Tuesday, August 29, 2017

The OneIT governance project became the sixth OneIT project to achieve completion, receiving approval to close out at the Aug. 10 Operations Team meeting.

The project developed and implemented enhanced IT governance and prioritization to ensure that appropriate input is gathered for decisions about IT services and priorities, and to improve visibility and management of IT projects. It developed a mechanism to continuously monitor IT services, projects, budgets, and expenses, including personnel effort, and to deliver consistent reporting.

The team reported numerous successes, including:

  • Examining existing decision-making processes, gathering feedback from stakeholders, and comparing IT governance models at peer institutions
  • Drafting a new model to incorporate all IT efforts across campus
  • Gathering input on the model in a series of OneIT leader retreats
  • Establishing three key groups with distinct roles in the governance process: domain-specific councils, a strategy team and an operations team. All of these groups involve representation from across campus, and are campus-wide in scope. 
  • Creating a process to identify potential projects and guide them through the governance process in a timely and transparent manner, based on established criteria. The process, initiated by any campus IT leader, involves entering project information into a workflow form, which triggers essential project information to be posted on the OneIT intranet for campus visibility. The potential project is guided and tracked through the appropriate governance groups by the Project Management Office (PMO). Projects are tracked through the workflow process, and subsequently in TeamDynamix, once approved. Project closeout documentation will also be posted on the OneIT intranet, providing an archive of completed projects. 
  • Developing an IT project portfolio database, maintained by the PMO, using TeamDynamix, Workflow and the OneIT Intranet
  • Bringing all 20 non-ITS departments onto a time-tracking software solution, TeamDynamix, to ensure consistent tracking of IT expenses and personnel effort across projects and services. Project management documentation, TeamDynamix and other systems are being utilized for identifying and collecting IT expenses. 
  • Implementing a road mapping process with the six councils. Roadmaps are reviewed by the Strategy Team with IT initiatives prioritized in alignment with institutional priorities.  

The project was led by Maggie Jesse, senior director of the Office of Teaching, Learning & Technology, and Tim Shie, College of Public Health IT director, and managed by Romy Bolton, Director of Custom Solutions and Integrations in ITS - Enterprise Services. A closeout document is posted on the project page.

Project: 
IT Governance and Visibility Initiatives