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What is an Application?

Applications are digital solutions / systems that provides functionality to UCD’s community, typically accessed through a web browser, mobile device, or desktop, or that provides functionality or capabilities to other applications. 

Applications include

  • on-premise hosting and cloud-based services
  • bespoke developments and standard packaged software solutions
  • internally managed or externally managed by third parties
  • subscription-based or perpetually licensed models
  • paid, free, and open-source options

Applications are often be tailored to fit UCD requirements.  

Applications are wrapped around underpinning Technical Components- typically a cloud service or a software product. 

Applications are  a UCD instantiation built upon a vendor's software or cloud service product, often customised or configured to fit UCD requirements

For example our Applications System is built on the Salesforce; Brightspace is built on D2L Brightspace; Course Catalogue is built on InfoHub; Timetabling is built on CMIS.

Key Concepts

A quick comparision ...

  Application Technical Component (Product)
Definition Delivers functionality directly supporting business processes or user needs Delivers the underlying hardware, software or service that enables applications to run
Examples EA Repository Alfabet Accelerator 11.x.x
Dependency Relies on one or more technical products May underpin multiple applications
Lifecycle Driven by business demand Driven by vendor release cycles, end-of-life announcements, and support contracts
Naming Described using a name that is understood across UCD Proprietary name given by the Vendor

As part of any application data gathering exercises and/or technical assessments, we’ll request information on these underpinning technical components/products.

Applications broadly fall into 3 models - 

  • Standalone Application (Most Common)
  • Application with Modules
  • Platform-Enabled Applications

StandaloneApplication

Application with Modules

Platform-Enabled Applications

To access/update UCD data, users directly interact with the application.

The application does not rely on a foundational platform.

Modules are often purchased or licenced separately to provide additional features or functionality, but share the same lifecycle, user base, and data model as the application.

Modules to be added, removed, or purchased separately, with each module acting as a functional building block that enhances or customises the application.

Platform-enabled applications operate within a foundational platform. 

Each platform-enabled application can have a distinct lifecycle and user base, but shares common capabilities / shared services provided by the platform - APIs, data models, user management, etc...

The application must be registered.

The application and the modules must be registered.

The platform-enabled applications and the foundational platform must be registered.

All are within the scope of UCD Digital Application Governance policy (covered by application data gathering exercises and/or technical assessments).

  • Solutions deployed, managed and implemented for use across multiple schools or units are University-wide Applications
  • Applications deployed, managed and implemented for use in one school or unit are Local Applications

Both are within the scope of UCD Digital Application Governance policy (covered by application data gathering exercises and/or technical assessments).

Applications should be described using a name that is understood across UCD

The name may match the underpinning products proprietary name - e.g. a particular cloud service or a software package;

  • this is more likely where the application is used largely “as delivered” by the vendor

Or can be intentionally distinct from products proprietary name;

  • this is more likely where application has been significantly adapted / reflecting the unique UCD instance
  • to create user-friendly name or incorporate UCD branding
  • avoid promoting proprietary brands / vendors internally
  • provide flexibility if the underlying product changes
  • obfuscates the underpinning technical product, to enhance clarity to non-technical stakeholders

FAQ - Is this an Application?

Use Case

Is this an Application?

Rationale

Internally managed server running a website

Yes

This is viewed as a bespoke application

The underlying technical components (e.g. Apache HTTP Server, Tomcat, .NET) should be captured

Website running on a web hosting platform (such as Plesk, Wex, Squarespace)

Yes

This is viewed as a COTS application

The underlying technical component - the web hosting platform (e.g. Plesk, Wex, Squarepace) should be captured

Website running on a UCD’s T4 CMS Platform

No

This is viewed as data/content

The application (TerminalFour CMS) is already been captured as university-wide application

Customised Google/O365 form - enabling a business process or collects data that supports business decision making

Yes

This is viewed as a bespoke application

The underlying technical component (e.g. Google Forms or O365 Forms) should be captured

Customised Google/Excel spreadsheet that holds data that supports business decision making

No

This is seen as data/content

Google/Teams site that is used for file sharing, communication, project management?

No

This is seen as data/content

I’m running the same software or cloud service as another school/college/unit - but it's not listed in the Application Catalogue

Yes

Where schools are independently operating their own instances of an application (e.g. separate agreements, contracts, licences, etc…) each should be captured

It’s free (or UCD don’t pay for it)

Yes

All applications, regardless of cost, must be registered

It’s just used by just one person and/or on one machine

Yes

All applications, regardless of scale, if they are being used to enable business, teaching or research activities, must be registered

It’s used by students for Teaching or Research

Yes 

All applications, regardless of scale, if they are being used to enable business, teaching or research activities, must be registered.

It’s a server running bespoke research software (possible installed in the UCD Data Centre)

Yes

The combined set of technical components (server, storage, networking, etc..) together form an ‘application’

It’s not used for Business, Teaching or Research, isn’t paid for by UCD, and doesn’t store or process any UCD data

Maybe

Such software probably doesn't need to be registered, but check with the EA team.

Operating Systems, Device Drivers, Utility/Configuration Software, Web browsers,  installed on my device?

No

System software (packages installed that make your laptop/desktop/server/device usable) don’t need to be registered.

UCD IT Services

Computer Centre, University College Dublin, Belfield, Dublin 4, Ireland.

Contact us via the UCD IT Support Hub: www.ucd.ie/ithelp