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Administrative Computing Policy

Key Roles

Project Sponsor (or delegate)

  • Submits project description for review
  • Provides additional information as needed in response to reviewer questions and feedback
  • Along with appropriate management officials, ultimately decides whether and how to proceed with a given project

IET

  • If requested, consults with sponsor regarding project planning and submission
  • Coordinates the 200-45 review process, gathering information from campus reviewers and facilitating discussions at relevant venues
  • Contributes IET-specific insights on a variety of project issues, such as campus middleware integration and Cyber Safety compliance

Reviewers

  • Provide candid feedback and recommendations to the project sponsor
  • Optionally, assist sponsor in addressing issues raised during the review and in working toward successful implementation of the project

Administrative IT Systems Governance Board
(typically via the Coordinating Council)

  • Discusses 200-45 project reviews individually and in aggregate, providing additional feedback to better support the effective integration and coordination of campus administrative computing systems

Review Process

The 200-45 review process is intentionally flexible, designed to provide comprehensive yet timely feedback appropriate to each project's scope and potential impact. It is not a formal approval nor a funding process, but it can inform both. The process revolves around the following main components:

Review Components

  1. A project description, developed by the project sponsor in consultation with IET, provides a structured overview of functional goals, technical approaches, timeline/budget, and risks/mitigations.
  2. The description is reviewed by campus technical leads, functional experts, relevant standing committees, and potential staff and faculty users.
  3. The project sponsor responds to reviewer comments and recommendations.
  4. A final report—summarizing the findings, recommendations, and sponsor’s responses—is provided to the Administrative IT Systems Governance Board and posted on the Web.

Use of SmartSite for Project Reviews

In order to facilitate open dialog among project sponsors and reviewers, we have established a SmartSite for 200-45 project reviews. For those who have not yet joined, directions for signing up and participating are as follows:

To access the 200-45 Review SmartSite

  1. Go to SmartSite and select the Log In button in the top right corner.
  2. Enter your UC Davis LoginID and password.
  3. The first time you access the site, you will need to join the 200-45 Review site so you can participate in the discussion forum.
    • To join, click Membership under the My Workspace tab in the top left corner.
    • Select Joinable Sites at the top of the Membership window.
    • Select Join under the 200-45 Review entry. (The site list is alphabetical, so it should be near the top.)
    • You now should see a 200-45 Review tab to the right of the My Workspace gold tab (or in the More pull-down menu in the upper right corner).
  4. Click on the 200-45 Review tab to enter the site.

If you have questions as you join the 200-45 Review SmartSite or as you start using the site, please contact the IT Express Help Desk at (530) 754-HELP or send e-mail to smartsite-help@ucdavis.edu.

To provide feedback or ask questions regarding a project under review

  1. Within the 200-45 SmartSite, choose Project Forums.
  2. Select the specific project (called a Topic in SmartSite) that you would like to discuss.
  3. Within a Topic, you can choose Post New Thread to add new comments or questions.
  4. To contribute to an existing discussion or respond to a question, select the item of interest and choose Reply.

Supplemental Materials

The following documents provide additional information regarding the 200-45 review process:

Groups and others to be consulted