UNT System IT Shared Services Governance

Submitted by cws on Fri, 2011-12-16 15:24

The development of an overarching IT shared services governance model has been completed for the University of North Texas System (UNTS). The three-layer governance framework allows for flexibility, priority setting and resource allocations for IT shared services. The framework is designed to provide a defined process without being bureaucratic. The goal of the governance structure is to provide for effective prioritization and allocation of IT resources to meet strategic goals at the UNT System and institutional levels.

The framework applies only to UNTS IT shared services, not local campus IT services.

The goal for implementation of the governance model is January of the calendar year 2012.

The three components (layers) of the new governance structure approved on December 2, 2011 by the Shared Services Council are:

  1. Shared Services Council (SSC) is comprised of the Chancellor and institutional presidents. The council is charged with making decisions regarding funding, the high-level allocation of IT resources, and major project decisions (i.e.., things that need to go to the Board of Regents for approval).
  2. IT Governance Council (ITGC) is comprised of campus and system CIOs, CFOs and provosts. This group will make decisions regarding project priorities based on campus-wide and system-wide business priorities. This is a major change as business decisions will drive ITSS project priorities.
  3. Five IT Program Management Committees (ITPMCs) comprise the 3rd layer. The composition of these committees was populated with the appropriate individuals by the IT Governance Council. Their charge is to formulate projects and priorities within their scope, make decisions as provided by the ITGC, and forward to the ITGC projects for prioritization that are outside the scope of their authority to approve. The ITPMC s scope include:
    1. Academic and Research (only for shared items like system-wide contracts, Blackboard Distance Learning system, etc.)
    2. IT Infrastructure and Strategy (i.e., technology systems, IT strategy / planning, etc.)
    3. Productivity and collaboration (i.e., e-mail, SharePoint, content management, etc.)
    4. Student-related enterprise applications (i.e., Financial Aid, Early Warning, etc.)
    5. Finance-related enterprise applications (i.e., Finance, General Ledger, Human Resources, Payroll, Purchasing, etc.)

The key differences between existing project prioritization and the new governance model are:

  1. Business goals will come first.
  2. Priorities will be set and adhered to unless major events require changes via the governance committees.
  3. The projects will be reported back to each ITPMC and the ITGC.

Thus, the current methods of getting projects approved will be replaced by a new, more structured (but not bureaucratic) priority setting approach that is largely business driven. In addition, the Chancellor and Presidents agreed that if the ITGC cannot approve a high-priority project due to lack of funding or resources, the ITGC can forward the project to the Shared Services Council to determine if the campuses are willing to expand and fund the project mid-year instead of waiting for a future budget cycle.