STC Change Management: Standards and practices

The UITS Student Technology Centers (STCs) are dynamic facilities. As such, one of the greatest challenges the STCs face is coordinating change in order to meet the ever-changing needs of users. Changes come about for a number of reasons:

• User demand: Users often find that one application no longer meets their needs, while another UITS-sponsored application has proven to be a more desirable alternative. At some point, the demand for a product falls to the point that it is no longer economical to support it. Conversely, demand for a similar but superior product increases to the point that enhanced support is justified.
  
  
• Software upgrades: Software enhancements are always on the horizon.
  
  
• Hardware upgrades: Improvements in software mean demand for faster hardware. Today's fastest workstations will be functionally obsolete in only three years.
  
  
• Operating system upgrades: Demand for more flexibility has led to vast improvements in operating systems in recent years. In some cases, these improvements have outstripped the ability of software vendors. As a result, occasionally it is necessary to displace software that will no longer function in our operating environment.
  
  
• Special requirements: Faculty often incorporate specialized software into their classes. While demand for such software is small, there are usually few alternatives. In support of the instructional mission of the STCs, UITS honors requests for such departmentally sponsored software whenever possible.

UITS encourages and promotes a dialogue whenever possible to reduce the likelihood that any user will be adversely affected by changes in the STCs. To facilitate this process, the following guidelines have been established:

• Follow the correct procedure to request software. To request new software in the STCs, submit a Software Request through the STC web site. In the menu on the left side, click Request for Services. By following this procedure, you receive a higher level of service and fewer delays. The STCs will not handle requests unless they are submitted through this process.
  
  
• Submit software requests early. Hundreds of software applications are available in the STCs. For UITS to have adequate time to support each application, strict deadlines have been established for submission of requests. To be sure that your request is processed in a time frame that suits your needs, please observe the posted dates. Requests made after the deadline will be handled on a first-come, first-served basis. For more, see About the STC Software Partnership Agreement.
  
  
  • Software requests for the current semester may be delayed. Once the semester is underway and all previously received requests have been processed, then UITS can address last-minute requests. In short, UITS cannot guarantee that requests made during the current semester will be met prior to the beginning of the next semester.
    
    
  • Make STC-related requests (as opposed to software-related requests) the fall before the change is required. Requests involving changes to hardware, or to the centers themselves, often involve money set aside as part of the Annual Planning process. Further, such changes are reserved for fall semester only. To ensure that sufficient funds are available, please make your requests early by emailing STC Change Management to begin the planning process.
  
  
• Regularly visit the STC web site. To keep up to date with the latest announcements from the STCs, visit the STC web site.
  
  
• Read the UITS Monitor. During the academic year, UITS publishes a weekly email newsletter that provides its readers up-to-date information about what's going on at UITS. UITS routinely publishes articles in the Monitor pertaining to matters involving the STCs, Residential Technology Centers (RTCs), and the standards and practices of the team.

For more information, email STC Change Management.