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    Chattanooga State Technical Community College
   
 
  Dec 10, 2017
 
 
    
Policies

08:25:00 Technology Projects


Technology Division
08:25:00 - Technology Projects

 

 
  1. Technology Division is responsible for providing IT support to our customers throughout the Chattanooga State campuses. This policy describes how customers can request support for projects that require Technology Division support. Projects are viewed as a temporary endeavor with a defined beginning and end (usually time-constrained, and often constrained by funding or deliverables), undertaken to meet unique goals and objectives.  Technology projects are then further broken into two subcategories: (1) Internal -projects normally driven by Technology Division and/or undertaken to ensure enterprise systems are up-to-date and secure and (2) external - projects normally customer driven that will bring about beneficial change or added value for our customers.
    1. This policy provides guidance and established a process and procedure for requesting Technology support if needed for projects, (hardware, and software or process development/change.) The scope includes all College staff, faculty and adjuncts who have the authority to initiate a project request that will include, or might include, necessary Technology support to ensure project success.
  2. All Technology IT Project requests are initiated by submitting a Technology service request.  A service request for new third party applications, tools, process changes, etc., must be entered before a product is purchased. This is required for three reasons:
    1. To ensure that the new products can work within current technology environment;
    2. Identify (if any) specific Chattanooga State technology products already available in-house that can fulfill the same purpose as the proposed product;
    3. To allow time for the vendor to respond to any technical questions that might arise from the initial project review. If necessary, new projects requiring a process change and/or new software purchases will be sent to Executive Committee for approval before project is approved for implementation.
  1. For complete process information for requesting a project, go to the Technology web site at https://itservices.chattanoogastate.edu. Click on the project link. Project requests must be submitted and/or approved by at least a Director management level, or their designated representative, within the requesting organization.
  1. If the project requires new software/tools or hardware to be purchased, the following questions will need to be answered:
  1. Is there software, tools or hardware available that could also provide requested capabilities?
  2. What is the ROI (Return on Investment) of new software/tool or hardware?
  3. Is the project going to replace another product?
  4. What are new support requirements?
  5. What TBR and Chattanooga State 2015-2025 strategic goal will this product support?
  1. Projects will be updated on a bi-weekly basis. As the project progresses, changes in status will be made and if necessary, meetings will be held to define and eliminate on any issues. After the start of the project, any new customer requirements or changes to initial scope (scope creep) will be discussed with both customers and Technology personnel as part of status meetings. All changes will be agreed to and documented in update section of the project list.
  1. At any time during the project's life cycle, a status meeting can be requested by either the customer's project manager or the Technology project manager. If regular status meetings are required, they should be scheduled as part of the initial project planning meeting.
  1. Projects are considered completed when customer accepts the project into production. The project will be changed to completed status. Completed projects will remain on the current list throughout the current year and will be removed from the project listing starting January 01 of the next year. Projects that result in new IT hardware/software will need to have a Service Level Agreement in place.

References:

1. NACHA Audit Finding - Enhance College's IT project policy to include documentation requirements for IT projects.

2. Technology Division Procedure Business Impact Analysis and Service level Agreements for Contingency and Disaster Recovery Plans, 5/10/2017.

 

 

                                                                                                                                                

 

Dr. Rebecca Ashford, President                                                                        October 24, 2017

Signature                                                                                                                 Date Approved

 

Policy Change

Division Name: Technology Division

 

Policy Number and Title: 08:25:00 Technology Projects

  1. Reformatted the whole policy to new format.
  2. All pages - Information Technology Services was changed to new division name - Technology Division.
  3. Policy Title changed from IT to Technology.
  4. Section D was removed.
  5. Section E was added

E.  If the project requires new software/tools or hardware to be purchased, the following questions will need to be answered:

 

  • Is there software, tools or hardware available that could also provide requested capabilities?
  • What is the ROI (Return on Investment) of new software/tool or hardware?
  • Is the project going to replace another product?
  • What are new support requirements?
  • What TBR and Chattanooga State 2015-2025 strategic goal will this product support?
  1. Section H, sentence was added.

 

H. Projects are considered completed when customer accepts the project into production. The project will be changed to completed status. Completed projects will remain on the current list throughout the current year and will be removed from the project listing starting January 01 of the next year. Projects that result in new IT hardware/software will need to have a Service Level Agreement in place.

 

 

 

 

 

Dr. Rebecca Ashford, President                                                                            October 24, 2017

Signature                                                                                                                 Date Approved