DISTRIBUTION: B

NEXT REVIEW DATE: July, 1996

POSITION RESPONSIBLE FOR REVIEW: Director of Business Operations

 

PURPOSE: To establish a policy and procedures for the Management Information Systems Committee.

BACKGROUND: The Management Information System Committee was created informally to evaluate the then-current work order system, to define the needs that such a system should meet, and to review the alternatives that would enable FMS to meet its needs. Following the acquisition of a work order management system, implementation was assigned to another committee, also established informally for the duration of that effort. The on-going review of FMS systems points to the need for a permanent Management Information Systems Committee to coordinate needs assessments, evaluations of alternatives, selection and development or acquisition of overall systems, hardware, and software, their implementation or installation, the demonstration of their intended uses, and the projection and expansion of their potential applications.

POLICY: It is the policy of FMS to have a Management Information Systems (MIS) Committee whose members, appointed by the AVP, represent the organizations comprising FMS and using or needing MIS support, to provide oversight and guidance on the needs, selection, implementation and use of computing hardware, computer-based information systems, and software, for all of FMS, related to work control, project management and financial administration.

The MIS Committee coordinates with FMS organizations to achieve the following goals and objectives:

1. Efficient and timely automated support for processing, controlling, and analyzing of FMS financial, work order, material, maintenance, project, and workforce information.

2. On-line, highly integrated database accessible to multiple users simultaneously with minimal redundant data.

3. Conformity with licensing requirements for commercial software.

4. Compatibility of software within FMS and with local area networks used by FMS.

PROCEDURES: The MIS Committee makes recommendations to the AVP on the following issues, and it implements the strategic directions established by the AVP.

1. Review and/or approval of computer hardware and software acquisitions:

The MIS Committee will review all major acquisitions prior to purchase to confirm that the proposed hardware or software conforms to FMS goals and objectives listed above.

Small acquisitions may be made without prior approval. However, such acquisitions shall be reported to the MIS Committee so that all of FMS has information about such products. Whenever practical, organizations bring their plans for small acquisitions to the MIS Committee so that they can assist the purchaser with their collective knowledge.

A major hardware acquisition is any general purpose system, or any peripheral, with a purchase price of $1,000 or more. A major software acquisition includes any software designed to be operated by more than a single user simultaneously, and any software costing over $500.

The procedures for software acquisitions also apply to development of software applications. The MIS Committee reviews major development efforts before they begin; organizations bring smaller software development projects to the committee for general information after they have started.

Where possible, FMS users have access to a single copy of software programs installed on a central file server. Network software on the central server limits the number of "active users" to the number of purchased licenses. Exceptions to this method apply to software that users must configure for their unique requirements, and to software with licensing that prohibits central server access.

2. Selection and prioritization of work:

At each meeting of the MIS Committee, the director of Business Operations presents a list of the current MIS projects, showing their assigned priorities, the people assigned, and progress or status of each project.

At committee meetings, members present new requests. The MIS Committee approves or disapproves the request.

If approved, the MIS Committee develops a priority and schedule, considering current workloads and related projects, a proposed assignment of project responsibility within FMS, and comments on the availability of a source of funds. The committee refers the request and its recommendations to the AVP.

3. Project management and reporting:

The director of Business Operations coordinates all work approved by the committee and the AVP. The director informs the committee of project plans and costs before setting schedules or committing resources.

The MIS Committee reports the status of its projects to FMS directors at their bi-weekly meetings. The directors provide strategic direction to the committee concerning the goals set forth in this directive.

RESPONSIBILITIES:

1. The AVP is responsible for appointing members to the MIS Committee. The AVP is responsible for approving or disapproving committee recommendations.

2. FMS directors are responsible for proposing people to the AVP to represent their organizations on the MIS Committee. They are responsible for allowing their members sufficient time to perform their committee assignments, and the necessary authority to act on behalf of their organizations on MIS matters.

3. The director of Business Operations is responsible for providing MIS Committee leadership and scheduling MIS Committee meetings and maintaining MIS Committee records. The director is responsible for the management of MIS Committee projects.

4. Members are responsible for attending committee meetings, and for communicating with the directors and the organizations they represent. Members are responsible for becoming and remaining current about available hardware, software and systems features that might serve the MIS needs of their organizations or of FMS in general. Members are responsible for objective, comprehensive analyses of project requests.

 

REFERENCES: None

CANCELLATIONS: None

SIGNATURE:

 

Gary E. Robinson

Director of Business Operations

ATTACHMENTS: None