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Selection and Implementation of 3rd Party Application Systems
The goal of the App Team is to enable university staff and students through the use of large scale computer application systems. For several years Banner has been the campus wide Enterprise Resource Planning system (ERP) that is used for nearly all business processes at SPU. The use of an ERP system provides us with the enormous benefit of having all university data synchronized in one unified system making it easier to access information and support the infrastructure. While this is a tremendous benefit to the organization, its cost is limited extensibility and customization that often gives rise to the demand for 3rd party applications to better serve specific business needs.Often times
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Questions For New Systems
Often new 3rd Party systems are necessary
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to improve business operations
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. The selection and implementation of these
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technology tools is a critically important task and there are many questions
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to be answered
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before the purchase of any new system:
- Can the business need be solved within
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- any currently owned SPU systems?
- Will new
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- equipment need to be purchased and what are the initial and
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- ongoing costs?
- What effect, if any, will the application have on other departments or staff?
- What
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- are the annual
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- savings costs and savings of the system, including estimated FTE cost in support and training
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- ?
- How does adding the support of this new system affect available support for existing systems?
- How will this system share data with other systems, such as Banner?
These questions and more must be addressed in the feasibility analysis of any new system and many of these can only be answered by CIS. The Central Systems Team will need to be consulted on any hardware purchases and in discussions about data storage and backup. The App Team will need to be involved in any discussion about application support, maintenance, and integration. CIS's involvement in the decision making process for any new software system purchase is critical to the success of the project.
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- What state and federal regulations may impact SPU's usage of the system?
Computer and Information Systems staff can help guide you through this process with. See Project Intake for information about submitting a new project request to CIS.
Enterprise Software Acquisition Policy
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Any new systems purchases must comply with the Enterprise Software Acquisition Policy to receive CIS support. It can be helpful to review and consider the requirements at the ideation phase of your product selection process. Technical review can also take weeks to months, so make sure to get started early.
Accessibility Compliance Checklist
It is up to all departments at SPU to ensure that the software they procure complies or intends to comply with these regulations.
Cloud and SaaS System Checklist
Cloud or SaaS software takes special consideration. It usually comes with significant cost reduction, but also carries more risk. See the Cloud Computing Policy and review the SaaS Software Checklist for details on what to consider.
Contract Review
Any software purchase that requires any type of signed agreement must be reviewed by the Computer and Information Systems. This process can often take weeks to months, so make sure to get started early.
Cost Estimates
In Washington state, the sale of software and some associated services are taxed. Review the state's IT Tax Information page to help you estimate implementation and purchase costs.
Data Usage / Institutional Data
If the new software or system needs Institutional Data or may generate new institutional data, please review the Campus Data Policy and Data Regulatory Compliance to understand the regulatory and policy requirements for the information you expect to use. If the data is steward or governed by a separate business unit, you must obtain approval to use that data from that unit. For example, to use student data, you need approval from the Office of the Registrar.