HKUST - Information Systems Steering Committee
Background

The Information Systems Steering Committee (ISSC) was initially formed in 1997 by the then Vice President for Administration and Business, at a time when the University was undergoing tremendous growth/expansion and demands for information system services far exceeded the capacity of the service providers (primarily the Information Systems Office). It is therefore necessary to establish an effective mechanism at the appropriate level to set priorities among competing demands. The ISSC was established to serve this purpose. Its primary objective at the time was to review requests for information system services and to set priorities on which projects should be undertaken, based on resources available.

With the decision to transform the University’s major information systems to an Enterprise Resource Planning (ERP) based software package in 2009, a project governance structure was put in place. The Information Systems Project Steering Committee (ISPSC) was charged with the oversight of the ERP implementation and replaced the ISSC in providing leadership in information systems development and direction.

The mission of the ISPSC was well accomplished in 2011, with the successful launching of the Student Information System (SIS) in May/July, and the Financial Management System (FMS), and Human Resources Management System (HRMS) in August. 

Despite the successful implementation, there is still much work to be done. It was well anticipated (at the start of the ERP project), that the recent system launching essentially represents only the first phase of the ERP implementation. To build on and reap the benefits of the new information systems structure, subsequent phases, enhancements, and diligent ongoing support will be required. Essential system functions that are not covered/provided for in the ERP packages will have to be addressed. Continued leadership in the direction of information systems development is therefore imperative.

In an earlier meeting of the University Administrative Committee, it was recommended that the ISPSC arrangement (with its project-driven structure and terms of reference) should best revert back to the ISSC arrangement, with a re-vamped set of terms of reference to provide information systems directions on a more broad-based, university-wide (instead of project based) basis, encompassing both ERP and non-ERP related system efforts.

The revised Terms of Reference and Membership of the new ISSC are provided below.

Terms of Reference

 

Reporting to the President, the Information Systems Steering Committee (ISSC) shall be responsible for setting the overall direction of all information systems matters of the University.

In this context, the ISSC will

 
1. establish and review procedures for the request of information system by all departments and offices;
2. initiate/receive and assess all requests for major information system development and enhancement, and, for those requests deemed essential, determine their scope, relative priorities, timing, and resource requirements;
3. plan and acquire funding for essential resources where necessary to support such system undertakings;
4. receive, review, and monitor the status of  information system projects in progress;
5. initiate/receive and review/decide on issues related to information systems matters, including system and data policies, business processes, and functional responsibilities;
6. appoint taskforce(s) and working group(s) to review and make recommendations on such issues as appropriate, and to co-opt additional members as necessary;
7. report regularly to the President through the University Administrative Committee (UAC).
Membership

The ISSC will compose of the following membership. It is anticipated that additional members will be co-opted as necessary over time.

Chairman:

Vice President for Administration and Business

Vice Chairman:

Mr. Philip Wong
AVPAB and Director of Finance

Secretary:

Mr. William Tung
Director of Information Systems

Members:

Mr. Robert Brashear
Director of Academic Records and Registration    

Ms. Yvonne Ho
Director of Human Resources

Dr. Joe Kwan
Director of Health, Safety, and Environment

Dr. Samuel Kwan
Director of Information Technology Services Center

Mr. Michael Cheng
Director of Purchasing

Prof. K Y Tam
Dean of Students

Mr. Michael Fung
Director of Planning and Institutional Research