Security.
• Provide direction and recommendations regarding redundancies in applications and/or non-sustainable service implementations.

*All policy recommendations, alterations and suggestions must be coordinated appropriately with the Office of Policy and Compliance, the CSU Pueblo Office of General Counsel, and the policy owner.

Membership

The ASC votes and makes decisions within the above charge and scope. The ASC receives the following inputs, including, but not limited to:

• Recommendations and decisions that are out of scope for the ITSCand other Demand Management Groups
• Any recognized IT Governance (ITG) input body.
• Analysis activities and recommendations requested by any ITG body.

Exceptions to ASC decisions will be raised to the ITSC.

Committee membership is determined by the role as a primary or delegated Business or IT decision-maker, with members representing their constituency in system-wide IT decisions. The Committee may seek guidance, such as forming advisory councils or involving external experts, as needed.

Meetings

The Committee is to provide information on participation, agenda, and minutes to its constituencies and other members of the system-wide IT Governance community upon request. The Committee will have a Teams channel, and occasional work will be done asynchronously.

Meeting Frequency: Quarterly*

*If there is a need to increase the meeting frequency, the committee will adjust this frequency as needed.

Time Commitment: 1 to 2 hours prep and 1 hour for meeting.

Meeting Structure: The committee shall conduct its meetings to include the following practices:

• Agenda: An agenda will be prepared and distributed one week prior to each meeting to outline the topics for discussion and decision-making.
• Motion and Voting: All actions requiring formal approval will be conducted through motions and voting as outlined in Robert’s Rules.
• Quorum: A quorum will be established ensuring that decisions are made with adequate representation.
• Minutes: Minutes of each meeting will be recorded and made available to all members to ensure accountability and facilitate future discussions.
• Sharepoint site and Teams channel will be designated to this committee.

Reporting: The Co-Chairs along with IT department Governance group

Research and Supplemental Input Mechanisms: Should the committee require further analysis of an item, it may create a sub-committee to address this.

Items as inputs, in preparation for the meeting:

• Graphical representation of IT Infrastructure. High Level Systems list sitting on the infrastructure.
• List of Applications, use and in what areas.
• Status of services – any important issues in service.
• Strategic decisions or projects from the CSU System, Demand Areas, and Division of IT (for example, student success, scaled grant, IT strategic plan).
• Appropriate Policy and Regulation docs – if any.
• Projects in pipeline – active, planned, desired.
• Minutes and Actions from previous meeting.

Items as outputs for sharing with other committees and stakeholders:

• Identify issues from a service perspective.
• Recommended projects with Business cases for consideration.
• List of potential projects that are in the works but haven’t had Business cases fully developed.