Texas Woman's University University Policy Manual

Transcription

1 Texas Woman's University University Policy Manual Policy Name: Technology Governance Policy Number: 9.20 Date Passed: May 2014 Date Reviewed: Review Next By: May 2017 Signed By: Chancellor and President PURPOSE The purpose of technology governance is to ensure that the Office of Technology: a) is strategically aligned with the University; b) creates opportunities and maximizes benefits; c) uses resources responsibly; and d) manages risks appropriately. The purpose of the Technology Governance Policy is to provide a framework for decisions regarding technology at the University. The Associate Provost for Technology and CIO, under the direction of the Provost and Vice President for Academic Affairs, Chancellor and President, and/or the Board of Regents, is ultimately accountable for technology at the University. DEFINITIONS The following definitions describe the domains of decisions made within technology governance. & Systems Domains Academic Administrative : that allows the management of academic administration. Example academic administrative software functions including classroom scheduling, curriculum vitae management, program prioritization, course inventory, academic catalogs, and course evaluation software. Business : that focuses on finance and administration functions including budget, personnel recruitment, hiring, payroll, general ledger, accounts payable, procurement, and inventory software. Research : that provides utility to researchers including statistical processing, cluster processing, research data collection, and research data storage software. Student : that manages student needs including enrolling in classes, grade tracking, financial aid, scholarship, and degree management software. 1

2 Special Purpose Systems: Systems that are focused in purpose and require consideration for specific university units (e.g., police ticketing, library, institutional development, student health, housing, and ID card software). Teaching software: that provides utility in teaching including learning management, computer classroom management, classroom capture, and classroom video conferencing software. Office of Technology Internal Domains Architecture, Integration & Infrastructure: The framework that enables the enterprise to operate systems and data. An example of system integration is connecting the student information systems with the alumni system. Examples of architecture include core systems such as Portal, Active Directory, SharePoint, Exchange, X Drive, and Footprints. Examples of infrastructure include data centers, servers, network equipment, and the software that runs these systems. High Impact Projects: Projects and/or requests that require new money, use more than 600 hours of payroll, impacting more than 100 users, require changes in infrastructure, or exceed $25,000 in total purchase price. Low Impact Projects: Projects and/or requests which can be accomplished within budgeted resources, impacting a small number of users. Principles: Aligning the Office of Technology with the University's strategic direction; setting Office of Technology core values, metrics, policies, and procedures. Security, Risk, and Compliance: Ensuring state and federal requirements are met in technology decisions. Risk assessment is a critical aspect of this process. Technology Funding: Changes in the technology fee, technology budgets, or use of technology reserves. Technology Policies: Setting or changing technology policies for the University. The following definitions describe the groups with responsibility for input into decisions and decision making about technology at TWU. Groups, Committees and Councils Academic Council: A decision-making group consisting of the Provost and Vice President for Academic Affairs, Senior Associate Provost, Associate Provost for Technology and CIO, Associate Provost for Institutional Improvement, Associate Provost for Undergraduate Studies and Academic Partnerships, Assistant Provost for Institutional Research and Data Management, Assistant Provost for Promotion of Research and Sponsored Programs, College Deans, Dean of the Graduate School, Dean of the TWU Libraries, Speaker of the Faculty Senate, and Chair of the Council of Chairs. Board of Regents: The governing council for Texas Woman's University appointed by the governor with the advice and consent of the Texas Senate. 2

3 Council of Chairs: A governance group consisting of the University s academic component leaders. Distance Education Advisory Committee: A committee which makes decisions and recommendations regarding distance education at TWU. Members include representatives of online programs, at-large faculty representatives including a liaison to the Faculty Senate, administration and staff representatives, Enrollment Services representatives, and student representatives. Faculty Senate: Faculty governance group comprised of 30 elected Senators who represent the four Colleges and Blagg-Huey Library Finance and Administration Council: A committee which makes decisions and recommendations regarding finance and administration functions of the University. The committee consists of the Vice President for Finance and Administration, Associate Vice President of Finance--Budget & Procurement, Associate Vice President of Human Resources, Associate Vice President of Facilities Management and Construction, and Associate Vice President of Finance--Controller, and Treasury. Operations Committee: A committee which makes decisions and recommendations regarding student admissions, progression, and governmental reporting. The committee includes representatives from Enrollment Services, Undergraduate Studies and Academic Partnerships, the Graduate School, Office of Technology, Registrar, Admissions Processing, Admissions, and Institutional Research and Data Management. Research Advisory Committee: A committee which makes decisions and recommendations regarding research at TWU. The committee includes a dean and a chair designated by the Academic Council, a faculty member from each college designated by the deans, and the current chairs of the Research Support Committee and the Graduate Council's Research Committee. Special Purpose System Owner: Designated owner of the University systems which exist outside the technology governance structure, have specialized processes, and require separate consideration. Staff Council: A committee consisting of staff members of Texas Woman s University that are nominated and elected representatives, having one member per 30 job classification code area. Student Advisory Committee for Technology: A committee consisting of six students including representation from distance education students, undergraduate students, graduate students, resident students, Dallas campus students, and Houston campus students. Student Life Leadership: A committee consisting of the leaders in the Student Life division. This committee consists of the Vice President for Student Life, the Associate Vice President for Student Life, and the Associate Vice President for Student Services. Student Life Council: A committee consisting of the key stakeholders in the Student Life division. 3

4 POLICY Technical Advisory Committee: A committee consisting of six staff members from the Office of Technology, two members from each of the departments. Vice Presidents Council: University decision-making group consisting of the Provost and Vice President for Academic Affairs, the Vice President for Finance and Administration, and the Vice President for Student Life. The CIO will use the provided matrix to solicit relevant input and/or decisions from key stakeholders in the allocation of staff, funding, and equipment. Input will be solicited from entities that are impacted by a domain decision. Input is sought from an entity indicated in the domain only when the entity is impacted. Along with decision-making authority, the entity listed in the decision column is responsible and accountable for decisions in the indicated domain. All contracts must be reviewed and signed by the Vice President for Finance and Administration or University Legal Counsel prior to the creation of a purchase order. Effective technology governance occurs at many different organizational levels and includes many different stakeholders and entities. The complexity of the structure and relationships is amplified in a higher education environment. To clarify technology governance at TWU, a matrix which outlines the sources of input and decision makers for each domain of decisions has been developed. In the matrix below, domains appear horizontally across the top. Individuals and groups with responsibility for input into decisions and decision making about technology at TWU are listed vertically on the left side of the matrix. For each domain, sources of input as well as the decision maker are delineated with a corresponding I or D respectively. The domains define topics, areas, or issues related to technology. Decisions to change technology often involve multiple domains at once. Each pertinent domain must be considered in the decision-making framework. For example, changing the student information system would include High Impact; Technology Funding; Business ; Student ; Architecture, Integration, & Infrastructure; Security, Risk, and Compliance; and perhaps other domains. 4

5 Office of Technology Governance Domain Matrix & System Domains Office of Technology Internal Domains Academic Administrative Business Research Student Special Purpose Systems Teaching Architecture, Integration, Infrastructure High Impact Projects Low Impact Projects Funding Policy Principles Board of Regents I I,D I Chancellor and President I I I,D I Provost and VP for Academic Affairs I,D I I I I,D I VP for Finance and Administration I,D I I Vice President for Student Life I,D I I Vice President Council I,D I I I I I Academic Council I I I,D I I I Associate Provost, CIO, IRM I I,D I I,D I,D I I,D I I I,D I,D Council of Chairs I I I I I I Director of Applications I I I,D I,D I I Director of Client Services I I,D I,D I I Director of Infrastructure, ISO I,D I,D I I,D DE Advisory Committee I,D I Faculty Senate I I I I I I Finance and Administration Council I,D I I General Counsel Internal Audit I I Operations Committee I,D I Research Advisory Committee I I Staff Council I I Student Advisory Committee I I Student Life Leadership I I I I Student Life Council I I I I I Special Purpose System Owner I,D I I Technical Advisory Committee I I I I Note: I = Input. D = Decision. I Security, Risk, Compliance 5