it governance planning · • the it governance council will set the strategic direction for...

© 2016 ELLUCIAN. 1

IT Governance Planning

Day 1, June 29

© 2016 ELLUCIAN. 2

• Introductions and President’s Welcome 9:00am – 9:30am

• Defining Governance Objectives 9:30am – 10:00am

• Aligning Governance with Institutional Values 10:00am – 10:15am

• Break 10:15am – 10:30am

• Understanding Current & Desired State

for IT Governance 10:30am – 11:30am

• Identifying the Governance Structure and Model 11:30am – 12noon

• Lunch Break 12:00 noon – 1:00pm

• Defining the Level 1 IT Governance Council (Part 1) 1:00pm – 2:00pm

• Defining the Level 1 IT Governance Council (Part 2) 2:00pm – 2:30pm

• Break 2:30pm – 2:45pm

• Identifying Current Priorities for Level 2 Teams 2:45pm – 3:15pm

• Defining Level 3 Task Forces 3:15pm – 3:45pm

• Comments and Questions 3:45pm – 4:00pm

Governance Workshop:

Agenda for Wednesday, June 29

© 2016 ELLUCIAN. 3

1) Introductions and President’s Welcome

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• Principal Strategic Consultant – Ellucian, Management Consulting

• General Manager – SGHE Professional Services, Retention and Student Success

• Vice President for Student Services – Pfeiffer University (NC)

• Director of University Housing; Faculty in Graduate School of Education –University of South Carolina

• Associate Dean of Students – Mercer University (GA)

• Ph.D. in Higher Education Administration – Georgia State University

• Masters in Higher Education Administration – Florida State University

• B.A. in Liberal Arts – Virginia Tech

Tim Coley: Background

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• Senior Services Architect – Ellucian, Technology Management (TM)

• Interim CIO – Ellucian, TM – Pearl River Community College

• Executive Director of IT – Ellucian, TM – Mount Saint Mary’s University

• CIO – Dynamic Campus – University of Mary, University of West Virginia-Parkersburg, University of Tampa

• Principal Solutions Architect (PowerCampus) – SunGard Higher Education, Sales Support

• Jenzabar – Implementation Specialist (CARS)

• University Registrar – Trinity University (San Antonio, TX), Regis University (Denver, CO)

• Associate Registrar – University of Northern Colorado (Greeley, CO)

• Ph.D., College Student Personnel Administration – University of Northern Colorado

• M.S., Professional-Scientific Psychology – Utah State University

• B.S., Psychology – Colorado State University

Valerie Mead: Background

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• Name

• Position

• Years with University of Alaska

• One thing you are hoping to achieve through this workshop

Participant Introductions

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Welcome from President Johnsen

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We will provide a general structure as a

starting point for planning purposes, but

each organization develops their unique

governing model and processes.

Your Governance Model

© 2016 ELLUCIAN. 9

• Respect the wisdom of your planning teams

• Facilitate discussion with the purpose of asking the right questions

and bringing out your best ideas

• Focus on the process of developing your unique plan

• Believe you are engaging in a planning process in order to bring about

positive change and improved outcomes

Approach to Planning

© 2016 ELLUCIAN. 10

2) Defining Governance Objectives


To develop an IT governance model that will:

• Advance the management of technology in support of the institution’s

goals and strategic priorities with student-centric focus

• Apply consistent and legitimate processes for decision-making

• Prioritize the allocation of relevant resources for implementing

technology projects and initiatives

• Promote transparency, sharing information, building consensus,

and collaboration among constituents

• Clarify the governance structure, charter, membership, roles and

responsibilities and committee guidelines

Desired Objectives


A. Scope of Responsibility

B. Level of Authority

C. Purpose and Charter Statement

D. Value Statement

E. Procedures/Processes

F. Membership/Roles

G. Defining and Measuring Success

Governance Team Framework


Planning Team

IT Governance

System

Universities and

Campuses

Technology Resources


• What decisions need to be made

• Who makes these decisions

• How will decisions be made

• Provides input

• Analyzes issues

• Sets priorities

• Has decision rights

• Is accountable for decisions

• How are financial decisions made

• How will decisions be communicated

The Governance Process


• How will budgets interface with governance decisions?

• How will governance processes facilitate decisions about funds

allocated for technology?

Financial Decisions


3) Aligning Governance with Institutional Values


The University of Alaska inspires learning, and advances and

disseminates knowledge through teaching, research, and public

service, emphasizing the North and its diverse peoples.

University of Alaska Mission


• Unity in promoting communication and collaboration.

• Accountability to our students, faculty, staff, alumni, and the

diverse peoples of Alaska.

• Leadership for Alaska's people and institutions.

• Excellence in our programs and services.

• Accessibility for all Alaskans.

• Dedication to serving community needs.

• Stewardship of our resources.

University of Alaska Values


• Build Trust

• Speak Up

• Reach Out

• Innovate Now

• Prioritize Work

• Go Team

Office of Information Technology Cultural Beliefs


4) Understanding Current & Desired State for IT Governance


• To align IT goals with institutional goals

• To promote institution-wide view of IT

• To resolve conflicting priorities

• To balance System vs. local (campus) priorities

• To address increased demand for IT services without expanding

resources

Why Is IT Governance Needed?


• To address budget reductions and increasing costs

• To increase efficiency in use of resources

• To respond to institutional culture and expectations for community

input

• To increase transparency in decision making

Why Is IT Governance Needed? (continued)


• Lack of inclusion of stakeholders

• Lack of participation by stakeholders

• Lack of cooperation and collaboration among team members

• Absence of guiding principles for governance

• Lack of consistency & clearly defined processes

• Lack of community compliance with policies

Common Characteristics

of Ineffective Governance


• Lack of alignment and balance with decentralized and centralized

governance

• Lack of executive leadership support

• Lack of outcome measures for success

• Lack of review process for continuous improvement


of Ineffective Governance (continued)


• Governance promotes awareness and buy-in

• Key stakeholders know and agree to the governance model

• Process is perceived as consistent and fair

• Decisions are communicated effectively

• Governance is flexible but orderly

• Expect exceptions, but manage exceptions through a defined process

• Governance process is assessed & revised

• Governance fosters timely and effective decisions


of Effective Governance


• Governance informs other processes

• IT performance measurement

• Project review and approval

• Institutional budgeting

• Governance establishes a means to create operational outcomes

that improve business process functions & service to constituents


of Effective Governance (continued)


Information Technology Governance fosters a

partnership between the institutional leaders and

the IT organization.


• What characteristics best describe the current state of IT Governance

for the University of Alaska System?

Impressions about IT Governance:

Current State


• What characteristics describe what successful IT Governance will

look like for the University of Alaska System?

Impressions about IT Governance:

Future State


5) Identifying the Governance Structure and Model


• Not enough to get the best bus

• Not enough to get the bus headed in the right direction

• “Get the right people on the bus in the right seat.”

Jim Collins, Good to Great

Successful Governance


• Level 1 – IT Governance Council

• General Leadership/Policy Management

• Level 2 – IT Standing Committees

• Ongoing Technology Management (e.g. Enterprise Systems Team)

• Level 3 – IT Task Forces

• Focused Projects (system upgrades, software training/employee on-

boarding process – Banner, LMS, SharePoint, etc.)

Levels of Governance


IT Governance Teams

Team Name Scope FocusKnowledge

Base

Level 1IT Governance

CouncilInstitutional

Strategic

Long-term

Technology

and Business

of Higher

Education

Level 2IT Standing

Committees

Business

Processes /

Key Functions

Proactive

Ongoing

Technology

and General

Functions

Level 3 IT Task Forces Project-based

Responsive

Concrete

Technology

and Specific

Projects


• Reports to President

• Relies on Standing Committees and Task Forces for technical &

functional/operational knowledge

• Responsible for:

• Reviewing and approving technology strategic and operational plans

• Approving strategic priorities for technology

• Reviewing and approving proposed technology policies

• Recommending technology projects for approval/funding (as appropriate)

Level 1:

IT Governance Council


• Focused on specific business or functional needs in relation to technology, such as:

• Academic/Instructional Technology

• Security Issues

• Hardware/software Purchases

• Reporting Management

• Data Management

• Standing Committees represent ongoing, continuing functional areas

• Membership

• Knowledgeable chairperson and members

• IT organization represented (not dominant)

• Responsible for:

• Prioritizing technology proposals and initiatives

• Providing recommendations to the Level 1 IT Governance Council

• Being a source for technology knowledge

Level 2:

Standing Committees


• Focused on identifying a solution to a specific one-time technology-related issue

• Examples include:• Technology Training Task Force

• Employee Onboarding Process

• Software Upgrade Process

• Membership model• Knowledgeable chairperson and members

• IT organization representation

• Requires deeper level of technical & process knowledge than the Level 1 IT Governance Council

• Duration: Short-term (Defined expiration date / event)

• Responsible for:• Providing recommendations to the IT Governance Committee

• Serving as a source of technology knowledge

Level 3:

Task Forces


6) Defining the Level 1 IT Governance Council





D. Value Statement


F. Membership/Roles


Defining the Level 1 IT Governance Council Framework


Leadership for IT strategic direction:

• Academic and Administrative?

• Centralized?

• Local campus control?

• IT prioritization?

• IT investment?

• General policies and procedures?

Level 1 IT Governance Council:



• The IT Governance Council will set the strategic direction for system-

wide technology decisions

• The IT Governance Council will address both academic and

administrative technology issues

• The IT Governance Council will provide direction for the allocation of

resources for technology

• The IT Governance Council and its Standing Committees will develop

general policies and procedures for technology issues

• The IT Governance Council will interpret external policies and

guidelines

Sample: Scope of Responsibility


Discussion:

• Nature of our decisions?

• Limits of authority?

• Relationship to other governing teams? (We will discuss in depth on Day 2.)

• Escalation of issues we cannot resolve?

• Sustainability for IT Governance?




• The IT Governance Council will make decisions for technology issues

• The IT Governance Council will provide recommendations to the

President

• The IT Governance Council will create, oversee and sustain

additional IT Standing Committees, Task Forces, and other teams

• The IT Governance Council is not the university’s enforcement or

compliance agent for technology issues

• The IT Governance Council will escalate issues to the President

Sample: Level of Authority


How would we summarize:

• What is our governing council’s purpose?

• Why do we need to exist?

• Why is this important?




The Information Technology Governance Council (ITGC) is charged to be

a unifying, strategic, and visionary force in the institution’s

administrative efforts toward technological enhancement of the teaching,

learning, service and support environments within the institution.

Sample: Charter Statement 1


ITGC's purpose is:

• To proactively represent faculty, staff, and student needs related to

information technology.

• To act as a catalyst in enhancing efficiencies within the university

community by identifying and assessing requirements for

implementing and adapting technology.

• To provide timely evaluation, coordination, advice, and

recommendations to the executive cabinet on policies, proposals,

project implementation and other information technology related

issues.

Sample: Charter Statement 2


Discussion:

• What are our primary values?

• What values will drive our decision-making?


D. Value Statement


IT Governance values:

• Partnerships

• Alignment

• Value / Performance

• Effectiveness and Efficiency

• Consistency

Sample: Value Statement 1


IT Governance will:

• Ensure transparency

• Establish credibility

• Promote use of the defined process

• Improve accountability

Sample: Value Statement 2





D. Value Statement


F. Membership/Roles


Defining the Level 1 IT Governance Council Framework


Discussion:

• What are our key procedures?

• Meeting Procedures

• Communication (We will discuss in depth on Day 2)

• Others?




Meeting Procedures:

• Frequency of meetings

• Openness of meetings

• Setting the meeting agenda

• Lead time for input to agenda

• Lead time for sharing agenda in advance

• Voting process

• Defining quorum

• Majority approval

• Others?


E. Procedures/Processes (continued)


• The IT Governance Council will conduct monthly meetings

• The meetings will be open to the public

• The IT Governance Council chair will circulate the meeting agenda for

review approximately one week prior to the meeting

• The IT Governance Council will generally follow procedures outlined by

Robert’s Rules of Order

• Simple majority for decisions at 51% approval

• Define a quorum as 2/3 of voting members present

Sample: Procedures


Discussion:

• Target membership size? (~12)

• What groups should be represented?

• IT

• Academic

• Administrative

• Source of membership?

• Statewide

• Three Universities

• Are there ex officio members?

• What are terms of service?

• Staggered appointments

• How are new members identified?

• Nominated by group

• Appointed by President


F. Membership/Roles


Discussion:

• Expectations

• Models don’t usually fail, but people can fail the model.

• What is expected / required of members?


F. Membership/Roles (continued)


• The IT Governance Council will consist of the following positions…

• IT Governance Council members serve for a two-year appointment,

with an even/odd year rotation to ensure everyone does not rotate off

the council in the same year

• IT Governance Council members are expected to:

• Attend and actively participate in monthly meetings

• Chair or sponsor a Standing Committee or Task Force

• Conduct appropriate background research for specific technology issues

• Participate in the IT Strategic Planning process

Sample: Membership/Roles


Discussion:

• How do we know that our governance is effective?

• What can we measure to demonstrate the success of governance?

• What are the targets for these measures?

• How do we post / share information across governance groups?

• How do we share information with the institutional community?




• Targets for Success

• Meetings / Participation

• Partnerships / Collaborative Efforts

• Policies / Procedures

• Key Decisions / Recommendations

• Prominent Initiatives

• How to Measure

• Surveys

• Discussions with key partners

Sample: Defining and Measuring Success


7) Identifying Current Priorities for Level 2 Teams





D. Value Statement


F. Membership/Roles


Defining the Level 2 Framework


Discussion:

• Enterprise Systems Team (EST) (We will discuss in depth on Day 2)

• Other potential Level 2 Teams?

Brainstorm Ideas for Level 2 Teams


• Data Management / Integrity Standards

• Systemwide Reporting

• Banner / Enterprise Software Training

• Enterprise Software Purchasing Process Management

• General Policy Procedure Review

• Policy Consolidation, e.g., Grading, Academic Standing, Calendar

Systems

Sample: Level 2 Teams


8) Defining Level 3 Teams (Task Forces)





D. Value Statement


F. Membership/Roles


Defining the Level 3 Framework


Discussion:

Brainstorm Ideas for Level 3 Teams


• Enterprise Software Upgrades (e.g., Banner, DegreeWorks)

• Employee Onboarding Process

• System Access and Security

• Particular software selection processes

• Particular policy review/revision

• Finance Policy Review

Sample: Level 3 Teams


Additional Comments or Questions?

it governance planning · • the it governance council will set the strategic direction for...

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