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ITSS Governance

Information Technology Shared Services Governance Framework

Last Update: 01/2017

 

Purpose and Scope

UNTS Shared Services operates within a governance framework to deliver services that are responsive, efficient, and meet institutional business needs.  Information Technology Shared Services (ITSS) Strategic Services, a component of System Shared Services, has developed and adopted a governance framework to serve as a guideline and provide structure to its collaborative decision making, decision-making authorities, service delivery, evaluation of services, reporting and internal controls. 

Information Technology Shared Services (ITSS) is continuously looking for ways to improve its governance process and increase its capabilities.  Most recent improvements include:

  • Build a data driven decision process and model
  • Standardize the demand intake process across the campuses and system
  • Optimize ITSS Governance structure and committees to meet business and IT objectives
  • Standard toolset used by Strategic Services to streamline processes;
    • Project Portfolio Management (PPM)
    • Demand Intake (BRMs)
    • Governance Review, Prioritization and Approval             

 

Roles and Responsibilities

The governance framework establishes the roles and responsibilities for the Shared Services Council, Shared Services Operations Committee, IT Governance Committee, and the campuses and System IT Planning and Prioritization Committees. 

 

Organization

 

*ITPP=IT Planning and Prioritization Committee

 

Shared Services Council (SSC)

The Chancellor assigns oversight of shared services to the Shared Services Council, including the Chancellor (Council Chair) and three institutional Presidents: 

  • President UNT
  • President UNTHSC
  • President UNTD

Through the Operations Committee, the Council monitors SLAs, evaluates performance measures, including the level, quality, and cost of the service provided.  The Council also evaluates how well the services support the institutions values, mission and focus on customer service. 

Shared Services Operations Committee (SSOC)

The Shared Services Operations Committee consists of:

  • Chief Internal Auditor (1)
  • General Counsel (1)
  • Campus Provosts and Vice Chancellor for Academic Affairs and Student Success (4)
  • Campus Chief Financial Officers and Vice Chancellor for Finance (4)
  • Vice Chancellor for Administration (1)

 

The Shared Services Operations Committee approves very high risk projects assessed as Level 4 or for which capital investment is $1 million or more.  See Delegated Authority Matrix.

IT Governance Council (ITGC)

The IT Governance Council consists of:

  • UNT IT Planning and Prioritization Chair and Co-chair (2)
  • UNTHSC IT Planning and Prioritization Chair and Co-chair (2)
  • UNTD IT Planning and Prioritization Chair and Co-chair (2)
  • System IT Planning and Prioritization Chair and Co-chair (2)

The ITGC approves projects assessed as Level 3 and Level 2 or for which capital investment is $100,001 - $999,999.  See Delegated Authority Matrix.  The ITGC also approves a prioritized portfolio of ITSS projects aligned to strategic priorities.

Operating procedures of the IT Governance Council is documented in the ITGC Charter.

IT Planning and Prioritization Committees (ITPP)

Membership of the four ITPPs is recommended to consist of key Business Areas within each component.  Each ITPP is established and managed by leadership from the component.  ITSS Business Relationship Managers (BRMs) participate in a consultant role.  The component ITPPs are still being formalized, however, ITPP role-based membership has been established. 

Each ITPP produces a prioritized ITPP project portfolio aligned to their strategic priorities.  These are combined into a single project portfolio to be prioritized and approved by the IT Governance Council (ITGC).

 

Procedure

Demand Opportunity Assessment Overview

Demand opportunities are assessed through stages of progressive elaboration.  ITPPs decide whether an idea or demand warrants further consideration and triggers a process that gathers increasing amounts of information to determine if a Demand should be selected as a Project.  Following is an overview of the information gathered and by whom..