Data Capture Template

Name of the Application as it is known in UCD.

This may differ from the actual/underpinning product name.
Use the "Underpinning Product Name" field to capture the underpinning technology
product

The current operational state of the application

• Plan - proposed for future use
• Active - in current use
• Retired - no longer in use

Note - Retired applications will be removed from the repository when it is confirmed that they have been fully decommissioned.

• Cloud-Based - Application hosted remotely
• On-Premise - Application installed and running on systems physically located on UCD premises

• Bespoke -  Custom-built software solution designed and developed from the ground up to meet the specific UCD requirements.
• COTS-Configured - Commercial Off-The-Shelf / packaged solution adjusted through built-in settings to suit UCD requirements without altering source code.
• COTS-Customised - Commercial Off-The-Shelf / packaged solution modified through code changes, extensions, or additional components to meet specific UCD requirements beyond configuration options.

HINTS - Applications include, bespoke developments and standard packaged software solutions; subscriptions and perpetually licensed; internally managed and externally managed by third parties; paid, free, and open-source solutions.

Individual’s name and contact details

HINTS - This is often not the same as the data gatherer.  This will be the primary contact for the application moving forward. If their name isn't available from the drop down, please enter their UCD email address into the adjacent field.

Individual’s name and contact details

HINTS - This is often not the same as the data gatherer.  This will be the primary contact for the application moving forward. If their name isn't available from the drop down, please enter their UCD email address into the adjacent field.

• University wide - Application implemented for use across multiple units or schools.
• Local - Application implemented for use in one school or unit.

The count of people using the application.

• 0
• 1-10
• 11-100
• 101-1.000
• 1.001-10.000
• >10.000

• Enabling Application - Solution supporting specific functions and activities enabling UCD’s business capabilities and processes. 
• Infrastructure Application - Solution that support technical operations and development processes.
• Learning/Teaching Application - Course/discipline-specific software package, supporting teaching and learning, or taught research in particular academic domains or modules.
• Research Application - Solution enabling specific functions and activities for conducting research. 

Deployment Style (was Application Modelling)

• Standalone Application - self contained application (most common)
• Platform - foundational technology platform that other applications are built, hosted, and run on.
• Platform-based Application - application that is built on top of, and operates within, a broader technology platform.

• No Authentication Required
• Local Authentication - User credentials are stored and verified directly within the local application
• Centralised Authentication - User credentials are stored and managed via UCD’s enterprise authentication system

• Very High - Appliction/System is essential to the continuity of your business. Failures result in immediate, extensive, widespread, prolonged operational impacts to core business functions
• High -Appliction/System is crucial to your organisation's core operations. Failures while not catastrophic, require rapid recovery to avoid significant disruptions.
• Medium - Appliction/System has a moderate impact and might affect certain functions or processes.
• Low - Appliction/System has minimal impact on your business operations if compromised.

AI Functionality *

Does this application include any artificial intelligence (AI) or machine-learning functionality?

• Yes
• No
• Unknown

HINTS – Select “Yes” if this application incorporates artificial intelligence or machine-learning functionality—i.e., software that learns from data or automates, analyses, predicts, recommends, or generates content. If unsure whether the feature qualifies as AI, choosing “Unknown” is acceptable.

Is any AI functionality within this application currently enabled or actively being used?

• Yes
• No
• Unknown

HINTS – Select “Yes” if the AI or ML functionality is currently enabled and/or in active use within UCD (e.g., turned on and used in practice). Select “No” if the functionality is present but disabled or not used; select “Unknown” if you cannot confirm usage or enablement.

Does this application send any UCD data externally for AI model training or improvement (e.g. vendor or third-party systems)?

• Yes
• No
• Unknown

HINTS – Select “Yes” if this application shares any UCD data externally for AI model training, improvement or analysis (for example, to a vendor or third-party service)

Select "No" if no UCD data is externally shared for AI model training, improvement or analysis

Select “Unknown” if you cannot verify or are unsure