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ITPC

Information Technology Planning Committee

Purpose

To optimize the IT project governance structure and processes to drive business value and enable effective decision-making, while ensuring that project prioritization and planning are in place to execute strategic initiatives.

Goal 1: Provide transparency and awareness for all IT development projects.

Strategy

  • Expand and enhance the current OIT project portfolio to represent all projects that utilize technical resources, e.g. adding BIRS and Next Frontier projects.
  • Identify overlap or dependencies among projects.

Outcomes

  • Optimize resource allocation and demonstrate resource demands.
  • Provide visibility into prioritization and timelines.
  • Provide a tool for reprioritizing projects as critical needs emerge.

Goal 2: Provide one entry point for IT project requests.

Strategy

  • Follow a unified process for OIT project request intake and review.
  • All requests are provided with a business case drafted by the PMO, project requesters, and impacted stakeholders.

Outcomes

  • Projects demonstrate clear expectations and have agreement on deliverables before work begins.
  • Coordinate project execution, considering timelines and resources, to improve delivery.
  • Improve data for measuring project success and determining future courses of action.

Goal 3: Use a standard scoring rubric for all projects.

Strategy

  • Provide a standard format for evaluating project requests and determining prioritization.
  • Projects that support University strategic goals are weighted higher.

Outcomes

  • Determine the value of a project before committing budget, personnel, and time.
  • Address project risks to minimize impact.
  • Provide a forum for understanding and enhancing the scoring rubric.

Goal 4: Distill Working Groups to Decision Support, IT Operations and Support, Communications and Marketing, Research, and Student Recruitment and Success.

Strategy

  • Each ITPC member represents a Working Group. How Working Groups operate is determined by their respective members.
  • ITPC members bring project needs from their division to the Working Group, and route to the project request submission.
  • Working Groups report to ITPC on active projects and provide input on prioritization of projects under their group.

Outcomes

  • Support cross-divisional conversations about projects, e.g. business case reviews.
  • Serve as a resource for project information in their respective department/division.
  • Identify projects not yet tracked that need to be submitted through the request process.

Goal 5: Structure monthly ITPC meetings to meet specific objectives.

Strategy

  • Review and discuss scoring and ranking of new project requests.
  • Working Group representatives report on progress of active and pending ITPC projects.
  • Bring critical (i.e. emergency executive directives) project needs to the group.

Outcomes

  • Purpose and outcomes of the meeting are defined, maximizing time for a resource-heavy (expensive) meeting
  • Format allows for broad membership to contribute.

Project Vetting

Purpose

Provide ITPC members with an awareness of ITPC projects and Working Groups an opportunity to provide feedback on project requests.

  • Once the project request is received, the PMO and project stakeholders will draft a business case that includes a description of changes, justification, scope, and preliminary impact analysis.
  • The PMO will provide the assigned Working Group with an opportunity to review and provide feedback on the business case and prioritize among their existing Working Group projects.
  • Once the Working Group completes their review, the business case will be shared with ITPC for final comments with a deadline of two weeks. Comments will be monitored by the Working Group and PMO for opportunities to provide clarification or additional information, with the goal to resolve all comments.
  • The monthly ITPC meeting will include a standing agenda item to confirm final review of recent business cases and determine prioritization of the projects in the Project Portfolio.