Administrative and Business Service Council

The IT Administrative & Business Service Experience Council analyzes and makes recommendations regarding core IT services that support the administrative and business functions of the institution. These services provided by KU IT are usually identified as ‘Enterprise’ services, as they are used across the entire University, and support the core functions of the administrative and business units. This includes, but is not limited to: financial and procurement systems, human resource systems, library systems, student information systems, operations systems, business capability, and process automation.

The Administrative and Business Service Experience Council will consider the following, as it pertains to the scope of this Council:

• Develop, review, and approve Service Level Agreements (SLAs)
• Review, assess, and make recommendation on projects and initiatives brought forward through the IT Governance process
• Make recommendations on prioritization efforts for IT projects
• Assess new and emerging technologies
• Review and make recommendations on new services, or changes to existing services
• Participate in annual review and approval of IT Policies
• Assist in developing service roadmaps and setting direction for services under Administrative and Business
• Ensure alignment of IT services and projects with KU strategies
• Determine what is best use of IT resources for the University, therefore ensuring appropriate use of resources
• Completion of any goals or objectives set forth by the CIO or Chairperson

The Service Experience Council will have a campus-wide leadership role as it relates to the use of technology to enable best practices and efficiencies in the administrative and business services IT provides. The CIO or Chairperson may set goals or objectives for the Council to work toward over a year.

• IT services primarily developed and implemented to support the Administrative and Business functions of KU
• IT systems and solutions including:
  • Alumni and Advancement
  • Athletics
  • Auxiliary Systems
  • Business Capability and Process Automation
  • Facilities Management
  • Faculty Information Systems
  • Financial and Procurement Systems
  • Human Resource Systems
  • Library systems
  • Medical and Health Systems
  • Data, Reporting and Analytics
  • Student Information Systems
• Services not in scope under this Council, which may be the responsibility of other Councils, include:
  • Academic / Teaching and Learning
  • IT Infrastructure
  • IT Security and Compliance
  • Research Technology
  • Communication and Collaboration

Total membership: 15

7 appointed staff from Information Technology

• Rob Caffey (Chair) - Deputy CIO for Applications
• Nick Galindo – TSC Administration Manager
• Gregg Holcomb - Associate Director Academic & Administrative Services
• Anne Madden Johnson – Assistant Director Application Support
• Bill Kummerow - Assistant Director of Web Development
• Brad Rankin – Education Technology
• TBD – Operations nominee from Chris Crook

8 appointed staff from campus

• Samantha Ghali – Graduate Student
• Colette Gillespie – Director of Financial Management Services
• Michelle Ginavan Hayes – SSC Director
• Sean Hill – Administrative Associate, Faculty Development
• Mary Roach – Executive Associate Dean, KU Libraries
• Cindy Sanders – Assistant Vice Provost, Enrollment Management
• Melissa Smith – Business Director, Operations Business Office
• Jennifer Talbott – Deputy Director, Spencer Museum of Art

Non-voting members

• IT Governance and Service Experience Council support staff

Chairperson

Chairperson for this Council will be the Deputy CIO for Applications, in KU IT

Member Terms

Each member will serve a two-year term beginning in July.  The Chairperson may request up to 50% of the campus members to serve an additional one-year term to ensure continuity of experience in the committee. Members may serve two consecutive terms, however they will be replaced at the conclusion of their second term. New nomination requests will be made near the conclusion of the second term. Previous members can be re-nominated for a future term.

Attendance and delegation

Delegates will be allowed for members who cannot attend meetings, however they will be expected to officially represent the member and unit for whom they are attending for. Attendance and engagement will be reviewed regularly. If a member is not completely fulfilling their role within the Council, the Chairperson has the authority to consult the CIO for requesting a new appointment be made for the remainder of the term.

Meeting Frequency / commitment

Councils will meet monthly, unless it is determined there are no agenda items to discuss. Outside of the meetings, there will be minimal work in the form of reading and reviewing information sent out from IT, and submission of recommendations or assessments for initiatives and projects.

Reporting and documentation

The Office of the CIO will report on any decisions and outcomes from the Council, for transparency purposes. All meetings will have outcomes published within a week of the meetings, or recommendations being made. Council members will be given appropriate length of time to review information prior to meetings or assessments.

Voting / Recommendations

Every member of the Council will be asked to complete assessments and recommendations on individual initiatives brought forth through IT Governance for this specific Council.  If a vote is necessary at a meeting, each member will receive one vote, which the chairperson will manage.  A simple majority from those present will determine the outcome, with the Chairperson deciding any tied decisions.

Created: November 2019

Updated: April 2021

Approved: July 1, 2021