it governance that works (242301985)

8/11/2019 IT Governance That Works (242301985)

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IT Governance That Works!

University of North Texas System

Michael Di Paolo, Associate Vice Chancellor and System CIO

Dorothy Flores, Executive Director, Enterprise Applications



University of North Texas System

• The University of North Texas System serves the North Texas area, boosting economic

activity in the region by nearly $2 billion annually

• About 41,000 students enrolled in undergraduate, graduate and professional

programs; about 8,500 employees

• 4 campuses and System headquarters:

• UNT in Denton

• UNT Health Science Center in Fort Worth

• UNT Dallas in South Dallas

• UNT Dallas College of Law in Downtown Dallas

• UNT System Administration in Downtown Dallas



• Created in December 2011 from major portions of IT organizations at the

three universities.

• Supports all shared IT services for UNT System entities

Enterprise Architecture, Technology Infrastructure….

Service Management, Desktop Support….

Enterprise Applications – ERP, Learning Management, Imaging....

Security, Compliance, Risk Management….

Strategic Services – Governance, Program and Project Management

ITSS Business Services

• Staff: 210 full-time FTE’s and about 65 student workers



Audience Poll:

1. How many have some form of IT Governance

that is functional?

2. How many would like to have IT Governance?

3. How many have tried and failed?

4. How many don’t have leadership support to

implement IT Governance?



IT Governance – How did we get here?

Changing

Technology

State Legislature Reduced

Funding

Board of Regents



History of IT Governance

2009 Board of Regents mandate to create IT

Shared Services and IT Governance for the UNT

System entities

Consulting Studies done that validated the Regents

desire for shared services

Shared Services created as a result of the studies

Issue to solve: No leadership direction on how IT

Shared Services resources should be utilized;whoever screamed the loudest got their projects



IT Governance:

In the Beginning…..

What IT thought…ourworld will be better

controlled…..

What our customersthought…the world is

coming to an end…..!



In the Beginning…..

Began work on new governance model in fall of 2011

Model proposed to Shared Services Council (SSC) and approved –

Jan 2012

Went live in March of 2012 with first meetings of new governing

committees below SSC

Charters were created defining each committee’s role and

responsibilities

Membership of committees selected by leaders of each campus

Methods of operations and decision authority well defined

Hired Product Managers to facilitate the process and work with

customers on their requests



Governance Committee Structure



Delegated Authority Decision Matrix for Each Level of Governance(For Each Level Of Governance, A Project Proposal Is “Pushed Up” To The Next Higher Level For Decision

Making Whenever An Authority Threshold Is Exceeded)

Capital Cost

Resource

Allocation

Limit

Project

MagnitudeRisk

Project Value

Analysis Score

Shared

Services

Council (SSC)

Greater than

$1 MillionNo Limit

As

determined

by ITGC

As

determined

by ITGC

As

determined

by ITGC

IT Governance

Council

(ITGC)

$100,001 -$999,999

No Limit Less than16,000 hours

High 250+

Program

Management

Committees

(PMC)

$0 - $100,000

Approx.

14,000 hours

161 – 1040

hours Medium 320+

Service

Committees2$0 2,000 hours <= 160 hours Low 400+



Do All Projects Start with Governance?

Prioritize and

Execute

Flow to GovernanceYes

No

Idea Proposed

by Stakeholder

Can It Be

Used by

Another

Institution?



Stop and Tell the Story…..

Experience with the change in culture –

customers and internal to ITSS

Support of leadership – campus presidents

What were the first meeting like?

The world didn’t come to an end!



Audience Poll:

1. How many are working on implementing

governance?

2. How many plan to start in the next 12

months?

3. How many have it on a future roadmap?



IT Governance 2.0

Authorized April 2014

Began July 2014

Introducing…….



There were fireworks and flags were

flying……! Well, not really…..

But, it IS new and improved:

It’s simpler

Has less bureaucracy

Focuses more on the right things

Engages the right decision-makers



Steps in the Evolut ion to Governance 2.0

1) Categorize the work of IT

2) Define categories of project requests3) Decide what new governance advisory groups would be needed

4) Define decision authority of each level of the governance

5) Align project categories with the governance levels

6) Request nomination of advisory group members from

leadership of each campus

7) Develop processes around project request evaluation within IT

and governance approval of requests

8) Develop reporting needed to communicate with governance

committees9) Obtain approval from highest level of existing governance on

new structure

10) Schedule meetings of the committees and GO!



Port fol io Governance:

Tiers of IT Work in Prior i ty Order

I T W o r k

Lights On

Strategic“Grow and Transform”

Regulatory or

Mandated

Tactical“Run the Business”

• Day-to-day activities and customer support

• System patches/fixes, Preventative maintenance• Incident support, Address service outages

• Service Requests

• Items that could incur a penalty/loss of legal

standing

• Items that could harm institution’s reputation

• Development of new service

• Major enhancement to applications or

infrastructure

• All proposals requiring more than 1040 hours of

effort and/or $10K

• Requests for enhancements or changes that allow

customers to do something new or gain

efficiencies

• Requires less than $10K and/or 1040 hours

• Does not create a new service



Governance Committee Levels

Shared ServicesCouncil

Recruiting andEnrollment

Advisory Group

Student Successand Retention

Advisory Group

TechnologyAdvisory Group

Shared Services

OperationsCommittee

• System Chancellor

• Three University

Presidents

• Campus CFOs and

Provosts

• Vice Chancellors

Academic Affairs and

Finance

• System General Council

• System Internal AuditSystem CIO

Existed since thebeginning - 2011

Morphed from

original IT Governance

Council



IT Governance Committees –

Project Request Categories by Committee

Shared ServicesCouncil

Shared ServicesOperationsCommittee

Advisory Groups

• Strategic Initiatives

• System and Campus LeadershipDirectives

• Strategic Initiatives• High Risk Initiatives

• Mandates/Regulatory (GeneralCounsel designated)

• Strategic Initiatives

• All tactical requests; prioritized byITSS leadership for Advisory Groupapproval



The Role of the Business Relationship Manager

Interact regularly with customers to understand needsand priorities-this is a business relationship!

Help customers develop and formalize project

requests.

Interact with ITSS Business Analysts and Technical

Team Leads to translate needs into Initiative Requests

Develop Agendas and Chair Advisory Group Meetings

Understand and work with customers on solutions toassist in reaching key objectives.



IT Governance Pro ject Request Process

CustomerRequest

ITSS Leadership

General Counsel

Advisory Group

Shared Services

Operations

Committee

Shared Services

Council

Advisory Group

Mandates

Tactical

Strategic

Changed

to

Tactical

Business

Relationship

Manager



Project Portfolio Management

Business Relationship Managers:Used for governance purposes as well as project

management and time reporting

Allows projects to be approved by appropriate level

of governance and be placed in an “approved, notstarted” mode

Project Managers:

Approved projects moved to active status when a

Project Manager/Team Lead baselines the projectand starts the work

Projects managed and time reported for reporting,

analysis and learning purposes



Projects Dashboard



Audience Poll:

What is keeping you from

implementing IT governance?



QUESTIONS?

Contact Info:

Michael Di Paolo; [email protected]; 940-565-2272

Dorothy Flores; [email protected]; 940-565-3888

University of North Texas System - IT Shared Services: itss.untsystem.edu

(Governance information can also be found on this site.)

mailto:[email protected]


http://www.itss.untsystem.edu/

http://www.itss.untsystem.edu/





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