PeopleSoft Sub-Committee

The PeopleSoft Sub-Committee governs the implementation, enhancement and efficient use of enterprise administrative systems. This committee establishes priorities and allocates resources for product/system selections, implementations, enhancements and major upgrades.

The PeopleSoft Sub-Committee is a sub-committee of the Information Technology Steering Committee (ITSC).

Operational activities are governed by individual System Operations.

  • Financial System Operations Sub-Committee
  • Human Resources System Operations Sub-Committee
  • Student Information System Operations Sub-Committee

These three committees keep the PeopleSoft Sub-Committee apprised of these “normal operations” activities that consume approximately 50% of the resources within ERP System Support (developers, administrators and database administrators). Examples of these operational activities include fixes for production problems, the application of patches and service packs (application and PeopleTools), and the upgrade of infrastructure components such as the operating system or database software.


The PeopleSoft Sub-Committee reviews all requests for system modification or enhancement, evaluating the cost/benefit of the requests, evaluating system impacts (with input from technical staff), considering alternative solutions, prioritizing all accepted requests and forwarding all appropriate requests (those provided for informational purposes only as well as those requiring approval) to the ITSC for approval/review. The PeopleSoft Sub-Committee should consider the overall cost of a request (including time required to maintain any modification in future releases) and the benefit to the University when deciding to approve/deny a request. The PeopleSoft Sub-Committee also ensures functional office and technical support participation on any assigned tasks is appropriate and in accordance with project/task.

In approving projects/tasks, the PeopleSoft Sub-­Committee must establish and follow appropriate voting or agreement procedures for approval. The PeopleSoft Sub-­Committee determines its own procedures for the consideration of requests and actions. Requests receiving majority approval from the PeopleSoft Sub-­Committee but not unanimous support should be referred to the ITSC for information purposes. PeopleSoft Sub-­Committee decisions may be appealed to the ITSC on a by-­request basis.

Types of Requests Considered

The PeopleSoft Sub-Committee only considers requests that:

  • accommodate a federal or state regulation that cannot be met through reasonable alternatives OR
  • accommodate an Office of the President (OP) or IL State audit control that cannot be met via reasonable alternatives OR
  • provide a demonstrable productivity enhancement or a significant improvement in customer service and the enhancement/improvement impacts more than one PeopleSoft module or system.

For requests necessary to meet regulatory requirements, the PeopleSoft Sub-Committee determines the methodology by which the requirement is met, not whether the requirement will be met. 

  • Time-­critical regulatory-­based requests (such as a change to accommodate a new tax law) will be approved by the appropriate functional and technical managers. 
  • For requests requiring more than 1,000 IT staff hours or an addition of resources, the PeopleSoft Sub-Committee will send a business case with a request for approval to the ITSC.
  • The PeopleSoft Sub-Committee has the authority to authorize all change requests requiring less than 1,000 IT staff hours or modifications to purchased code.
  • For requests requiring 200 IT staff hours or less, the PeopleSoft Sub-Committee may delegate the authority to authorize the request to the functional and technical managers of the impacted modules/applications. Additional changes to purchased source code that has already been modified follow the “staff hours” approval criteria (for example: a 35-hour change to purchased code that has been modified in the past may be authorized by the functional and technical managers).


Members may be nominated by anyone, but the IT Steering Committee approves all initial members and subsequent membership changes.

Members are expected to represent the best interest of the entire institution and not just their own unit. However, members are also expected to communicate the activities and decisions of the sub-committee back to their own unit and bring unit concerns back to the sub-committee.

Members will serve three-year terms, with membership terms staggered in equal measure throughout the sub-committee. All members may serve consecutive terms. 


The committee will appoint a chair who will be responsible for:

  • Calling all meetings
  • Setting meeting agendas
  • Collecting sub-agendas from functional leads
  • Presiding at all meetings
  • Ensuring that minutes are compiled for each meeting
  • Finalizing minutes before distribution
  • Enforcing PeopleSoft Sub-Committee procedures
  • Preparing information for presentation to the ITSC
  • Presenting PeopleSoft Sub-Committee recommendations and reports to the ITSC


The PeopleSoft Sub-Committee should schedule meetings on a monthly basis (or as determined by the Chair) to:

  • Review the activities of its sub-committees or committees
  • Approve/deny requests for system/product/service purchases, implementations, and enhancements
  • Establish priorities for resources
  • Develop recommendations for resources and business cases to be routed to the ITSC

All members of the PeopleSoft Sub-Committee are expected to attend and participate in each meeting. If a member is unable to attend, a substitute should be authorized to attend and vote on behalf of the official committee member.

Reporting to the ITSC

The PeopleSoft Sub-Committee will report to the ITSC via one of the following methods:

  • PeopleSoft Sub-Committee minutes
  • Attendance of the PeopleSoft Sub-Committee Chairs at ITSC meetings to present PeopleSoft Sub-Committee recommendations and report on PeopleSoft Sub-Committee activities
  • Updates from PeopleSoft Sub-Committee members to their ITSC representatives regarding PeopleSoft Sub-Committee activities and discussions
  • Joint meetings of the PeopleSoft Sub-Committee and ITSC as requested by the PeopleSoft Sub-Committee or ITSC

Business cases referred to the ITSC by the PeopleSoft Sub-Committee should include the Sub-Committee's recommendations, comments, and the names of members voting against or in absentia and their comments.

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