UPDATE TO THE IT GOVERNANCE STEERING COMMITTEE BY THE COMMITTEE ON BUSINESS TECHNOLOGY (CBT)

NOVEMBER 1, 2012

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TOPICS

1. Business Systems Planning Approach

2. Prioritization Criteria

3. Emerging Key Themes

4. Next Steps

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1. RECAP OF CBT APPROACH AND WORK TO-DATE

CBT formed 5 subgroups to represent key administrative domains Subgroup focus areas: Financial Systems, Research Administration

Systems, Human Resources and Academic Personnel Systems, Student Systems and Space & Facilities Systems

Broad membership from across the schools and central departments

CBT developed prioritization criteria to ensure consistency in subgroup analysis and recommendations

Subgroups met over a two month period and delivered draft reports and timelines to the CBT

CBT now evaluating and finalizing recommendations Workshop on October 9th focused on vetting recommendations and

project ratings provided by subgroups and identifying synergies across projects

Upcoming workshop on November 30th to rank final recommended projects and begin timeline and draft consolidated budget creation

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2. EVALUATION CRITERIA

Criteria applied and rated for each project:

Addresses critical business need

Addresses campus-wide constituencies

Improves data and management information

Delivers positive financial impact (savings, avoidance or revenue generation)

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OTHER PROJECT ATTRIBUTES CONSIDEREDNot used for prioritization but used for analysis to create feasible roadmap:

Mandated project: not prioritized but put on timeline; financially accounted for

Quick win: not a criteria but for informational purposes; may drive timeline creation

One time “order of magnitude” cost to implement: not a criteria but for information; provides “affordability” check by subgroup and in total

Capacity Effort to implement: not a criteria since answer dependent upon timeline; becomes critical in placing activities on the timeline

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3. EMERGING THEMES Overarching need for improved reporting and expanded data

warehouse that includes critical research administration, human resources and student administration data

Integration across multiple standalone systems within a functional area (e.g. research administration) and across functions where data is shared

Tools to both streamline manually intensive efforts and at the same time, manage financial risk

Systems that can support cost mitigation/cost avoidance through complete, accessible information

Systems that address critical gaps in fundamental business areas

Process redesign and procedural changes need to accompany all business systems projects to maximize the technology

investment.

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4. NEXT STEPS

Continue deliberations with CBT, participate in cross IT Governance Committee retreat and finalize draft documentation (November 2012 to mid-January, 2013)

Present Recommendations to IT Governance for review and input (mid-January, 2013)

Finalize Report (end January, 2013)