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
Applications are often be tailored to fit UCD requirements.
Applications are a UCD instance 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.
Applications are wrapped around underpinning technical components - typically a vendor's cloud service or a software product.
A quick comparision ...
| Application | Technical Component | |
| Definition | Delivers functionality directly supporting business processes or user needs | Delivers the underlying hardware, software or service that enables applications to run |
| Naming | Described using a name that is understood across UCD | Proprietary name given by the Vendor |
| Lifecycle | Driven by business demand | Driven by vendor release cycles, end-of-life announcements, and support contracts |
| Dependency | Relies on one or more technical products | May underpin multiple applications |
| Example | EA Repository | Alfabet Accelerator 11.x.x |
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 |
Application with Modules |
Platform-Enabled Applications |
| The application has an independent release schedule (e.g. features updates/enhancements can be added independent to other applications) To access/update UCD data, users directly interact with the application. The application does not rely on a foundational platform. |
The application has an independent release schedule (e.g. features updates/enhancements can be added independent to other applications) The application has modules - often enabled, purchased or licenced separately - that provide additional features or functionalities. |
Each platform-enabled application can have a distinct independent release schedule, user base, but shares common capabilities / shared services provided by the platform - APIs, data models, user management, etc... Platform-enabled applications operate within a foundational platform. |
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| The application must be registered. |
Both the Application and Modules must be registered if users are likely to view or understand them as distinct or independent - i.e. the modules are delivered or offered to users as distinct offerings / packaged to provide distinct functionality. |
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).
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;
Or can be intentionally distinct from products proprietary name;
| Use Case |
Is this an Application? |
Rationale |
| Internally managed server running a website |
Yes |
This is viewed as an 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 an 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 an 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 have separate agreements, contracts, licences, etc… each should be captured as a local application |
| 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 software developed be a UCD Researcher for the duration of the project, to address a specific research output/outcome |
No |
Researcher-developed software - solutions developed by a researcher (or research team), for the duration of the project, to address a specific research output/outcome are out of scope |
| 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 |
While such software probably doesn't need to be registered, please 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 usable) don’t need to be registered |
Contact us via the UCD IT Support Hub: www.ucd.ie/ithelp