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VCU IT Governance Redesign

Winter 2023

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What is IT Governance?

  • Process used to review and make recommendations on IT investments at VCU.

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  • Used when someone wants to pursue, purchase, renew or find a technology solution to meet an identified business, teaching, research or operational need.

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  • Seeks to ensure that new technology can be implemented within the current IT infrastructure.

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Why do IT Governance?

  • Facilitates framework for required accessibility, security and other required compliance reviews.

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  • Trust in the privacy and security of our data through selection of secure technology investments.
  • Promotes collaboration, transparency and informed decision-making.

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  • IT investments are selected that support VCU’s goals and strategic plan.

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  • Stewardship of how student tuition dollars, technology fees and University budget is spent.

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IT Governance Is Not…

  • Responsible for IT project planning and resourcing of the proposed investment.

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  • A red tape measure to slow down or stop the innovation and progress of those seeking technology to meet their needs.

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  • Involved in contractual processes with vendors.

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  • Responsible for determining return on investment or governing whether or not contracts for products should be renewed.

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IT Governance Redesign Project

Previous IT Governance Model

  • Hard to approach Governance process for non-IT sponsors.
  • Single Governance Committee.
  • Challenges with planning, implementation and continuous improvement of solutions.
  • Only reviewed IT investments above a financial threshold of $10,000, leaving many lower cost investments not reviewed that posed a high impact to security, accessibility, users, etc.

New Governance Model

  • A more approachable submission, review and decision-making workflow.
  • Expanded Governance Committee structure.
  • New IT consultation step to allow sponsors to work directly with their IT to find the best investment to meet their needs, navigate the process, etc.
  • Introduction of low and high impact review processes to review IT investments that have a business, financial, accessibility, security or large user impact.

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IT Governance Committees

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Committee Overview

Committee Name

Committee Mandate

Committee Membership

Meeting Frequency

Academic Technology Committee

Review IT investments that have a high impact on the teaching and learning environment.

Faculty, staff and student representatives.

Monthly

Administrative & Operational Technology Committee

Reviews IT investments that have a high impact on the administrative, business, operational and research environment.

Faculty and staff representatives.

Monthly

Technology Procurement Committee

Reviews all low and high impact IT investment proposals for accessibility, IT security, compatibility with IT infrastructure, compliance with policies, etc.

Staff from IT, Security, Finance, Procurement and other designated offices and departments.

Weekly

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Strategic IT Council

Reviews recommendations from Committees. Provides final decision making authority on high impact investments.

High level leadership from IT, Finance, Provost, VCU Health Sciences, Research, and Governance Review Committee chairs.

Monthly

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