IT Governance Planning

Transcription

1 IT Governance Planning Day 1, June ELLUCIAN. 1

2 Governance Workshop: Agenda for Wednesday, June 29 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 2016 ELLUCIAN. 2

3 1) Introductions and President s Welcome 2016 ELLUCIAN. 3

4 Tim Coley: Background 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 2016 ELLUCIAN. 4

5 Valerie Mead: Background 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 2016 ELLUCIAN. 5

6 Participant Introductions Name Position Years with University of Alaska One thing you are hoping to achieve through this workshop 2016 ELLUCIAN. 6

7 Welcome from President Johnsen 2016 ELLUCIAN. 7

8 Your Governance Model We will provide a general structure as a starting point for planning purposes, but each organization develops their unique governing model and processes ELLUCIAN. 8

9 Approach to Planning 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 2016 ELLUCIAN. 9

10 2) Defining Governance Objectives 2016 ELLUCIAN. 10

11 Desired 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 2016 ELLUCIAN. 11

12 Governance Team Framework 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 2016 ELLUCIAN. 12

13 Planning Team System IT Governance Technology Resources Universities and Campuses 2016 ELLUCIAN. 13

14 The Governance Process 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 2016 ELLUCIAN. 14

15 Financial Decisions How will budgets interface with governance decisions? How will governance processes facilitate decisions about funds allocated for technology? 2016 ELLUCIAN. 15

16 3) Aligning Governance with Institutional Values 2016 ELLUCIAN. 16

17 University of Alaska Mission The University of Alaska inspires learning, and advances and disseminates knowledge through teaching, research, and public service, emphasizing the North and its diverse peoples ELLUCIAN. 17

18 University of Alaska Values 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 ELLUCIAN. 18

19 Office of Information Technology Cultural Beliefs Build Trust Speak Up Reach Out Innovate Now Prioritize Work Go Team 2016 ELLUCIAN. 19

20 4) Understanding Current & Desired State for IT Governance 2016 ELLUCIAN. 20

21 Why Is IT Governance Needed? 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 2016 ELLUCIAN. 21

22 Why Is IT Governance Needed? (continued) 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 2016 ELLUCIAN. 22

23 Common Characteristics of Ineffective Governance 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 2016 ELLUCIAN. 23

24 Common Characteristics of Ineffective Governance (continued) 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 2016 ELLUCIAN. 24

25 Common Characteristics of Effective Governance 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 2016 ELLUCIAN. 25

26 Common Characteristics of Effective Governance (continued) 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 2016 ELLUCIAN. 26

27 Information Technology Governance fosters a partnership between the institutional leaders and the IT organization ELLUCIAN. 27

28 Impressions about IT Governance: Current State What characteristics best describe the current state of IT Governance for the University of Alaska System? 2016 ELLUCIAN. 30

29 Impressions about IT Governance: Future State What characteristics describe what successful IT Governance will look like for the University of Alaska System? 2016 ELLUCIAN. 31

30 5) Identifying the Governance Structure and Model 2016 ELLUCIAN. 32

31 Successful Governance 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 2016 ELLUCIAN. 33

32 Levels of 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 onboarding process Banner, LMS, SharePoint, etc.) 2016 ELLUCIAN. 34

33 IT Governance Teams Team Name Scope Focus Knowledge Base Level 1 IT Governance Council Institutional Strategic Long-term Technology and Business of Higher Education Level 2 IT 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 2016 ELLUCIAN. 35

34 Level 1: IT Governance Council 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) 2016 ELLUCIAN. 36

35 Level 2: Standing Committees 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 2016 ELLUCIAN. 37

36 Level 3: Task Forces Focused on identifying a solution to a specific one-time technologyrelated 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 2016 ELLUCIAN. 38

37 6) Defining the Level 1 IT Governance Council 2016 ELLUCIAN. 40

38 Defining the Level 1 IT Governance Council Framework 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 2016 ELLUCIAN. 41

39 Level 1 IT Governance Council: A. Scope of Responsibility Leadership for IT strategic direction: Academic and Administrative? Centralized? Local campus control? IT prioritization? IT investment? General policies and procedures? 2016 ELLUCIAN. 42

40 Sample: Scope of Responsibility The IT Governance Council will set the strategic direction for systemwide 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 2016 ELLUCIAN. 43

41 Level 1 IT Governance Council: B. Level of Authority 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? 2016 ELLUCIAN. 44

42 Sample: Level of Authority 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 2016 ELLUCIAN. 45

43 Level 1 IT Governance Council: C. Purpose and Charter Statement How would we summarize: What is our governing council s purpose? Why do we need to exist? Why is this important? 2016 ELLUCIAN. 46

44 Sample: Charter Statement 1 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 ELLUCIAN. 47

45 Sample: Charter Statement 2 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 ELLUCIAN. 48

46 Level 1 IT Governance Council: D. Value Statement Discussion: What are our primary values? What values will drive our decision-making? 2016 ELLUCIAN. 49

47 Sample: Value Statement 1 IT Governance values: Partnerships Alignment Value / Performance Effectiveness and Efficiency Consistency 2016 ELLUCIAN. 50

48 Sample: Value Statement 2 IT Governance will: Ensure transparency Establish credibility Promote use of the defined process Improve accountability 2016 ELLUCIAN. 51

49 Defining the Level 1 IT Governance Council Framework 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 2016 ELLUCIAN. 52

50 Level 1 IT Governance Council: E. Procedures/Processes Discussion: What are our key procedures? Meeting Procedures Communication (We will discuss in depth on Day 2) Others? 2016 ELLUCIAN. 53

51 Level 1 IT Governance Council: E. Procedures/Processes (continued) 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? 2016 ELLUCIAN. 54

52 Sample: Procedures 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 2016 ELLUCIAN. 55

53 Level 1 IT Governance Council: F. Membership/Roles 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 2016 ELLUCIAN. 56

54 Level 1 IT Governance Council: F. Membership/Roles (continued) Discussion: Expectations Models don t usually fail, but people can fail the model. What is expected / required of members? 2016 ELLUCIAN. 57

55 Sample: Membership/Roles 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 2016 ELLUCIAN. 58

56 Level 1 IT Governance Council: G. Defining and Measuring Success 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? 2016 ELLUCIAN. 59

57 Sample: Defining and Measuring Success Targets for Success Meetings / Participation Partnerships / Collaborative Efforts Policies / Procedures Key Decisions / Recommendations Prominent Initiatives How to Measure Surveys Discussions with key partners 2016 ELLUCIAN. 60

58 7) Identifying Current Priorities for Level 2 Teams 2016 ELLUCIAN. 61

59 Defining the Level 2 Framework 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 2016 ELLUCIAN. 62

60 Brainstorm Ideas for Level 2 Teams Discussion: Enterprise Systems Team (EST) (We will discuss in depth on Day 2) Other potential Level 2 Teams? 2016 ELLUCIAN. 63

61 Sample: 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 2016 ELLUCIAN. 64

62 8) Defining Level 3 Teams (Task Forces) 2016 ELLUCIAN. 65

63 Defining the Level 3 Framework 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 2016 ELLUCIAN. 66

64 Brainstorm Ideas for Level 3 Teams Discussion: 2016 ELLUCIAN. 67

65 Sample: 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 2016 ELLUCIAN. 68

66 Additional Comments or Questions? 2016 ELLUCIAN. 69

67 2016 ELLUCIAN. 70