Procurement and/or Development of Administrative Systems/Applications

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University Policy Number 1307

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Responsible Office: ,

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Related Law & Policy:


I. SCOPE

This policy applies to all George Mason University faculty and staff who may authorize the purchase or development of administrative systems/applications on behalf of the university.

II. POLICY STATEMENT

This policy provides for the review of all proposed additions of administrative systems/applications in advance of procurement or development so the university may verify compliance with federal, state, and university policies, eliminate duplication, and ensure compatibility with existing systems.  All procurement and/or development of administrative systems/applications must be reviewed and approved by the Architecture Standards Committee (ASC) in advance of purchase or development. The forms and instructions can be found at: http://ascreview.gmu.edu/.

Proposed additions of administrative systems/applications that are not deemed appropriate by the ASC will not be approved for purchase, development, or implementation by any university unit.

III. DEFINITIONS

Administrative Systems/Applications: Software, hardware or hosted services provided by a vendor or developed internally that is used to store regulated data.

Department Representative: Any university employee, contractor, affiliate, or duly authorized member of the community with the authority to request the procurement or development of administrative systems/applications.

Data Steward: A university employee responsible for stewardship of regulated data as defined in the Data Stewardship Policy.

Architecture Standards Committee:  University employees serving on a committee charged with the responsibility of providing consistent standards and criteria to support technology selection and use decisions about administrative systems/applications.

Portfolio Evaluation Committee: University employees serving on a committee for the purposes of aligning the project management of the Banner suite and related administrative applications with university objectives and supporting the efficient use of information technology resources.

Portfolio Governance Council: University employees serving on a committee for the purposes of providing guidance and oversight responsibility for the implementation and adoption of large projects or modifications that impact the Banner suite and related administrative applications.

IV. RESPONSIBILITIES

Department Representative:  The department representative is responsible for evaluating and documenting the business needs of purchasing or developing administrative system/applications.  The department representative is responsible for preparing required documentation for submission to the ASC.  The forms and instructions can be found at: http://ascreview.gmu.edu/.

Data Steward:  It is the responsibility of the data stewards to work in conjunction with the ASC to ensure the project is in compliance with applicable data stewardship policies, procedures or guidelines in place at the federal, state or university level.

Architecture Standards Committee: The ASC is responsible for the review and approval of administrative systems/applications in advance of purchase or development, regardless of cost or purchase price.  This review will encompass the following items: a) ensure compatibility with the current suite of administrative applications, b) verify compliance with technical architecture and standards, c) verify compliance with federal, state and university policies, and d) ensure no duplication of existing administrative systems/applications exists.

Portfolio Evaluation Committee: It is the responsibility of the Portfolio Evaluation Committee to review proposed additions of administrative systems/applications that integrate with the Banner suite and related administrative applications and direct proposals to the ASC and Portfolio Governance Council as appropriate for approval.

Portfolio Governance Council:  It is the responsibility of the Portfolio Governance Council to determine whether the proposal is in the best interest of the university with respect to administrative systems/applications that integrate with the Banner suite and related administrative applications.

Purchasing Department: It is the responsibility of the Purchasing Department to administer all university purchases greater than $1,999.  The Purchasing Department will review purchase requests for administrative systems/applications exceeding $1,999 to ensure that appropriate review and approval by the ASC has occurred prior to the request for procurement.  If approval has not been granted, the Purchasing Department will not process the purchase requisition until proper review has taken place.

V. COMPLIANCE

Any administrative systems/applications found to be installed and operating without the approval of the ASC, as of July 2013, is in violation of this policy and will be subject to appropriate disciplinary action, including deactivation and potential removal from the university’s systems and network.

VI. EFFECTIVE DATE AND APPROVAL

The policies herein are effective July 21, 2008.  This Administrative Policy shall be reviewed and revised, if necessary, annually to become effective at the beginning of the University’s fiscal year, unless otherwise noted.

Approved:

__/S_____________________
Maurice W. Scherrens
Senior Vice President

__/S______________________
Peter N. Stearns
Provost

Date approved: July 21, 2008

Date of most recent review: January 27, 2014