IT Governance Planning Overview

IT Governance Planning Overview

Strategic planning is a process which seeks to clarify what an organization is, what it wants to be, and how, specifically, the organization can successfully make the transition from current to future state.

Our Approach to Planning We respect the wisdom of your planning teams. We facilitate discussion with the purpose of asking the right questions and bringing out your best ideas. We focus on the process of developing your unique plan. We believe you are engaging in a planning process in order to bring about positive change and improved performance. 3 3/12/23

Desired Objectives To develop an IT governance model that: Advances the management of technology in support of the institution’s goals and strategic priorities Applies consistent and legitimate processes for making decisions Prioritizes the allocation of relevant resources for implementing technology projects and initiatives Promotes transparency, sharing information, building consensus, and collaboration among constituents Clarifies the governance structure, charter, membership, roles and responsibilities and committee guidelines 4 3/12/23

Planning Team Participants often include representation from senior leaders, departmental management, academic leaders and faculty, and IT leadership. Academic Affairs / Office of the Provost Academic Technology Services Admissions, Registrar, and Financial Aid Advancement and Development Business Operations / Finance Continuing Education Facilities Management Faculty Human Resources Information Technology Library Services Student Life / Student Services 5 3/12/23

Service Delivery Methodology Phase 1: Discovery Process Onsite and remote interview to discuss IT needs and challenges. Consultant review of documentation, meeting with sponsors, and preparation of materials Phase 2: IT Governance Workshop Delivery 3 days onsite facilitating working sessions 1 week remote write-up and follow-up communications Phase 3: Presentation of Deliverables Scope can be extended for consultant review of current IT policies and drafting of new/revised policies or for development of IT governance communication plan 6 3/12/23

Phase 1: Discovery Process

Example of Discovery Interview Schedule TIME ROOM:: Exec & Miscellaneous Track ROOM:: Finance/HR Track Functional Users ROOM:: Student Services Track Functional Users 8:30am Director - Purchasing 9:30am Controller, Assistant Controller Accounts Payable 11:30am VP for Fiscal Affairs/CFO VP, Marketing & External Affairs Assoc. Provost Director- Institutional Research Director – Human Resources 12:30pm Director of UG Admissions, Director of Grad. Admissions, Director, Enrollment Operations, VP for Enrollment Services Deans Network Administrator(s) Manager, Instructional Technology System Administrator(s) Instructional Technology Specialist(s) CIO Lunch: Ellucian Team Working Lunch – ROOM 1:45 pm Provost Technical Support staff for Finance Registrar 2:45 pm President Technical Support staff for HR Technical Support Staff for Student System 3:45 pm VP, Institutional Advancement DBA 6:00pm Assoc Provost-Academic Development Director, Financial Aid Assoc. Director, Financial Aid Director, Web & Electronic Communications 4:45 pm ROOM:: IT/Technical Support Kick-Off Meeting 8:00am 10:30 am ROOM:: Academic Affairs/Instruction Track Deans/Chairs/Online Learning Stdt Support Services – Advising, Counseling Instructl Tech & AV Specialist, Student Computing Specialist(s) Department Chairs ***To Be Selected by University – as many as you want*** TECHNOLOGY FACILITIES TOUR – Server Room, Wiring Closets, Telco room, Computer Labs, Computer Classrooms, Smart Classrooms Ellucian Team Daily Wrap-Up/Review – ROOM 8 3/12/23

Three Key Components of Discovery People People Processes Processes Technology Technology 9 3/12/23

Phase 2: IT Governance Workshop

Governance Workshop Agenda Day One, 4 hours Defining Governance Objectives Understanding Current & Desired State for IT Governance Aligning Governance with Institutional Values Identifying the Governance Structure and Model Day Two, 4 hours Defining the Level 1 Team (Advisory Council) Defining Level 2 Teams (Standing Committees) Identifying Current Priorities for Level 2 Teams Day Three, 4 hours Defining Level 3 Teams (Task Forces) Discussing Communication Plan Components Outlining Annual Process for Assessment & Refinement 11 3/12/23

Defining Governance Teams: Five Components Scope of Responsibility Purpose and Charter Guiding Principles Procedures Membership 12 3/12/23

IT Governance Structure: Three Levels Team Name Level 1 Advisory Council (Summit Team) Level 2 Standing Committees Level 3 Task Forces Scope Institutional Key Functions Project-based Focus Strategic Long-term Proactive Ongoing Responsive Concrete Knowledge Base Technology and Business of Higher Education Technology and General Functions Technology and Specific Projects 13 3/12/23

Sample Governance Structure President Information Technology Vice President IT Advisory Council (Level 1) Standing Committees (Level 2) Task Forces (Level 3) 14 3/12/23

Sample Governance Structure IT Advisory Council Summit Team (Level 1) Task Force (Level 3) Standing Committee (Level 2) Task Force (Level 3) Standing Committee (Level 2) Standing Committee (Level 2) 15 3/12/23

Phase 3: Reporting

Deliverable for Discovery Phase Findings and Recommendations will be presented in a PowerPoint Format Notes and information feeding into the IT governance planning 17 3/12/23

Deliverable Report for IT Governance Plan Governing Team Descriptions – Describing each council or committee’s relationship within the governance structure, as well as: Scope of responsibilities Purpose and charter template Guiding principles for decisions Procedure for operating Membership plan Governance Structure Diagrams – Illustrating the overall governance hierarchy Communication Plan Recommendations – Identifying key IT governance messages to incorporate into the IT Communications Plan Annual Review Recommendations – Identifying a process to provide ongoing improvement for the governance process 18 3/12/23

Project Timeline

Timeline Phase 1: Discovery Process 2.5 days onsite – June or July Phase 2: IT Governance Workshop Delivery 3 days onsite – Early August Phase 3: Presentation of Deliverables 1 day onsite – September *Follow up on all phases conducted via video/phone 20 3/12/23