Engineering IT Application Development Governance Workflow

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1 Apprved April 6, 2018 Engineering IT Applicatin Develpment Gvernance Wrkflw This dcument is intended t define the gvernance structure and prcesses t be used in guiding the activities f the Engineering IT Applicatin Develpment (App Dev) Team. This dcument was created by and its cntent wned by the Engineering IT Administrative Wrking Grup Gvernance bdy (App Gv), wh intend t review it n less than annually. The guidelines here are t be incrprated within the Engineering IT Applicatin Develpment wrkflw as apprpriate. Applicatins are cnsidered t have a cmmn lifecycle, beginning with their initial develpment, thrugh nging maintenance, ptential changes during prductin, and eventually ending with sunset r redevelpment. This dcument addresses gvernance prcess fr each phase. Fr purpses f this dcument, the fllwing definitins apply: AppTrack: A prtal tl designated as the central clearinghuse fr infrmatin and cmmunicatin regarding all prtal applicatins. User: An individual that uses the system t cmplete his/her jb respnsibilities. Users can sign up t receive ntificatins f apprved and implemented changes. Stakehlder: The individual(s) designated by a unit that is paying t use a given applicatin, wh is granted rights t submit, vte, r cmment n enhancements and change requests t that applicatin within the AppTrack system. Stakehlders can chse t be ntified f changes via the AppTrack system Functinal Area Subcmmittee (FASC): A grup f stakehlders with subject matter expertise that prvide guidance and recmmendatins t App Gv cncerning applicatin changes and sunset. Functinal Area Subcmmittee Chair (FASC-C): A stakehlder and member f App Gv within the Cllege f Engineering wh is charged with stewarding the verall functinality f an applicatin. Engineering IT Administrative Wrking Grup (App Gv): The gvernance bdy tasked with applicatin versight. Initial Develpment Fr significant develpment prjects, reference the develpment wrkflw in AppTrack. Such prjects may be develpment f a new applicatin r substantive redevelpment f an existing applicatin such that cre requirements and functinality may change. Belw are detailed guidelines fr the apprval and priritizatin prcess. New applicatin ideas may be submitted by a stakehlder within the Cllege f Engineering t engrit-apps@illinis.edu r via AppTrack system. Ideas fr new r redevelped applicatins riginating frm utside the Cllege f Engineering will nt be cnsidered unless accmpanied by a champin within Engineering. The Assistant Directr fr Applicatin Develpment will review the request within 2 weeks f receipt. He/she can: Request additinal infrmatin frm the requestr. Turn dwn the request where there is an existing tl in place and refer the requestr. Accept the initial request and assign an EngrIT Analyst t utline basic, high-level requirements.

2 Apprved April 6, 2018 If assigned fr review, the EngrIT Analyst will perfrm the fllwing within 4 weeks f assignment: Meet with the requesting stakehlder and any ther subject matter experts as apprpriate. Prduce a basic utline f the envisined applicatin based n the gathered requirements. Cnduct an initial market scan t lk fr alternatives t building a new/redesigned applicatin. Create a reprt fr App Gv review using AppTrack which includes: The applicatin verview. A rugh estimate f effrt (persn hurs) t deliver the app. Any alternatives discvered in the market scan. Each new/redesign applicatin request will be vetted by a functinal area subcmmittee fr initial priritizatin. The subcmmittees are tasked with reviewing any prpsed applicatins that fall within the functinal area and prviding a recmmendatin t the full App Gv grup within 2 weeks f receipt. The subcmmittees are chaired by a member f the App Gv. The subcmmittees will meet in advance f scheduled review by the full App Gv grup. N less than nce per semester App Gv grup will: Review current status f all active applicatin develpment prjects. Review all submitted requests fr new develpment r redevelpment, including a summary f thse which were nt frwarded fr analysis and why. Will review nly requests received at least 2 weeks prir t the scheduled meeting. All cmmittee members are expected t review the requests frm a big picture perspective rather than individual unit needs and expectatins. Prvide prject priritizatin t the Engineering IT App Dev team. This meeting must include: A qurum f ¾ f App Gv members. The Assistant Directr f Applicatin Develpment. Create a weighted ranking f prjects based upn: Impact t stability f existing applicatins. Criticality f the applicatin r prcess t unit missin. Impact t number f users and / r units. Length f time the request been pending. Ability f prpsed applicatin t reduce effrt in ther areas (ROI). Based upn ranking f applicatins and cmmittee deliberatins: Accept r reject individual applicatins fr develpment. Prvide a recmmended pririty rder f prjects fr at least the cming semester. Prductin Applicatins Applicatins which have left the active develpment prcess and launched are cnsidered t be in prductin fr purpses f this dcument. Applicatins which are in prductin require nging maintenance and supprt, which generates nging staff csts. Maintenance and supprt are prvided fr all applicatins in prductin, including:

3 Apprved April 6, 2018 Access Change Requests Assisting users with using an applicatin and answering questins abut it. Remedying reprted bugs, where a bug indicates the prgram is failing t functin per its design specificatin. Prcess r respnse levels will vary based n the applicatin s scpe and criticality. Individual Apps will be categrized by App Gv as pen r clsed: Open Apps t which any campus unit can request access. Clsed Apps that are legacy r specific t few units and are nt t be expanded. Units and departments interested in using a particular applicatin: May attend a dem and Q/A sessin n the applicatin presented by an EngrIT Analyst. May request setup f the applicatin by request t engrit-apps@illinis.edu. May nt request changes t the applicatin as a part f setup fr their unit. Applicatins which are cnsidered in prductin may generate requests fr changes r enhancements. Sme requests will be driven by changes t ther systems n which the applicatin depends. Other requests may be due t changes in university plicy, needed system updates, r stakehlder desire fr additinal r differentiated functinality beynd the existing scpe f the applicatin. This sectin defines the prcess fr evaluating and priritizing change requests fr existing applicatins. Users shuld take any requested changes r enhancements t their designated stakehlder. Stakehlders may submit ideas r requests fr changes r additins t existing applicatins. Requests are submitted thrugh the AppTrack applicatin r t engriapps@illinis.edu. Any stakehlder may participate in the cmment and vting prtin f AppTrack fr submitted change requests. The Functinal Area Subcmmittee (FASC) will review designated changes prir t implementatin. NOTE: Each functinal area has differing requirements and will wrk with the Engineering IT App Dev team t determine the apprpriate framewrk fr designating changes that require review prir t implementatin. FASC must apprve designated changes befre changes are implemented by Engineering IT. Requests shuld be marked apprved, denied, r need further discussin within 2 weeks f receipt. FASC shuld cnsider the fllwing in making their decisin: Avidance f harm r degradatin t existing utilizatin f the applicatin. Aviding duplicatin f functinality between applicatins r systems. Limitatin f cmplexity where truly unnecessary. Cmpliance with University plicy, prcedure, and practice. Hw lng the request has been pending. Return n investment in terms f streamlining ther wrk prcesses. Engineering IT App Dev team will estimate the scpe f a change. Changes which will impact prgram integrity r change cre functinality will be referred t the new develpment / redevelpment wrkflw.

4 Apprved April 6, 2018 Sunset Prjects estimated t be under 40 hurs f wrk may simply be queued fr implementatin. Engineering IT will reserve sme amunt f capacity t handle these kind f rutine small requests. Changes estimated t be ver 40 hurs f wrk will be entered int the new develpment queue f prjects fr regular priritizatin. App Gv will evaluate each functinal area s change request prcess nce per semester. Areas t be reviewed are: Change request review timeframes Change request testing timeframes Change request develpment timeframes Overall stakehlder cmmunicatin Applicatins which have been in prductin fr sme time may reach a state where either utilizatin has drpped substantially, r future utilizatin is called int questin. This may be driven by aging technlgy, changing business prcess, r a changing marketplace f ther slutins. Whatever the cause, the develping situatin will suggest either planning fr decmmissin f an applicatin r substantive redevelpment frm the grund-up. Engineering IT App Dev team may suggest an applicatin fr sunset review t App Gv. Once a request is received, App Gv will: Slicit input frm the functinal area subcmmittee and any remaining stakehlders f the applicatin. Decide whether t take further actin n the request r clse the request. If further actin is needed, develp a prpsal fr retirement f the applicatin. Based n the decisin f App Gv the request may mve int ne f the ther prcesses utlined in this dcument: Change requests will be entered int AppTrack and fllw the Change Request prcess. Redevelpment prpsals will g t the Assistant Directr fr Applicatin Develpment and fllw the new prject develpment prcess. Attachment: Change Request Wrkflw

5 Attachment Apprved April 6, 2018

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