Amazon Simple Email Solution.  Our Amazon SES replaced Sophos our former Email System.

Used to compensate faculty or staff for teaching in continuing education

Used to compensate faculty who perform additional duties beyond their normal responsibilities

Used to compensate faculty for course overloads

Used to compensate staff who perform additional duties beyond their normal responsibilities

Used to compensate an employee for work performed outside of the scope of their job

This involves changes that are made to satisfy a critical business need not previously identified, to avoid imminent failure or to avoid a potential failure due to a sub-standard configuration. Examples may include a single point of failure or a performance issue.

BN1 - Used for a one-time miscellaneous payment to an employee One-time Payment –

Used to compensate employees who have been granted a car allowance as part of their terms of employment as part of their contract

The process of successfully concluding or resolving a specific case or issue.

Used to pay animal technicians for certification

Describes why, the reason for change, including the business benefit that we hope to achieve, the what - hardware, software, system architecture or a combination that will be subjected to change, who/Impact – (urgency and risk):
a)    what is the change touching? 
b)    what is the potential impact of this change and to whom? 
c)    what is the risk of doing or not doing this change to the student system?
d)    what are the possible indirect or direct service and user impacts and consequences of the change and how to avoid them. list any interdependencies.

Dedicated to planning, executing, and managing changes in technologies, or systems. It is a vital element of change management, aimed at empowering stakeholders to effectively embrace and maximize the benefits of these changes in their environment.

The UITS staff person who submits the change is accountable for all aspects of the change process, including planning, documentation, review, execution, and follow-up. They are responsible for entering and documenting the change, as well as providing information to aid evaluation. The change status must be updated to "in progress" when the work starts and then to "complete successful", "rolled back", or "complete with failures" after the work. Changes must not proceed without proper approval, except for emergency changes as noted below.

Describe how - steps needed to implement, roll out or back out the change as well as testing (can be a link in dropbox if needed). an estimated time to back out/roll back needs to be provided.

The person or group requesting the change and is responsible for working with the Change Owner to complete the Change request. The Change Requestor may assist in scheduling or approving unscheduled down time as well as notifying affected users of the change and its impact.

Provide a brief description of the Change.

Chemicals, excluding radioactive materials. 

Used to provide financial benefit to eligible employees to assist with the cost of obtaining child care

Used to pay unused Comp Time to an employee at the time of separation, change of status, or in accordance with union contracts.

Used to compensate faculty or staff who serve as a program coordinator

Has the potential to cause a major disruption to business operations or to put the safety of people or property at risk. It should be resolved as soon as possible

Customer has decided to defer this request.

The Customer has decided to defer this request.

The customer was able to resolve the issue on their own, either with the help of documentation or by finding a workaround.

The issue still exists but the customer no longer wants resolution.

Used to pay an employee compensation deferred during employment

A reduction in the quality or speed of an IT service.

Diesel #2.

Certification and compliance for federally funded employees’ financial transactions and reporting.

Used to provide monetary assistance in emergency circumstances

Generally defined as changes that need to be completed sooner than allowed for Routine or Normal changes. There are two types of emergency changes; restoration and avoidance. Completed change control documentation must be submitted within one (1) business day after resolution of the emergency.

ERE/EOD - Used to recognize an employee’s exemplar performance
ERS - Used to record a student’s exemplar performance. This code should only be used for students.
 

Used to compensate employees identified as essential during an emergency

Used for a discretionary performance bonus given to an executive in accordance with their individual employment contract

Rental of Facility Equipment: Items necessary for the operation of programs of a state facility. For example: machinery, instruments, appliances, tents, and modular units.

Rental/lease items necessary for the operation of programs of a state facility, for example: machinery, instruments, appliances, and modular units.

Items necessary for the operation of programs of a state facility. For example: machinery, instruments, appliances, and modular units (trailers). Includes Plant, Shop, Operational Equipment and equipment associated with implementing energy savings conservation measures ($5K or more).

Items ($5K or more) necessary for the operation of programs of a state facility. For example: machinery, instruments, appliances, and modular units (trailers). Includes Plant, Shop, Operational Equipment and equipment associated with implementing energy savings conservation measures.

Used to compensate faculty who serve as Faculty-in-Residence (FIR) to implement that FIR program

Farm Animal Supplies: Includes stable and barn supplies and livestock feed.

Provides access to financial transactions and reporting.

Fuel for vehicles (does not include fuel reimbursements to employees).

Fuel for Buildings - Fuel Oil #6. 

Gases, Demurrage, and Cylinder Lease: For the purchase of compressed, liquid, and specialty gases, and their requisite container charges.

Used to provide graduate tuition assistance

Fertilizers, trees, vines, seeds, bulbs, plants, pesticides, road salt, sand, & grounds keeping supplies.

Used for reimbursement of health insurance premiums paid for the eligible group of employees which includes faculty (Assistant Professor level and above) and executives. The reimbursement is paid every pay period in which a health insurance deduction is taken

Heating, air conditioning, and water treatment, chemicals and supplies. For example: filters, and boiler, treatment chemicals (caustic soda, calcium chloride, Freon, chlorine, etc.).

Heavy Equipment Rental/Lease - For example: front-end loaders, backhoes, bulldozers, tractors, cranes, dump trucks, etc.

Causing a significant disruption to business operations. It should be resolved within a short period of time

Used to pay unused Holiday time to an employee at the time of separation, change of status, or in accordance with union contracts.

Used to record housing assistance that is being paid to the employee as taxable income

Provides self-service & back-office access to human resources information for employees and managers at the University.

Provides self-service & back-office access to human resources information for employees and managers at the University.

Oracle Identity Cloud Service (IDCS) is an Identity-as-a-Service (IDaaS) solution available in Oracle Public Cloud (OPC). These are the links that campuses and their customers use to access Campus Solutions.  Implemented for UMBOS summer 2022, UMDAR, January 2023, and UMLOW March 2023

A way to measure the severity of an event and its potential to disrupt the normal operations of the business processes and services

Describe the potential impact of this change including the services and audiences that could be affected either directly or indirectly from this change. 

Used to recognize achievement against targeted goals

Something is broken, and I need it fixed so that I can get my work done

Used to accrue time while on workers’ compensation

Used to buyback accrued time and adjust taxable wages and tax for workers’ compensation

Used to process a manual check with negative gross and net earnings to account for the workers’ compensation check received by the Bursar

Used to pay employees who were injured by a patient or prisoner to make up for lost pay not covered by workers’ compensation

Used to pay police when injured while on duty (per contract)

The change owners manager is responsible for approving change requests for their staff. All Managers should delegate a backup approver. In doing so, they are responsible for ensuring that: changes are properly documented; adequate notification has occurred; there are no apparent scheduling conflicts; and the appropriate change control is used (Normal, Routine, or Emergency).

Computer (IT) Cabling - Cost of installing and maintenance of computer cabling. Involves wage rates. Must be processed through Facilities Planning. (ADP cabling).

A want or need something that exists but I currently do not have to more effectively perform my job duties.

Fabricated equipment components.

Used to reimburse life insurance payments as part of the contract (earning code LIF is imputed income for life insurance paid by the university)

Used for one-time payment to academic faculty upon retirement based on length of service

Not causing any disruption to business operations It can be resolved at a later date

Used to make lump sum merit payments to employees

Used to make lump sum, non-merit payments to employees

An unplanned interruption or a severe reduction in the quality of a UITS Services* that results in the broad or severe disruption (blockage with or without workaround) of services for all, multiple, or an individual campus(s).

The structured process of effectively identifying, responding to, and resolving critical incidents that severely disrupt IT services, with the primary goal of minimizing downtime, restoring services, and mitigating negative impact on business operations.

Widespread service disruption.

Used to compensate a classified employee for meal money, taxable under the bargaining unit agreement

Causing a minor disruption to business operations. It should be resolved within a reasonable period of time

The zoom established and used to coordinate resources and get updates as needed.

The ITSM person responsible for coordinating the MI.

Used to pay employees who is called up for Military Duty.

Motor vehicles, including passenger vehicles, airplanes, helicopters, passenger trucks and lawn mowers/tractors greater than 90 h.p. Includes motorized vehicle equipment accessories. 

This includes any planned change not specifically defined under Routine Changes. Completed change control documentation must be submitted a minimum of five calendar days in advance of the requested change date. These are either completed in pre-existing maintenance windows or during a time pre-negotiated and approved by the business. Unless specifically negotiated and approved by the business, these changes should not happen during the business day. These changes must be approved prior to implementation by the Change Owners manager or designee. The change owner and internal approver cannot be the same person. Except in the cases noted below under Emergency Changes, changes should never be performed without the appropriate approval. One change to one release/major project is adequate unless audit requirements necessitate separation. In this case, the project manager/manager creates the change.

Used to compensate employees who cover on call shifts

The process of guiding organizational change to a successful resolution, and it typically includes three major phases: preparation, implementation, and follow-through.

A period of time during which a system, service, or product is unavailable or not functioning as expected.

The person accountable for working the case until it is satisfactorily closed/cancelled or transferred

Include a description of the outcome, validation status, and details about this change.

A way of categorizing and managing an incident or it service request based on the criticality or the level of disruption (impact) as well as the timeframe

A tangible item that can be offered to customers as a solution to meet their needs or requirements.

Used to assign work (incidents/it service requests) to team members based on organizational structure at the manager/smt/emt level.

Radioactive Materials.

Specify the reason for change, including the business benefit that is expected from this change.

Used to pay employees who refer new employees under the campus referral program

An email to the executive team sumamrizing the major incidents the impact, findings and next steps.

Purchase of live animals for research or campus use.

Maintenance on non-IT items necessary for research or for instructional use in a teaching setting.

Laboratory Supplies - Items such as glass, syringes, needles, testing materials, protective gear.

$5,000 or greater. Non- IT items necessary for research or for instructional use in a teaching setting.

The appropriate course of action to mitigate the impact or the root cause of the problem, and implementing that solution in a timely and efficient manner

This involves changes to the environment that are required to restore service lost due to software or hardware failure. As an example, this would include any un-planned server or other hardware-boots or reconfiguration necessary to stabilize the environment as well as adding additional hardware or software to bring a service back on line.

Used at time for retaining an employee.

Describe the steps needed to back out this change. Can be a link to dropbox if needed. 

Changes that are implemented often with repeatable steps. They have been completed many times in the past and pose low to no risk. Completed change control documentation for Routine Changes must be submitted 1 business days in advance of the requested change date. Routine changes can either be done during existing maintenance windows or because there is low to no risk these changes can be scheduled during the business day though specific times will be negotiated.

Used for payment for intellectual property, which may include course development

A means of delivering value to customers by facilitating outcomes that customers want to achieve without the ownership of specific costs and risks. 

An email template for initial and closure Mailchimp communications that is sent to customers from UMSO Help Desk Notifications.

Used to process a payment for students only that is the result of a settlement agreement

Used to process a payment that is the result of a settlement agreement

Used for a payment made to an employee directly related to the separation of their employment

Used for annual payment for active employees for unused sick time as part of their union contract

Used for one-time payment of unused sick time to employees upon their retirement

Used as part of an offer to a new hire

A way of tracking the progress of work (incidents/it service requests)

Work is no longer needed

Work is complete

Work is blocked until customer provides an update or more information

Work is being assessed or is starting 

Work has not been done or assessed

A backlog of our work 

The UMass Shared Service status page.

Work is blocked until a third party vendor (non-UMSO and non-Campus party) provides an update or more information

BN3 – Used for a one-time miscellaneous payment to a student

Online access to self-service tools for students, faculty, and administrators at Boston, Dartmouth, and Lowell.

Manage study abroad requests

Used to compensate faculty for work done in excess of their normal responsibilities specifically for summer work or work funded by grants

Used to compensate faculty or staff working to support activities under the National Science Foundation (NSF) grant

Used to pay accrued personal and certain accrued comp time to an employee upon separation as dictated by policy and/or union contract

Used to pay 20% of accrued sick balance to an employee upon their retirement

Used to pay accrued vacation time to an employee upon separation

Automobile Maintenance - Tools and supplies necessary for vehicle maintenance. Maintenance and Repair Parts/Supplies, including equipment enhancements.

Tools & Supplies – Carpentry.

Electrical tools and supplies (Not for the purchase of fixtures or equipment). 

Tools and supplies for facilities use.

Plumbing tools and supplies (Not for the purchase of fixtures or equipment).

Used to compensate new hired employees for transition relocate allowance (earning code MET used when the vendor is paid via A/P check to impute the income)

The issue was not able to be resolved and the request has been deferred.

The issue was resolved by the IT department or support team.

The issue was resolved by the IT department or support team.

The issue was not able to be resolved.

Used for the reimbursement of uniforms under the collective bargaining agreement (earning code UAT used when the vendor is paid via A/P check to impute the income)

The degree of business impact that an incident or service request can cause and the timeframe in which it needs to be resolved

Used to pay unused vacation time to an employee at the time of separation, change of status, or in accordance with union contracts

General, including short- or long-term vehicle rental or lease for departments Includes rental of buses from outside vendors for student transportation.

The issue was resolved by the vendor or supplier of the product or service in question.

The issue has been identified as a feature request or bug by the vendor.

Used for a payment for an employee or faculty member who provides advanced notice of their intent to retire

Describe the hardware, software, system architeture or combination that will be subjected to change.

Schedule, host, and attend audio and video meetings.