The following outlines the change management procedures for Ellucian Colleague.

Software Updates

IT and/or various functional areas are notified by Ellucian when software updates are released. Software updates are applied quarterly or as needed. These software updates should be applied to the system in sequence to ensure continuity and integrity in the University’s processes and databases. Not applying software updates in a timely manner will delay the process of maintaining an up to date system and could inhibit Spalding’s ability to move forward with system enhancements. Once software updates have been applied to the Live database, they cannot be backed out.

Process

1. Ellucian issues software updates and posts information in client portal.
2. IT Colleague Administrators: downloads and installs the software updates to the Colleague Test environment, researches software updates and the impact on the system, compiles a summary and detail list of install software updates, and provides the generated details to the Ellucian CORE Team.
3. Testing procedures are as follows:

• Email will reference patch testing
• Patch names and brief descriptions of the software updates to be tested
• Attached or link to detail patch documentation from Ellucian for each assigned patch
• Recipients of the notification will be instructed to review the software update notes and to perform testing/verification of the performance of their department’s critical areas of the Colleague application
• A specific deadline no sooner than two weeks after the initial notification will be issued on which testing should be completed
• If issues arise during testing, the department is required to respond before the deadline to resolve the issue or postpone deployment of software updates to the Live Colleague environment
• Patch details and documentation will be placed on the shared IT network drive

4. Upon arrival of the deadline, and barring any issues causing delay, IT will install software updates in the Live Colleague environment during non-peak hours.

Software Customization

A change to an Ellucian will only be made when:

• Alternative solutions, including changes in office procedures, have been explored and have been determined to be unsuitable.
• The change does not affect Ellucian's processing logic or flow of data, and
• The change is necessary for the continued effective use of the administrative system.

When these conditions are satisfied, a change may be made in accordance with the following procedures.

Change Management Procedures

1. Initiation
   A change request may be made to the Executive Director of IT by any user member of the Ellucian CORE Team. The Requestor will describe the change and the reason for it and will specify the date by which the change is required.
2. Change Request Documentation
   If after consulting with the Requestor to explore alternative solutions the Executive Director of IT concludes that the conditions for a change have been satisfied, the Executive Director of IT will document the request in the IT ticketing system:
   1. identifying Requestor, the request date, the Ellucian application and/or module affected and the person or persons who must approve the change
   2. describing the change and the reason for the change; and
   3. summarizing the impact the change will have on the system
3. Approval
   The Ellucian Software Modification form must be approved by the Ellucian CORE Team and the department/unit head affected.
4. Software Modifications
   The Executive Director of IT will assign an approved change request to the appropriate IT staff member.
   The IT programmer will develop the software modification specifications. If the change affects Ellucian supplied code the senior analyst will make a backup of the original Ellucian code and move a copy of the code to the custom development area.
   The programmer will make the required change in the custom development area, do appropriate unit and system testing and complete the Ellucian Software Modification form.
   The Senior Programmer will review the change to ensure that the change was made in accordance with programming standards and that the changed system functions as required and will review the documentation to ensure that it is complete.
   The Senior Programmer will then make the changed system available in the test area for review by the Requestor.
   Any problems discovered by the Requestor will be directed to the Senior Programmer who will ensure that appropriate modifications are completed.
5. Change Request Sign-off
   Once the Requestor and the Senior Programmer approve the change, the Senior Programmer will provide the Applications Manager with the documentation.
   Once the person approving the request has also approved the change, the change will be made available in the live system.
6. This Policy and the related standards shall be reviewed and maintained regularly, but no less than once per year.