League for Innovations Conference March 2018 Technology Governance: Empowering People & Process to Get “IT” Right the First Time Tom Pagano, VP Information Services/CIO Sandra Warner, Deputy CIO Tom League for Innovations Conference March 2018

Purpose of Governance Stay true to our mission and vision Creates “guidelines” so we stay on track Raises awareness of how decisions get made Provides a process to track progress as an institution Tom

JCCC Technology Governance & Dependencies Strategic Plan Operational Plan Resource Management Tom Implementation

JCCC Technology Governance & Dependencies Strategic Plan -> Operational Plan Operational Plan -> Resource Management Sandra Resource Management -> Sourcing Strategy Implementation -> Support & Maintenance

JCCC Technology Governance & Dependencies Strategic Plan -> Operational Plan: Mission, Vision, Goals, Objectives Operational Plan -> Resource Management: Strategic Plan Alignment, Annual Budget Process Alignment, Funding Source Resource Management -> Sourcing Strategy: Internal Staffing Requirements, Managed Services Needs, Functional and Technical Requirements Sandra Implementation -> Support & Maintenance: User Experience, Integration, Data Integrity, Single Sign-On, Security, Monitoring, and Disaster Recovery

Technology Governance Process Tom Questions / Discussion Points: Membership Co-Chair

Technology Governance Process Sandra Questions / Discussion Points: Membership Co-Chair

Planned Governance Example: Space Management System Need for Space Management System at JCCC Strategic Planning Process / Operational Plan Submit Budget Request Annual Budget Process Submit Planned Project Request Conduct RFI / RFP Selection Process Upon Budget and Project Approval Implementation New Fiscal Year Sandra ITP Process

Governance at Your Institution Greatest Achievements (i.e.: institutional buy-in) Greatest Challenges (i.e.: budget, structure) Lessons Learned (i.e.: planned vs. unplanned prioritization) Group Activity Flip charts Count off 1’s go to Greatest Achievements; 2’s go to Greatest Challenges; 3’s go to Lessons Learned

Governance at JCCC Greatest Achievements Greatest Challenges Formalizing the existing processes Bringing visibility through budget process Establishing the Technology Steering Committee Greatest Challenges Inconsistent awareness about process Enforcing governance amidst new leadership (may bring bias / skepticism from previous experience) Lessons Learned Match the culture & temperature of organization cross-functional representation Accountability / Transparency

Planned and Unplanned Project Criteria Planned Projects Unplanned Projects Submitted and approved project request by February 15 Technical resources allocated through the resource management process Resources approved through the annual budget process Project has an enterprise and/or cross-functional impact Submitted and approved project request after February 15 Technical resources allocated through the resource management process Resources not approved through the annual budget process Project has an enterprise and/or cross-functional impact Submitted project requests* will then be costed out by Information Services in preparation for review by Cabinet throughout the month of March.

Roles and Responsibilities Cabinet Sponsor Procurement / Legal / Risk Services Information Services Vision: What problem are we trying to solve (student success, improved reporting, process improvement, etc)? What is the user experience (i.e.: real-time integration, mobile-friendly, personalized experience)? Alignment w/ Strategic Plan and Budget, Project Approvals Change Management and Communication Manage Selection Process: Functional Requirements Technical Requirements Services Agreement Contract Management Technology Security and Cyber Liability Review Annual Renewal Alignment w/ Original Contract Compliance (such as: ADA, PCI, FERPA, HIPAA) Implementation – alignment with Sponsor vision Integration & Data Integrity Single Sign-on Application Administration Account Management Version Management Disaster Recovery Security & Monitoring Budget Administration Vendor Relationship Monitor Licensing & Utilization Services

Questions?