Purpose:
Guide the overall priorities and oversee the implementation of major project work on the PeopleSoft Finance, HRMS, Payroll and Budget systems.
Objectives:
- Provide a forum for the main stakeholders of UBC’s PeopleSoft systems (FMS, HRMS, Payroll and Budget) to discuss the state, issues and opportunities of these systems.
- Receive proposals for significant project work that adds or changes major functionality in these systems.
- Approve project budget proposals and ensure funding is available for both project work and ongoing maintenance.
- Approve implementation plans, change management & training and resourcing.
- Supervise the implementation of approved projects through regular reports presented by project managers.
- Help project teams escalate and resolve project issues.
- Escalate as required issues and opportunities that have a campus wide impact to the Executive Steering Committee
Discussion inputs:
- Administrative IT needs as expressed by the non-academic community
- Teaching and research IT needs as expressed by the academic community
- Institutional policies and strategic directions
- Technology opportunities and risks as expressed by the CIO and other members of the IT community
- Proposed IT policies, strategies and high-level architectural directions
- Discussion and information topics brought forward by other Steering Committees and Advisory Groups within UBC’s IT Governance framework
- Project findings, recommendations, issues and risks
- Monthly project financial reports
Discussion outcomes:
- Strategic direction for HR and Finance systems evolution
- Priorities for HR and Finance systems projects
- Advice and direction on the planning and delivery of HR and Finance systems projects
- Advice and direction on the allocation of funding and resources for HR and Finance systems projects
Committee Chair:
The Director, Administrative Systems Management chairs the HR/Finance Systems Governance Committee. The role of the Chair is to:
- Schedule the meetings
- Set the meeting agendas
- Lead the meetings
- Ensure meetings are minuted and minutes are circulated promptly
- Ensure that agreed follow-up actions as documented in the meeting minutes are completed
Procedures:
- The HR/Finance Systems Governance Committee will meet monthly. Video conference facilities will be used as required for members who are at UBCO.
- A minimum attendance of five members constitutes a quorum. Participation by video conference or by telephone is allowed.
- One vote per committee member; proxies are not permitted
- Urgent consultations and decisions may be requests for extraordinary needs through email circulation at the discretion of the Chair.