Project ORION Issues Resolution Process

Rev. 11/04/97

Throughout the work of Project ORION, careful regard for the University's best interest will direct the review of policies, procedures, and common practices affected by the implementation. The first stage of this review is a project scope that will analyze the congruity of the new system as delivered and the existing policies and procedures of the University.

Other universities' experience indicates that the system as delivered will match UofL's current practices for 70% to 80% of the system functions. Where university practice and the system are not congruous, or where the new system makes better practices possible, the university may customize the system or modify the current practice. Good decisions about change will determine the success of the system's application to this University's needs; the timeliness of these decisions will affect the cost and effectiveness of the implementation process.

Issues Database

During the implementation, any issue -- whether of policy or of operational practice -- will be indexed on the Issues Resolution List for comment by the University community. This list shall also indicate the date for timely action on each issue.

Operational Issues Resolution

Most implementation issues will arise from clashes between the system's functions and the current operational practice (not policy) of the university. As chief operating officer, Provost Garrison has the final responsibility for decisions that will reconcile such clashes. Wherever possible and appropriate, however, Provost Garrison will put the resolution of these operational issues in the hands of the responsible vice presidents and their divisional officers, acting through the project management team. That team is responsible for exercising every diligent and timely care in consulting with the constituencies, the other administrative officers of the university, and the unit faculties, as necessary, before a resolution is determined. In any case where the proposed resolution entails either costly customization of the software or major changes in university-wide operational practice, a proposed resolution shall be presented to the provost and vice presidents for a decision.

Policy Issues Resolution Process

Changes in university policy must be undertaken only after due consideration of their overall effect. Where an issue of policy emerges during the project scope phase, the project management team will coordinate the information-gathering and resolution process. The sequence outlined below should provide the necessary balance between consensus and timely action:

1. An issue may be identified as a policy/system conflict by the core project team in the project scope phase or by another project participant or group at any stage of implementation.

2. The issue will be defined and forwarded, together with any possible or recommended resolutions, to the project management team for review.

3. The project management team will verify the issue. If this review determines that a conflict exists (or that a better practice is possible if a policy is changed), the project management team will seek the timely advice of the advisory committees, the constituency senates, the unit faculties, or other appropriate groups. Where the issue touches the REDBOOK prerogatives of the faculty, the Office of the University Provost will be asked to work with the Faculty Senate or the unit faculties to recommend a timely resolution.

4. Based on the advice received, the project management team will recommend a preferred resolution to the vice president for information technology for review and action by the university provost and vice presidents.

Updated 11/20/97

Comments and questions to project.orion@louisville.edu