IT System Governance & IT Investment Guidelines

Transcription

1 Service Management Board June 20, 2016 IT System Governance & IT Investment Guidelines Erik Lundberg Assistant Vice President, IT Services and Strategic Sourcing, UW-IT

2 Governor s Directives & State/UW Policies Directive 16-01: Providing Accountability for State Systems Responsible for Critical Functionality to increase accountability of state IT systems Cataloged 50 critical Business Systems in January - only 15 are operated by UW-IT State Policy 114 (March 2016) Business Applications/System Governance Change Management for IT Systems requires agency assessment of each business application to ensure identification of business and technical owners, documentation of agency governance processes, training of staff and other important activities. Designated Business Owner - accountable for priorities, resources, etc.single point of accountability, responsible for work prioritization, implementation, business process management, and escalation to the Agency Director or the Office of the Governor Designated System Owner - accountable for ensuring system meets business needs and priorities, escalating business priorities State Policy 132 (March 2016) Project Quality Assurance UW APS 2.3 (May 2016) Policy on IT, Telecommunications and Networking Projects and Acquisitions 2

3 APS 2.3 Policy on IT, Telecommunications and Networking Projects and Acquisitions Revised May, 2016 (last revision: July, 2005) Updated to describe the new IT Governance Process IT Strategy Board has oversight responsibilities for all major UW IT investments (HR/P, and other major projects) IT Service Investment Board has oversight responsibilities for other significant UW IT investments (academic, administrative business systems, etc.) Exemptions - Academic, Health-Care Related, Small Project (UW) Preparing guidelines and procedures 3

4 APS Exemptions > An "Academic Exemption" project or acquisition, which is only available to technology acquisitions, projects, or infrastructures that are primarily for conducting research, or other scholarly activities, or for instructional activities. However, proposed academic applications that are enterprise-wide in nature relative to the needs and interests of other State institutions of higher education must be disclosed by VP UW-IT to the State CIO. > A Health Care-related Exemption for Medical, clinical, or health care application including business and administrative applications is exempt from State CIO approval and reporting, but is subject to institutional reviews, approvals, and oversight, and must be conducted in accordance with a memorandum of understanding between VP UW-IT and UW Medicine. > A Small Project Exemption - from UW oversight Level 1; and less than $1M project; and $2.5M 5-year life; and single department impact; and no impact on central systems or resources 4

5 Oversight Levels - Criteria Risk and Severity are each rated using four categories of criteria using a Risk/Severity Calculator. Severity High Med Low Low Med High Risk The highest level evaluation in a category determines the severity or risk level for that category. 5

6 Concept Plan Business Problem being addressed Additional factors (e.g., financial analysis) Funding scenarios Performance outcomes and measurement Discovery to inform technical solution Customer-facing value (who and when) Alignment with strategic objectives Biggest concerns

7 Oversight of Large IT Projects at UW > Local procedures three areas UW-IT projects established process UW Medicine established process Distributed projects A challenge: How do we manage for this sector? > Realms administrative - subject to all OCIO reporting & governance requirements academic (instructional & research) - exempt from OCIO oversight > Drivers why we care expectations for central resources - need to prioritize, fund, etc. security - greater emphasis now, and growing rapidly accessibility - increasing emphasis sustainability - Climate Action Plan, energy efficiency, etc. avoiding duplicative services strategic fit accountability to OCIO for administrative systems 7

8 Oversight of Large IT Projects at UW Discussion > How should we manage the governance and oversight of Large Distributed IT Projects? Building some guidelines and business processes Communications (awareness) Other? 8

9 APS 2.3 Institutional Oversight Chart 9

10 QUESTIONS