1. IT Governance Planning Overview

2. 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.

3. 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

4. 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

5. 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
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6. 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

7. Phase 1: Discovery Process

8. Example of Discovery Interview Schedule
November 13, 2018

9. 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
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10. Phase 2: IT Governance Workshop

11. 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
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12. Defining Governance Teams: Five Components
Scope of Responsibility
Purpose and Charter
Guiding Principles
Procedures
Membership
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13. 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
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14. Sample Governance Structure
President
Vice President
Information
Technology
IT Advisory Council
(Level 1)
Standing Committees
(Level 2)
Task Forces
(Level 3)
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15. 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)
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16. Phase 3: Reporting

17. 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

18. 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

19. Project Timeline

20. 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