Committee Charge

The EAC will oversee committees, existing or developed, that serve as inputs to its overall scope. Active committees established prior to the university-wide IT Governance (ITG) framework who wish to input or integrate into the EAC, require approval by the SITC to be recognized in the ITG framework.

New committees, task forces, IT Communities of Practice (ITCoPs) or Stakeholder Steering Groups (ITSsGs) may be created by the EAC.

The EAC produces the following outputs, including, but not limited to:

  • Identify and prioritize technology-based solutions for university-wide IT service needs (outside of research, teaching and learning), set priorities and ensure coordination on the effective use of information technology resources to meet the operational needs of the university.
  • Optimize the design, delivery, operation and sourcing of university-wide IT services, including shared services and commodity services.
  • Conduct an annual review of the overall Texas A&M University IT Service Portfolio and provide recommendations to the SITC for adding, changing and removing services with recommended changes in investment levels.
  • Assess university-wide application and institutional data needs and make operational, planning and technical recommendations for stakeholder groups (i.e., faculty, researchers, students and staff.)
  • Evaluate potential university-wide and institutional data systems projects against the impact on the university’s mission and strategic goals and objectives, generating recommendations as an output to the SITC.
  • Creating a shared understanding between university stakeholders and IT service providers regarding the onetime (project) and ongoing (system lifecycle) resource implications for university resources of new systems investment.
  • Evaluate the impact of proposed university and institutional data systems, infrastructure and applications to existing resources with corollary recommendations for the retirement of existing services from a business impact perspective.
  • Develop, implement, maintain and promote university-wide data management policies, standards, guidelines and operating procedures related to University Institutional Data assets (as approved by the Information Risk, Policy & Security Committee (IRPSC)).
  • Advise on university-wide strategic plans for data management including sourcing, distribution, maintenance and quality of University Institutional Data assets.
  • Advise on university-wide data management practices for decision making including data warehousing, business intelligence, master data management and metadata management.
  • Recommend plans and methods for assessing data management value and risk.
  • Assist in enhancing Institutional Data with consistent definitions and classifications according to data management standards and guidelines.

An enterprise application or system is robust, scalable and available to all Texas A&M University stakeholder groups collectively or by group (e.g., faculty, researchers, administrators, staff, undergraduate students, graduate students, etc.). The funding method utilized by the Strategic IT Committee (SITC) is not used to pre-determine which application or system is considered to be enterprise. The EAC, at the SITC’s approval, will manage an active list of systems and applications within IT Governance (ITG) operations that are recognized as "enterprise."

The EAC votes and makes decisions within the above charge and scope. The EAC receives the following inputs, including, but not limited to:

  • Recommendations and decisions that are out of scope for the following committees:
    • Strategic IT Committee (SITC)
    • Architecture & Infrastructure Committee (AIC)
    • Research & Innovative Technologies Committee (RITC)
    • Teaching & Transformational Learning Technologies Committee (TTLTC)
    • Information Risk, Policy & Security Committee (IRPSC)
  • Any recognized ITG input body.
  • Analysis activities and recommendations requested by any ITG committee.

Policy, Decisions and Exception Facilitation

The EAC transitions risk, policy and security issues to the IRPSC identified through the course of its scope. All other exceptions are raised to the SITC.

University Representation

Permanent Members (Voting)

  • Assistant Vice President of Academic IT Services
  • Division of IT - Chief Technology Officer
  • 1 Division of Finance & Administration Representative (By appointment of the Executive Vice President for Finance and Operations and Chief Financial Officer (CFO))
  • 1 Division of IT Representative (By appointment of the Vice President for IT and Chief Information Officer (CIO))
  • 2 Academic Services Representatives (By appointment of the Vice President for Enrollment and Academic Services)
  • 2 IT Representatives (By appointment of the Vice President for IT and CIO)
  • 1 Division of Student Affairs Representative (By appointment of the Vice President for Student Affairs)
  • 1 Faculty Senate Representative (By appointment of the Faculty Senate)
  • 1 Faculty Member (By appointment of the Provost)
  • 1 Student Government Representative (By appointment of the Student Government Association President)
  • 1 Graduate & Professional Student Council (GPSC) Representative (By appointment of the GPSC President)
  • 1 Undergraduate or Graduate Student (By appointment of the Vice President for Student Affairs)
  • 1 Division of Research Representative (By appointment of the Vice President for Research)

Ex-officio Members (Non-Voting)

  • Chairperson - Research and Innovative Technologies Committee (RITC)
  • Chairperson - Teaching & Transformational Learning Technologies Committee
  • Director - Instructional Technology Services
  • Director - Enterprise Information Systems

Terms and Procedures

Chairperson. A chairperson shall be elected during the July meeting of each year, serving a one-year term that begins during the September RITC meeting.

Member Terms. Each member shall serve a term of two years beginning in the month of September and ending in the month of July during the second year of membership, for a total attendance of twelve meetings in addition to related EAC events that occur during the term. The Chairperson will request up to three members for a second term to ensure continuity of experience in the committee. Supplemental term information is available in the Schedule of Terms.

Ex-Officio Members. The Chairperson - Research & Innovative Technologies Committee, Chairperson - Teaching & Transformational Learning Technologies Committee, Director of Instructional Technology Services, and Director of Enterprise Information Systems shall serve as ex-officio members.

Meeting frequency. The EAC meets bi-monthly on the fourth Tuesday in January, March, May, July, September and November. The committee will determine modifications to the meeting schedule as needed based on current activities.

Time Commitment. In addition to the scheduled meetings, members can expect to spend 4-6 hours between the monthly meetings via correspondence methods reviewing related material and handling more routine matters via electronic methods utilized for decision-making.

Meeting structure. The Office of the CIO will collect and confirm agenda items with the co-chairs, and circulate agendas in advance of each meeting to ensure informed discussion of scheduled topics. Staff will be available to aid in the facilitation and documentation of the meetings. Robert’s Rules of Order will be the parliamentary authority.

Reporting. The Office of the CIO will report on decisions and maintain electronic communication mediums for distributing university-wide information for the EAC.

Documentation of proceedings. All meetings will have minutes of discussions, decisions and action items that are published within two weeks of the proceeding.

Voting. Each voting member shall have one vote counting toward a decision/vote, where a quorum of eight is needed from within the 15 voting members. The chairperson shall have authority in deciding tied or failed votes/decisions.

Research and Supplemental Input Mechanisms. The committee may establish, at its discretion, additional ad hoc committees, task forces, ITCoPs, or ITSsGs, as needed.

Committee Support. The Office of the CIO will provide administrative support.