BUSINESS SERVICES COMMITTEE (BSC)
Meeting Notes
June 5, 2015
1:30 – 3:00 pm
FAC 228D
I.
Mainframe Decommissioning (Rich Janes)
Rich Janes gave an update on the mainframe decommissioning. Lately have been
doing the application modernization sync ups. Rich met with multiple units to see
requirements for applications. Took each of the applications and talked through it
with the CSUs and determined if Workday could cover it. The idea that we could
move as many things as possible to central to add value to a particular unit. Units
were very enthusiastic and engaged about finding central functionality through
Workday. Identified 53 applications that will retire (deeming that it’ll work with
workday) with workday. Overall successful with the process. Found things to do
differently for the financial and student side.
Next step is to send out a memo to the application owners if Workday will retire
their application or integration will be needed. The idea is that we are transparent
and upfront with the process for less miscommunication and for the units to have
accountability.
Q. For core and auxiliary applications?
A. Yes, like Athletics, HR, and we also expanded the scope to also mainframe
applications like timesheets in order to mitigate risks.
Q. What about the common center’s EMS? Could that live in Workday since many
units would use it?
A. There needs to be a process of purchasing software to see if other units would
need the same services too. They are trying to get off the mainframe so they would
speak to AtMos.
The ASMP scope is more to identify common resources and facilitate as much as
possible rather than managing getting people together. Needs to be visibility of
knowing what’s going on. Will lower overall cost for everyone.
Q. Could we add Michael from Commons to the Change Coordination Process?
A. Yes
II.
ASMP Tech Arch (Julienne VanDerZiel, Eric Weigal)
Julienne VanDerZiel and Pat Jones presented the plan for the new Technical
Architecture. Goal is to make an Administrative Systems Technical Architecture that
is “component-based, flexible, flexible, predictable, resilient, secure, and scalable.”
Also, to provide production and development environments that support cloud,
package, and custom applications for administrative units and their interfaces. This
will also follow ITIL and CMMI practices to build environments, processes, and tools
that support these goals.
Q. We spoke about CMMI but not ITIL (IT Infrastructure Library).
A. They are similar but they are different. CMMI is about how I do project, how do I
test it thoroughly, etc, but ITIL is for how you run your IT shop.
We are currently in the Technical Architecture Implementation Project Initiation.
Will release software in four components. Releases based on UT requirements and
priorities.
We are using the same ASMP methodology into TAI and into other programs that
can be repeatable. Pat is in charge of the Organizational Change Management
Strategy that includes the stakeholder management, communications,
organizational design, application modernization, and training strategy that
includes the resign of the software developer-training program. Training includes
those who will support these services, consumers, and etc.
Chart of Release Methodology Diagram, with seven steps on how an application will
be release such as approval of release from candidate for operational readiness.
Chart of Service Deployment Methodology with six steps on how a service is
deployed such as preparing the service, defining the operational process, and
defining institutionalization processes.
Alpha user is are early service consumers that have a business need to begin early
use of service although the service is not yet deployed nor fully supported. Training
may or may not be available, in incomplete/unstable environments, “best effort”
support mode, and effort matures over time and service nears deployment
readiness. Reconfiguration or refactoring may be needed as processes and
standards are defined. Required to collaborate, provide feedback and work closely
with Service Owner.
There is a list of next major upcoming deliverables. Release one implementation
date is January 2016 that includes a lot of the infrastructure.
Q. Can you talk about Jama?
A. It is a tool to do requirements tracking. It is very robust.
III.
Change Coordination Process (Kristi Fisher)
Kristi Fisher requesting BSC approval to invite and appoint the listed individual to
have authority over resources and has the expertise to actively assist in
coordination efforts, not as a committee for representation. Role of this group is to
know from your experience to know whom to ask. The work would be mostly online
and be upfront vetting for a rubric to know what to send to the committee. Would
need support from the executive level. Have another layer of a resource group as
needed for help such as legal, etc. Each person on the list has a general knowledge of
the department and who to contact.
Add Mark to the committee. Endorsed.
Q. There is a mix of technical and process backgrounds, what would you need more?
A. Process. As we are getting started, we will learn who we need.
Comment:
Have an active group that will always be engaged, and also a second group that will
help as well and know when to engage the second group.
Will add a person from register for an enrollment oversight. It might be more than
one person for that student area. Also add Michael ___ from Commons to the
membership list too.
Kristi will send out emails for membership and the purpose of the committee.
Important to demonstrate that it adds value.
Endorsed unanimously.