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. November 13, 2018

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 November 13, 2018

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 November 13, 2018

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 November 13, 2018

Phase 1: Discovery Process

Example of Discovery Interview Schedule November 13, 2018

Three Key Components of Discovery People The approach to the technology assessment is: Scan the environment (over 100 students, faculty & staff meetings held) People resources reviewed for fit & size where possible Business Processes – How well current practices are providing desired outcomes – process outcome gaps Process automation opportunities – identify and determine ROI when manual processes replaced Best practices – determine alignment of current processes with best practices Technology – What are the tools currently used to support business process Software utilization and level of functionality delivered Configuration Adequacy Right tools for required tasks Shadow systems used (MS Excel; Access DB; paper processes) Processes Technology November 13, 2018 9

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 November 13, 2018

Defining Governance Teams: Five Components Scope of Responsibility Purpose and Charter Guiding Principles Procedures Membership November 13, 2018

IT Governance Structure: Three Levels Team Name Scope Focus Knowledge Base Level 1 Advisory Council (Summit Team) Institutional Strategic Long-term Technology and Business of Higher Education Level 2 Standing Committees Key Functions Proactive Ongoing Technology and General Functions Level 3 Task Forces Project-based Responsive Concrete Technology and Specific Projects November 13, 2018

Sample Governance Structure President Vice President Information Technology IT Advisory Council (Level 1) Standing Committees (Level 2) Task Forces (Level 3) November 13, 2018

Sample Governance Structure IT Advisory Council Summit Team (Level 1) Task Force (Level 3) Standing Committee (Level 2) Standing Committee (Level 2) Standing Committee (Level 2) Task Force (Level 3) November 13, 2018

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 November 13, 2018

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 November 13, 2018

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 November 13, 2018