IT Governance & Prioritization Guidelines

This article outlines guidelines supporting the IT Governance process, including the review, recommendation, and decision process of UI information technology investments.

As of December 2023, the Technology IDEA service replaced the "I Have a Technology Need" service. Requests can no longer be submitted directly for IT Governance - instead, the IDEA request will be reviewed by Product Managers to determine if a solution already exists to address the request. If that group determines upon review of the IDEA submission that no solution exists and IT Governance is required to obtain a new system, your request will be handed off to that process on your behalf. The process defined below still applies from that point onward.

What is IT Governance & Prioritization?

The IT Governance & Prioritization process ensures that the university understands the technology efforts that have been requested and that funding and technology personnel, regardless of whether those personnel work for OIT or another U of I unit, are assigned to those projects with the highest university priority in order to complete the projects on time, on budget and within scope. 

Items that require approval through IT Governance process

• Admin Software (hosted on premises or as SaaS - software as a service or cloud based). Does this application capture, store, or track University Information? If yes, this is an Admin software request.
  • New
  • Upgrade
  • Replace
• Academic software requiring an on-premise server, single sign-on capabilities, exceeds competitive bid thresholds, or is more than the acquisition of 10 licenses of the software
• Enterprise Hardware (servers, storage, phone systems, network, etc.) Does not include end-user hardware, i.e. desktops, laptops, monitors, printers, etc. Requests should be facilitated through TSP or Local Support.
  • New
  • Upgrade
  • Replace
• CIO responsibilities (do not require governance approval but will be reflected in Cabinet report for transparency):
  • OIT work only on Capital projects
  • IT infrastructure
  • Desktop purchases (replacements, upgrades, etc.) day-to-day purchases will follow the Centralized Purchasing Guidelines (TBD)
  • Core applications/upgrades
• Any RFP process related to the items above

Items exempt from IT Governance process

• Facilities capital projects requiring OIT work
• Academic software purchases for trial or sample purposes (i.e., proof-of concept), individual faculty work, etc.
• Purchase of additional software licenses for software already in use at UI
• Anything within the scope of the Centralized End User Technology Procurement and License Management Program
  • Desktops, laptops, monitors, printers, etc. (facilitated through TSP or Local Support)
• Technology Rooms
  • New Construction
  • Renovation
  • Upgrade

Project Request Flow

1.  Request  PMO review OIT Director & CIO review project prioritization/implementation process.

2.  Request  PMO review  CIO review  Deny / Accept & Governance / Approve & No Governance

3.  Request  PMO review  CIO review if Governance Committee review  Deny/Accept/Hold  President  Deny/Accept/Hold

If CIO approval  Project falls within the project prioritization/implementation process. 

Committees

• President's Cabinet (Cabinet)
  • Responsible for prioritization and recommendations to President based on accomplishing the UI Strategic Plan
  • Meets quarterly (can be a regular agenda item as a Cabinet meeting or could be separate.)
  • This process would use the Cabinet as appointed by the President.

Cabinet Review & Recommendation

1. Based on analysis by the Portfolio & Project Management Office (PPMO), Cabinet will review requests (including change requests) quarterly for prioritization and recommendation for approval/denial.
2. The following items will be reviewed along with the information included in the requests.
   • Does the request align with institutional priorities and strategic objectives?
   • Is there appropriate funding to support this request?
   • What are the risks?
     • Of not moving forward with this project
     • Overall implementation (financial, security, project management, resources, etc.)?
     • To the university (how broadly effected)?
3. Recommendations are submitted to President for approval.
4. PPMO will contact project requester with the results.

Scoring & Prioritization

• During intake the request will be scored using the defined matrix that measures risk and organizational impact.
• Scoring gives the ability to place the requests in a suggested priority order.
• Cabinet will review requests and priorities and make adjustments as they determine appropriate and present the recommended prioritization to the President

Recommendations to President

• Cabinet will provide the President with recommendations that will include:
  • A suggested prioritization order with explanation of any deviations from initial scoring order.
  • Proposals with suggested approved and denied status, with support explanations
  • Financial resolutions not initially stated in the proposal.
  • Any other information pertinent necessary to assist Leadership in making the final decision on proposals.
  • President will then make a determination and advise the PPMO
  • PPMO will advise requester of the results.

Project Funding

1. Cabinet may collaborate on funding resources or recommend project to UBFC
2. Proof of Concepts or Pilots
   • Maximum of one (1) year funding
   • Results must come back to the Cabinet for approval as a separate project and managed as part of the routine process
3. Implementations
   • Funding must be available for 3 years (implementation and ongoing costs, i.e., ongoing licensing and maintenance)
   • Costs should identify both hard costs and include projected cost savings.
4. Direct projects to SBOE approval process as required.

Intake of Needs Request

The following information will be gathered at intake:

• Requirements and needs – a clear definition of the customer’s needs, in most cases defined down to the functional/process level.
• Technical Assessment – information gained to assess the technical perspective of the needs request that support the requirements.
• Security Assessment – information gained to assess the security perspective of the needs request
• Financial Assessment – information gained to assess the financial perspective of the needs request (includes total cost of ownership and return on investment)
• PM Review – verify clarity in scope, cost, time, resource commitment, compliance, etc.
• Organizational Goals
• Organizational Risks
• Benefits (of doing or not doing project)
• And will complete a Total Cost of Ownership if identified at time of request.

Change Request

Change requests should be submitted to Cabinet after Cabinet has approved a project, and during either deep dive analysis or throughout a project when scope, time, and resources change within a project.

An online form will be available to ask current details, change description, change justification, etc.

Roles

• See Technology Investments - Process and Deliverables RACI for:
  • Responsibilities of deliverables that support this process from intake to completion.
  • Responsibilities and activities supporting this process from intake to completion.