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Information Technology Governance Committee

POLICY STATEMENT
 
The purpose of this policy is to establish a uniform and integrated structure for considering information technology matters in order to: (1) advise the President and the Cabinet in making executive-level strategic management decisions involving information technologies, (2) set directions and priorities for information technology and related resource allocations in a timely manner, (3) develop policies and procedures that will be implemented by the Office of Information Technology and (4) establish a mechanism for overseeing the implementation of strategic and tactical technology plans.
 
DEFINITIONS
 
None
 
 
PROCEDURES and RESPONSIBILITIES
 
Effective governance structures tend to share a common set of goals and principles. Taken together and adapted to a particular university or university’s environment, these goals and principles form the framework for defining how information technology policies, resources and architectures are established, deployed, managed, and enforced. Governance structures are thus most successful when they are charged with:
 
  • Establishing a shared vision of how information technology can add value to the institution;
  • Establishing information technology goals, and the strategies for achieving those goals;
  • Establishing principles and guidelines for making information technology decisions and managing initiatives;
  • Overseeing the management of institutional information technology initiatives;
  • Providing a vehicle through which members of the end user community participate in information technology planning and decision-making;
  • Establishing and communicating institutional information technology priorities;
  • Determining information technology priorities in resource allocation;
  • Establishing, amending and retiring, as necessary, institutional information technology and other technology related policies, and
  • Determining the distribution of responsibility between the Office of Information Services and end users.
 
The Information Technology Governance Structure for Delta State University will be organized with those fundamental goals and principles in mind.
 
  1. Statement of Purpose 
The purpose of this policy is to establish a uniform and integrated structure for considering information technology matters in order to: (1) advise the President and the Cabinet in making executive-level strategic management decisions involving information technologies, (2) set directions and priorities for information technology and related resource allocations in a timely manner, (3) develop policies and procedures that will be implemented by the Office of Information Technology and (4) establish a mechanism for overseeing the implementation of strategic and tactical technology plans.
 
  1. Governance Structure 
The organizational structure depicted below provides for a flow of information, collaboration, and decisions that is integrated and supports both operational level activities and executive level needs. It also provides for overseeing the implementation of the Information Technology Strategic Plan (ITSP) by providing for collaboration on tactical and project plans while viewing the ITSP as a “living document” that will require adjustment from time to time. This structure is also designed to enable multi-year planning and resource allocation to fund strategic and tactical initiatives.
 
Although not a formal part of the decision-making components of the governance structure, the diagram depicts an Information Technology Forum. The forum will serve as a quarterly opportunity for any community members to meet with OIT personnel to express views, receive updates, and discuss any matters. It provides an important supporting role to the whole governance process.
 
Envision an imaginary dotted line appearing vertically down the middle of the diagram to help illustrate the integrated but distinct roles of the structure’s major components and how they converge at the executive level of College leadership and administration. To the left are the components that bear major responsibilities for strategies, policies, and priorities. To the right are those that focus on management, implementation, and leadership. The two components of the governance structure work in close collaboration at all levels and on all matters. The ultimate outcome of this integrated approach is to provide the executive leadership of the College with the best possible combination of advice and counsel on information technology as a major success factor in achieving DSU’s mission. 
  1. Charge to the Information Technology Governance Committee (ITGC) 
The charge to the ITGC is to advise the President and Cabinet in setting priorities and determining the direction for information technologies in the advancement of the University’s institutional goals. The committee will assist in setting long-range strategic priorities, overseeing related policies, and supporting the use of information technology within the College. The committee has executive-level oversight of the implementation of the Information Technology Strategic Plan and its associated tactical plans.
 
The ITGC reports to the President via the Contract Administrator and the Cabinet. The Chair of the Committee bears responsibility for bringing all ITGC recommendations, reports, etc. to the Contract Administrator, who will relay the necessary information to the Cabinet and the President. Reporting to the ITGC are four standing committees: Staff Technology Committee (Banner Users group), Academic Technology Committee, Web Oversight Committee, Student Technology Services Committee, and other subcommittees as appointed by ITGC. The Office of Information Technology participates ex officio on all committees and coordinates implementation of ITGC and standing committee decisions. The CIO provides advice and counsel to the Contract Administrator on technology matters on an ongoing basis.
 
The ITGC meets bi-monthly on a regularly scheduled basis and at other times as deemed necessary by the committee’s Chair or the President.
 
  1. The Responsibilities of the ITGC 

7.1     Review and recommend to the Cabinet an Information Technology Strategic Plan, coordinated with the University’s strategic planning process;

7.2     Review and approve annual tactical plans, work plans, and time-frames developed by the CIO to guide implementation of the Strategic Plan;

7.3     Make recommendations to the Cabinet the allocation of University financial resources to enable approved plans and their associated budgets;

7.4     Review and recommend to the Cabinet appropriate administrative policies and procedures recommended by the ITGC and its subcommittees;

7.5     Resolve information technology issues referred to the Committee by its Subcommittees, and make recommendations for resolution on such matters to the Cabinet, as appropriate;

7.6     Set priorities for information technology endeavors and recommend such to the Cabinet for approval;

7.7     Ensure an annual evaluation of the institution’s effectiveness in implementing its strategic plan for information technology; and

7.8     Provide guidance to the Office of Information Technology on the implementation of ITGC decisions.

 
  1. Membership on the ITGC  
The units cited below are recommended to represent their areas on the ITGC on a permanent and ongoing basis. The representatives from the areas listed will be designated by their appropriate vice president and will be reviewed annually by the Cabinet. “Designees” and “substitutes” are not permitted because the business of the committee is intimate to the responsibilities of the position named. Members should not be “technical” in nature.
 
Academic areas to include:
·          Academics Affairs
·          College of Arts and Sciences – two representatives
·          College of Business
·          College of Education
·          School of Nursing
·          Library
 
Administrative areas to include:
·          Alumni/Foundation
·          Athletics
·          Division of Finance
·          Division of Student Affairs
 
Ex Officio – Chief Information Officer
 
  1. Charge to the Subcommittees  
The charges to each of the Subcommittees are appropriate for their respective functional areas of concern. The ITGC shall appoint the Chairperson of each Subcommittee. Each Subcommittee will perform the bulk of the analysis within their entire functional areas they represent, that is all of the administrative or educational departments and services, for example, and present their recommendations to the ITGC for action. The subcommittees serve as operational level forums for review and discussion of ongoing technology related matters in collaboration with OIT personnel. They work with OIT on the development of tactical and implementation plans for the IT Strategic Plan. They also serve as primary communication vehicles with their constituencies in the DSU community on technology related matters.
 
The Subcommittees meet monthly on a regularly scheduled basis and at other times as deemed necessary by the chair, or by the chair of the ITGC.
 
  1. The Responsibilities of the Subcommittees  

7.1    Identify information technology related issues and recommend solutions to them for ITGC’s consideration (high level, not “technical”);

7.2    Consider and recommend policies proposed for ITGC’s consideration;

7.3    Analyze needs and identify incomplete services;

7.4    Recommend priorities for information technology endeavors;

7.5    Collaborate with OIT on the development of multi-year university-wide plans for information technology services linked to the IT Strategic Plan;

7.6    Communicate to its constituencies on subcommittee activities;

7.7    Serve as the primary consultative interface between OIT and its constituent community;

7.8    Carry out an annual evaluation of its effectiveness in advancing the IT Strategic Plan, and

7.9    Provide feedback on OIT performance on an annual basis.

 
  1. Membership on the Subcommittees  
Subcommittees are determined by the Contract Administrator, upon recommendation by the ITGC and CIO. The chairs of the subcommittees are appointed by the ITGC. In all cases terms are annual. Current subcommittees include the Staff Technology Committee (Banner Users group), Academic Technology Committee, Web Oversight Committee, and Student Technology Services Committee. Others may be assigned as necessary. 
 
  1. Ad Hoc and Local Committees  
At appropriate times, it may be necessary for the ITGC or its subcommittees to establish ad hoc committees for specific issues or projects. Ad hoc committees will be given specific, written charges and will be convened for a specified period of time. When their assignment is completed they are disbanded. It is important that the role, responsibilities, and time frames for these groups are clearly stated and that their work be carefully monitored to ensure they work within the scope intended. The existence of this governance structure does not preclude departments, schools, or campuses from establishing their own technology committees for internal benefit. Such committees, while of potential benefit to local operations, are not a part of the university’s IT governance structure.
 
  1. Enabling Policies and Procedures  
Each of the committees in the governance structure sets its own operational level procedures and guidelines consistent with the policies and procedures contained herein. These will include the method by which constituencies will be informed of committee activities, decisions, and recommendations. The operational guidelines for the subcommittees are subject to review and approval by the ITGC. The operational guidelines for the ITGC are subject to review and approval by the Cabinet.
 
  1. Communication to the Community  
The strategic, tactical, and implementation plans created and modified by the governance structure will be posted on DSU’s Office of Information Technology web site for community access.
 
  1. Modifications to the Governance Structure  
Refinements to this governance structure and its policies, committee membership, and the like may be made from time to time by the President and Cabinet.   Fundamental changes to this structure and the governance process will be made through a consultative process determined by the President and Cabinet.
 
RELATED DOCUMENTS
 
·        Approved by the President’s Cabinet – August 24, 2005
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