CHANGE MANGEMENT CONTROLS
Procedure 2210
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Proposer: Michael Jacob |
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Section: 2200s – Technology Advancement & Support |
Last Review Date: When was the last review conducted by responsible area. |
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Responsible Area: Technology Advancement & Support |
Effective Date: 09/10/25 |
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Policy/policies the procedure is based on: 1138
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Procedures that may be impacted by revisions: New 8/30/2019; Revised 10/02/2023, 06/25 |
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Revision History: 8/30/2019, 10/02/2023, 06/25 |
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1.0 Scope
The procedure applies to Jenzabar System Maintenance Orders [SMOs] and other changes to additional programs or systems that alter data or code in Jenzabar.
2.0 Purpose
Change management controls are established to ensure changes to the Jenzabar CX and integrated systems and programs be documented, authorized, tested, reviewed, and approved prior to being put into use.
3.0 Definitions
3.1 Enterprise Resource Planning [ERP] system – Higher education ERP systems manage and automate workflows at colleges and universities. They standardize and streamline the flow of information between all business functions and departments within an institution. This is made possible by the ERP combining the functionality of multiple systems such as a Student Information Systems (SIS), school administration software, human resources, and financial management. NPC’s current ERP is Jenzabar CX.
3.2 System Maintenance Orders [SMO] – Updates provided by the ERP vendor to fix bugs, patch security vulnerabilities, enhance the software, and to keep the system in compliance with federal regulations.
4.0 Procedure
This procedure outlines changes for Jenzabar SMOs.
Requested changes that are not related to a SMO will be addressed to the Technology Advancement and Support [TAS] Leadership Team for review and when needed to the President’s Cabinet for action.
The Chief Information Officer (CIO) or Designee will review the request to determine if approval for moving to development should be granted.
If approved, the Director of Enterprise and Data Systems or Designee will coordinate with the Systems Analysts to create a development plan and assign staff members to perform the required testing in a controlled testing environment.
If not approved, the Director of Enterprise and Data Systems or Designee will notify all affected users of the decision.
Once development has been completed and signed off by the responsible Systems Analyst, the change will be moved to a test phase environment. The Systems Analyst and assigned staff members responsible for testing must be different from those who developed the change. Upon satisfactory test and thorough documentation of changes, the Director of Enterprise and Data Systems or Designee will approve or deny the release of this change to the production environment. A Systems Analyst who was not involved in the test phase will be responsible for implementing the change into the production system.
It is imperative to ensure that the responsibilities for developing and implementing changes be separated from the responsibilities of authorizing, testing, and approving changes.
Documentation will be maintained for testing changes and the results and be placed in a change management log for permanent record storage.
5.0 Inquiries
Direct inquiries about this procedure to: CIO
