Collaborative System Feature Authorize/Deny/Deprecate (e.g., Zoom, Google, M365, etc.)

Introduction

This process is how new features for collaborative systems such as Zoom, M365, and Google are approved, denied, and over time deprecated. Each system such as Zoom has a unique set of stakeholders that comprise membership of the team. The team meets on a regular schedule (e.g., monthly, twice a semester, annually, etc.) to review new features. In addition, each team will assess how the last set of features is working and whether changes are warranted, and if there are any features the vendor is deprecating or would be in the best interest of NDSU to deprecate.

Membership

Membership is determined per system and established by CDS Director. Objective is to have smaller teams that are thinking about their subject matter expertise (SME) and also broader possibilities for NDSU.

Zoom

Convenerer - Melissa Stotz
General use, campus communication and collaboration, etc. SME's -
Meetings, events, webinars, etc. SME's -
Teaching and learning SME's (has overlap with Meetings, events, webinars, etc. too) -
Voice-related SME's -

Google

M365

Processes

Approximately a week or more before the next meeting the convener (or designee) provides team with list of new features to be discussed and list along with decisions for last meeting's list
Team reviews all features prior to meeting to make meeting as short and productive as possible
Review new list of features and determine a status for each. General perspective is looking to approve them and determining concerns that would question whether they should be approved. Possible status':
1. Approved - immedate release to everyone (immediately turned on for all users)
2. Approved - immedate release for anyone to initiate (available for any user to turn on themselves)
3. Approved - release to everyone upon condition (once campus communication, KB articles, video Clips, etc. produced and ITSC aware turn the feature on for all users)
4. Approved - release for anyone upon condition (once campus communication, KB articles, video Clips, etc. produced and ITSC aware all users to turn the feature on at their liesure)
5. Hold - additional research needed (typically performed by this team's SME(s))
6. Hold - security or privacy concern(s) (convener will work with AVP and/or Security)
Review last meeting's list to determine if there are any that should have their status changed, additional support materials developed, etc. based on experience since they were introduced