ROLES
AND RESPONSIBILITIES:
In
order to ensure high-level cross-divisional collaboration, coordination and
communication for all UITS systems and services changes, change management
utilizes a four tier governance model.
UITS
Operations Committee:
The Operations Committee
is charged with the creation and oversight of the standard operational processes
of the organization, such as change management, and the regular updating of
such procedures to keep pace with University policy and technology innovation.
Change
Management Co-Chairs:
The co-chairs will chair weekly
meetings, lead discussions to review the changes submitted on the weekly agenda,
followed with a short information share session. The co-chairs, officers and
council may make recommendations or ask for adjustments prior to a change
being implemented. The co-chairs have final authority to postpone a change.
If a change has been adjusted or postponed, the co-chairs will work with the
appropriate director(s), to resolve the situation. Co-chairs are selected
from the UITS Operations committee on an annual basis.
Change
Management Officers:
The officers are responsible for
weekly room reservations, dial-in services, web page support and the creation
and distribution of the weekly change management agendas and change management
logs. They may fill in for the co-chairs when necessary. Officers are
selected from UITS Operations and Support management.
Change
Management Council:
Change management meetings are open
to all UITS staff. Changes may be introduced by any staff member by completing
and submitting an SCR (system change request) form found on the UITS
change management web page. To ensure management knowledge of
the requested change, a copy of the SCR will be sent electronically to the
appropriate manager. The council has the responsibility to take action to
prevent potentially harmful events that could be caused from changes being
scheduled. Present staff are the council for that meeting and are encouraged
to ask questions concerning the changes being discussed. The council may ask
for more information or for an adjustment to the date and implementation time.
The council may recommend to the co-chairs that the change be postponed. The
co-chairs may postpone any change and are responsible to review adjusted or
postponed changes with the appropriate director(s). Agreed upon changes will
be scheduled on the change management log, published on the web and a summary
will be distributed via the change management list.