Franklin & Marshall College Franklin & Marshall College

Information Technology Services

Policies, Procedures & Standards

IT Advisory Committees

Two standing Committees (one academic, one administrative) provide advice and oversight at Franklin and Marshall College on all matters related to Information Technology (IT).  In 2010, the Trustees formed a Technology Subcommittee of the Academic Affairs Committee.  In 2011, several Committees were formed to help guide the process of selecting and implementing a new Enterprise Resource Planning (ERP) system for the College.  Charges and the membership for each are listed below.

 
The Committee on Academic Technology (CAT) is charged with promoting an environment in which computing and media technologies are used appropriately and effectively in the academic program of the College. It serves as the principal formal means of communication among faculty, students and administration on all matters relating to the use of computers and computing and media technologies in the academic program.
 
The CAT establishes and coordinates programs and reviews college policies relating to instructional technology including the Personal Computer Support Policy and where it deems appropriate, suggests revisions. It advises the Educational Policy Committee, the Chief Information Officer, the Director of Instructional & Emerging Technologies (IET), and the Director of Desktop Integration & Support (DIS) on all matters relating to the use of computing and media technologies in the academic program of the College.
 
Membership is assigned by Faculty Council and consists of four (4) faculty (one each from the humanities, the natural sciences, the social sciences, and one at-large), two (2) students, the Director of Instructional and Emerging Technologies (ex officio), the Director of Desktop Integration and Support (ex officio), and the Chief Information Officer (ex officio).
 
2012-13 Members:
 
Terry Davidson, ex officio
Jon Enos, ex officio
Carey Faulkner, Sociolgy
Eitenne Gagnon, Physics
Jana Iyengar, Computer Science
Scott Smith, Anthropology
Cindy Yetter-Vassot, French, Chair of CAT
Two students appointed by Diplomatic Congress

Administrative Computing Advisory Group

Charge:  (Feb. 2009)

The CAC is charged with promoting an environment in which administrative systems are robust, well supported and best able to be leveraged to our advantage as operating practices of the College evolve.  In this role, the committee will advise the Chief Information Officer on the challenging task of prioritizing projects for Information Technology Services.  The committee also serves as the formal means of communication among the principal users of the Administrative Systems.  It reviews college policies relating to administrative information systems, and where it deems appropriate, suggests revisions.  The Chief Information Officer convenes the Committee.

Membership:

Designees of: 
The Provost (2) (Chris Alexander and Andy Gulati)
The Dean of the College (Todd DeKay)
The Vice President of Advancement (Becky Wile)
The Vice President of Administrative Affairs (Barry Bosley)
The Vice President of College Communications (Sri Dasgupta)
The Vice President of Enrollment Management (Jonas Kennedy)
The Vice President of Finance (Kathy Elliehausen-Slobozian)

ITS
Director of Enterprise Systems and Web Services, Ex-officio  (TBD)
The Director of Network Infrastructure and Systems, Ex-officio  (Alan Sutter)
The Chief Information Officer, Ex-officio, Convener  (Jon Enos)

Appointed – two students

Technology Committee (Trustee)

The Technology Committee of the Board of Trustees is responsible for the oversight of technology strategies, goals and policies that are integral to the achievement of the college’s strategic plan.  Further, it is charged to encourage excellence in the stewardship of the College’s technology investments and resources.

Potential areas for discussion in 2012-2013 include:
  • Plan for the Committee (including expectations, vision, goals/timetable, process and membership)
  • Strategic Vision, Goals and Investments for IT at the College, including the current Technology Strategic Plan
  • Technology Trends in K-12, Higher Education and Beyond
  • Insitutional IT Dashboard and Peer Institution Benchmarking
  • Risk Factors and Risk Management for IT Assets
  • Stewardship of the Enterprise Resource Planning (ERP) Implementaion, Project BOOST

Membership

Trustees: Tom Beeman (Chair), Eric Noll (Vice Chair), Doug McCormack, Eric Rackow, John Rosenthal, Linda Yarden

Faculty: Cindy Yetter-Vassot, French (as Chair of the Committee on Academic Technology)

Students: (2 appointed by the Diplomatic Congress), Robert Diggs '13 and Scott Onigman '15 

Staff: Jonathan Enos, Associate Vice President for Information Technology and CIO (ex-officio), David Proulx, Vice President for Finance and Treasurer (ex-officio)

Invited Staff: TBD, ITS staff (Dir., Instructional & Emerging Technologies), Alan Sutter, ITS staff (Dir., Network Infrastructure & Systems)

Data Standards Committee

Charge to the Committee  (May 2011)
A Data Standards Committee is being formed is to establish standards for the entry of shared information into Franklin & Marshall College databases.  The Committee is charged to first, create a Data Standards Document to outline the established standards for data naming and guidelines for the storage of, and access to, the data elements in the College’s Administrative and Student ERP systems.  Secondly, the Committee will establish guidelines to classify information as public, sensitive or confidential and recommend processes for protecting sensitive and confidential information.  
 
The expectation is for all who use college systems to follow the Data Standards established by the Committee.  Offices may have individual guidelines that supplement, but do not supplant or contradict these standards. It is understood that departments will comply with all laws, regulations and college policies governing collection and dissemination of data, as well as privacy at Franklin & Marshall College. 
 
Committee Membership
The Data Standards Committee is comprised of members of the F&M Community who come together to set standards concerning electronically stored information on campus. These standards are determined through consensus of all constituents involved to find solutions that work for F&M coupled with best practices established by peer institutions.  Committee membership will change as appropriate to meet the needs of the College.  The Chief Information Officer will appoint a chair from the membership.
 
Chris Alexander, College Registrar and Associate Director of Institutional Research
TBD, Director of Enterprise Systems and Web Services, Information Technology Services
Cherie Cryer, Financial Accountant and Payroll Manager, Business Office
Varo Duffins, Associate Director of Financial Aid
Kathy Elliehausen-Slobozien, Assistant Controller, Business Office
Nancy Eshleman, Director, Human Resources
Jonas Kennedy, Director, Enrollment Information Systems, Admission
Jason Klinger, Director of Publications, College Communications
Becky Wile, Director of Advancement Services
 

Enterprise Resource Planning (ERP) Implementation Team

Charge to the Team (May 2011)
The Enterprise Resource Planning (ERP) Implementation Team is responsible for the successful implementation of a new ERP system for the College.  To this end, the team will coordinate and complete the following tasks:
 
  • Define scope of the project for approval by the Steering Committee, including recommendations on the vendor selection, project goals and priorities, project timelines and decisions regarding consulting assistance and staff back-filling
  • Coordinated communication with all campus constituencies
  • Document current business processes within and between departments and integrate necessary changes to leverage the capabilities of the new ERP
  • Data migration and integration into the new ERP and reporting tools
  • Training with the new system
 
The Implementation Team will assign and distribute work across offices as appropriate, as well as mitigate risk to the institution during the implementation process.
 
Team Membership
The ERP Implementation Team is a cross-functional group comprised of members of the F&M Community who work directly with the College’s Administrative and Student ERP systems.  The Chief Information Officer will appoint additional members as needed during the implementation process.
 
Chris Alexander, College Registrar and Associate Director of Institutional Research
TBD, Director of Enterprise Systems and Web Services, Information Technology Services
Cherie Cryer, Financial Accountant and Payroll Manager, Business Office
Todd DeKay, Associate Dean and Senior Prefect, Office of the Dean of the College
Kathy Elliehausen-Slobozien, Assistant Controller, Business Office
Jonathan Enos, Associate Provost and Chief Information Officer
Nancy Eshleman, Director, Human Resources
Harry Haddon, Coordinator of Applications & Development, Information Technology Services
Jonas Kennedy, Director, Enrollment Information Systems, Admission
Mark Newkirk, Director of Finance, Business Office
Clarke Paine, Director, Office of Financial Aid
Alan Sutter, Director of Network Infrastructure and Systems, Information Technology Services
Dan Zenzel, Director of Advancement Information Systems
Dianna Zimmerman, Office Manager, Business Office
 

Technology Advisory and Steering Committee

Charge to the Committee (May 2011)
The Technology Advisory and Steering Committee provides the necessary executive leadership and guidance in the deployment of the information technology strategies at the College.  This includes oversight of the strategic goals, policies and overall administrative data and services infrastructure.
 
During the upcoming selection and implementation of a new Enterprise Resource Planning (ERP) System and Reporting Tool the Committee will serve as the ERP Executive Steering Committee to make final decisions regarding project scope, timelines, priorities, and has overall responsibility for the success of the ERP project. The committee also makes decisions on issues brought forward by the implementation team. The committee also serves as the point of appeal should a decision require further analysis.
 
Committee Membership
Brian Hard, Trustee (Chair of the Board of Trustees Technology Subcommittee)
Ann Steiner, Provost and Dean of the Faculty, Co-Chair
David Proulx, VP for Finance and Administration and Treasurer, Co-Chair
Daniel Lugo, VP and Dean of Admission and Financial Aid
Designee of the VP for College Communications (Sri Dasgupta, Director of Web Content, College Communications)
Designee of the VP for Finance and Administration (Greg Fulmer, Associate VP for Finance)
Sam Houser, Chief of Staff and Secretary of the College
Alan Caniglia, Senior Associate Dean of the Faculty and Vice Provost for Planning and Institutional Research
Jonathan Enos, Associate Provost and Chief Information Officer
Chris Alexander, College Registrar and Associate Director of Institutional Research
Becky Wile, Director of Advancement Services