ECMS - Enterprise Content Management Service Administrators/Security Team (IAST) Charter

This document lists the Enterprise Content Management Service Administrators/Security Team (IAST) Charter.


Enterprise Content Management Service

Enterprise Content Management Service Administrators/Security Team (IAST) Charter

Purpose

The Enterprise Content Management Service Administrators/Security Team (IAST) is the primary means by which the operational needs, work, and security of the Enterprise Content Management Service are discussed with the department leads and administrators. IAST allows department leads and administrators to meet regularly to discuss the various goals, issues, concerns, plans, and security aspects of working in the Imaging system.

Administrators/Security Team Goals

Discuss the Imaging service with other administrators and Enterprise Content Management Service Team representatives key aspects of using the Enterprise Content Management Service Team. Provide administrator and department lead a forum to discuss their perspectives on goals, issues, concerns, plans, and security aspects, and be a sounding board for Enterprise Content Management Service Team deliverables.

Enterprise Content Management Service Administrators/Security Team Outcome

The Enterprise Content Management Service Administrators/Security Team will be considered a success if:

  • IAST establishes an professional environment for dialog.
  • IAST members freely share experiences with issues and their resolution.
  • IAST members represent and advocate for their departmental users needs and concerns.
  • IAST members work to operationalize the Customer/Partner responsibilities detailed in the Enterprise Content Management Service Service Level Agreement.
  • IAST members work with the Enterprise Content Management Service Team for planning, testing, and evaluating upgrades and new service components.
  • IAST members assist in vetting appropriate regulatory and government agency security recommendations in Enterprise Content Management Service decisions.

Terms of Membership

According to the Enterprise Content Management Service Partner SLA all departments using the Imaging system designate a Department Lead for the department to handle administrative tasks on the department's behalf and represent the department's interests. By virtue of such identification an individual is responsible for participating "in monthly Imaging Administrator/Security Team meetings."

A member’s position on the IAST is declared vacant if the member leaves University employment or takes a position at another University department such that they can no longer represent the department of their former employer. In a case where a member’s position is declared vacant, the Enterprise Content Management Service Team Lead will request an alternative representative from the department to fill the position.

Advisory Group Operating Guidelines

Convening of Meetings

  • Meetings will be held at the time and place chosen by the IAST in the course of their meetings, approximately monthly throughout the year.
  • IAST members will be informed of meetings through email or direct mail, depending on his/her preference, at least two weeks prior to the meeting.

Communication

  • Email: the Enterprise Content Management Service Team should be copied on all correspondence, and if the Enterprise Content Management Service Team chooses to open a dialogue via email, all IAST members will be copied.

Conduct of meetings

  • Meetings will be facilitated.
  • Informed alternates are acceptable and encouraged if the IAST member cannot attend.
  • Meetings will end with a clear understanding of expectations and assignments for next steps.
  • Meetings are expected to be one hour and not exceed two hours. Extension of time, in 15 minute increments, will require the consent of the majority of members attending that meeting. Consensus will be indicated with a show of hands.
  • The Service Team Lead will keep a record of meeting attendees, key issues raised, and actions required. Comments from individual members will generally not be attributed and a verbatim record of the meeting will not be prepared.
  • The previous meeting record and a meeting agenda will be forwarded to members of the Imaging Administrator/Security Team (IAST) at least one week before the next meeting. Any changes to the record of the past meetings shall be in writing and forwarded to the Enterprise Content Management Service Team prior to the next meeting.

Meeting Ground Rules

  • Speak one at a time – refrain from interrupting others.
  • Wait to be recognized by facilitator before speaking.
  • Facilitator will call on people who have not yet spoken before calling on someone a second time for a given subject.
  • Share the oxygen – ensure that all members who wish to have an opportunity to speak are afforded a chance to do so.
  • Maintain a respectful stance toward towards all participants.
  • Listen to other points of view and try to understand other interests.
  • Share information openly, promptly, and respectfully.
  • If requested to do so, hold questions to the end of each presentation.
  • Make sure notes taken are accurate.
  • Remain flexible and open-minded, and actively participate in meetings.

Roles and Responsibilities

The Imaging Administrator/Security Team (IAST) is an working group of Enterprise Content Management Service.

Imaging Administrator/Security Team (IAST) members agree to:

  • Provide specific local expertise, including identifying emerging local issues and perspectives.
  • Review Enterprise Content Management Service Team reports and comment promptly.
  • Attend all meetings possible and prepare appropriately if necessary.
  • Relay information to their constituents after each meeting and gather information/feedback from their constituents as practicable before each meeting.
  • Articulate and reflect the interests that IAST members bring to the table.
  • Maintain a focus on solutions that benefit their constituents.

Enterprise Content Management Service Team Lead agrees to:

  • Provide IAST members the opportunity to collaborate with other departments and groups on making recommendations for the Enterprise Content Management Service Team.
  • Keep IAST constituencies informed of progress.
  • Provide documentation to support concerns and/or recommendations.
  • Provide technical expertise.
  • Brief local decision makers and produce briefing materials and reports.
  • Provide early notification of IAST meetings and provide ten working days to review and comment on technical reports and other documents.
  • Manage logistics for meetings.

Communication

Imaging Administrator/Security Team (IAST) members will be informed of meetings through email or direct mail, depending on his/her preference, at least two weeks prior to the meeting.

  • Meetings will be advertised on the Imaging website.
  • Enterprise Content Management Service Team documents and notices will be posted on the Enterprise Content Management Service Team website/wiki.
  • Email: Enterprise Content Management Service Team should be copied on all correspondence, and if Enterprise Content Management Service Team chooses to open a dialogue via email, all IAST members will be copied via the IAST email list to which IAST members are subscribed.

Decision Making

Imaging Administrator/Security Team (IAST) is a working group. Members will strive to reach agreement, when such is required, by consensus at a level that indicates that all partners are willing to "live with" the proposed action. Members will strive to work expeditiously and try to avoid revisiting decisions once made. The Enterprise Content Management Service Team Sponsor retains final decision-making authority.

Conflict Resolution

When an issue arises that cannot be easily resolved, IAST members agree to:

  • Determine if the issue should be resolved within or outside of the IAST and participate however is appropriate.
  • Ensure the appropriate decision makers are at the table to resolve any issue.



Keywords:Imaging Imaging System WebNow ImageNow perceptive content terms of service use ecm ecms enterprise content management imaging imagenow perceptive   Doc ID:30138
Owner:Guy S.Group:ECMS
Created:2013-05-13 12:47 CDTUpdated:2015-05-27 15:32 CDT
Sites:DoIT Help Desk, ECMS
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