Computing and Technology

IT Governance

Proposal

To create a formal IT governance structure and process that is focused on the business and academic needs of the institution, strategic rather than reactionary, and supports executive leadership. IT governance will improve the ability to:

  • Leverage the business knowledge and expertise of key faculty and staff.
  • Focus IT initiatives on meeting the needs of the institution.
  • Increase collaboration across the institution.
  • Capture opportunities to work more effectively.
  • Get projects and proposals on the right track from the start.

This proposal includes the creation of one advisory committee that will support the strategic alignment of IT services and investments to meet the academic and business objectives of the institution. The proposal also defines the role of the existing Vice President Leadership Council around information technology decisions and adds staff to this Council as participants in these strategic decisions.

Committee Roles and Responsibilities

Vice President Leadership (Agenda item on normal VP Meeting)
Membership when information technology decisions are being made:

  • Vice President for Student Affairs
  • Vice President for College Advancement
  • Vice President for Finance & Administration
  • Academic Vice President & Provost
  • Chair of the IT Advisory Committee (Advisory only)
  • Director of Computing and Communications (Advisory only)
  • Executive Director of Operational Planning and Budget (Advisory only)
  • One or more IT Advisory Committee member as consultant to the Council in an advisory only capacity

Responsibilities:

  • Approve the campus IT Strategic Plan.
  • Approve or recommend modifications to the prioritized investment plans as proposed by the Director of C&C and the IT Advisory Committee.
  • Appoint members to the IT Advisory Committee (Each VP Leadership Council member appoints 1 representative from their Division)
  • Provide guidance to their appointees on the IT Advisory Committee.
  • Continually assess the effectiveness of the governance model and make changes as needed.

Agenda item added to normal VP meeting when an IT policy, funding or investment plan approval is needed:

  • Review or modify, and approve the investment plan as recommended by the IT Advisory Committee.
  • Approve and/or modify campus IT funding requests
  • Approve and/or modify campus IT policies
  • Collaborate on proposed changes to the IT Strategic Plan.

IT Advisory Committee

Membership:

  • Each divisional Budget Coordinator and the Executive Director of Operational Planning and Budget. (Each will serve as chair of the Advisory Committee rotating annually.)
  • C&C Director
  • One appointed member from each division appointed by the Vice President (recommend that appointees be business leaders).
  • One current faculty member.
  • One current representative to the Student Geoduck Student Union.
  • Administrative support to the committee may be provided by C&C staff.
  • All C&C Associate Directors will participate as a service to the committee in an advisory role only.

Responsibilities:

  • Collaborate to determine the most effective prioritization of IT investments that best supports the goals of the college.
  • Establish a process for determining which investments fall under the purview of the IT governance process based on cost, risk, scope, etc. and which investments can be pursued without the oversight of the IT Advisory Committee or that require a decision from the VP Leadership Council.
  • Each member represents their divisional interests by working with their division to prioritize their division’s IT needs and advocates for these needs as a member of the Advisory Committee. Divisions may want to form their own internal committees to coordinate divisional interests and priorities to support their representative to the Advisory Committee.
  • Each member provides communication back to their constituents regarding recommendations of the committee.
  • The Chair is responsible for representing a campus-wide perspective.
  • Decisions to prioritize projects can be made by the committee providing one or more committee members can dedicate the necessary resources for the project(s) being considered.
  • Annually or more frequently if needed, update the IT Strategic Plan to be approved by the Vice President Leadership Council.
  • Continually assess the effectiveness of the governance model and propose changes as needed.
  • Periodically, reevaluate the prioritization of IT projects and ensure that information about projects is made available to the campus.
  • Ensure that the project prioritization plans align with the IT Strategic Plan or revise either as necessary.
  • Task and charge subcommittee work as needed.

Meet as needed to:

  • Bring together ideas from their respective organizations.
  • Prioritize all IT initiatives and investments that are outside the scope of normal service and support activities.
  • Keep an active investment plan for all work expected to be completed in the next 3-6 months.
  • Agendas are published in advance and meetings are open to participation of individuals who submit requests in advance to be on the agenda.