ITSS Governance


Information Technology Shared Services Governance Framework

Last Update: 03/2019

 

Purpose and Scope

UNTS Shared Services operates within a governance framework to deliver services that are responsive, efficient, and meet institutional business needs. Information Technology Shared Services (ITSS) Strategic Services, a component of System Shared Services, has developed and adopted a governance framework to serve as a guideline and provide structure to its collaborative decision making, decision-making authorities, service delivery, evaluation of services, reporting, and internal controls. 

Information Technology Shared Services (ITSS) is continuously improving the governance process and increasing capabilities. Some of the most recent improvements include:

  • Building a data driven decision process and model
  • Standardizing the demand intake process across the campuses and system
  • Optimizing ITSS Governance structure and committees to meet business and IT objectives
  • Standardizing the toolset used by Strategic Services to streamline processes;
    • Demand Intake (Business Relationship Managers)
    • Governance Review, Prioritization and Approval 
    • Project Portfolio Management (PPM)
    • Resource Capacity             

 

 

Organization

 

*ITPP=IT Planning and Prioritization Committee

 

Roles and Responsibilities

The governance framework establishes the roles and responsibilities for the Shared Services Council, Shared Services Operations Committee, IT Governance Committee, and the campuses and System IT Planning and Prioritization Committees.

Shared Services Council (SSC)

The Chancellor assigns oversight of shared services to the Chancellor’s Council, including the Chancellor (Council Chair), three institutional Presidents, and three Vice Chancellors: 

  • Chancellor
  • University Presidents
  • Vice Chancellor/General Counsel
  • Vice Chancellor for Academic Affairs & Student Success
  • Vice Chancellor for Finance

Through the ITSS Council, the Chancellor’s Council monitors SLAs, evaluates performance measures, including the level, quality, and cost of the service provided. The Council also evaluates how well the services support the institutions’ values and mission and focus on customer service. 

The Chancellor’s Council approves all Level 4 projects and/or projects for which capital investment is over $1 million. See Delegated Authority Matrix.

ITSS Council

The ITSS Council consists of:

  • Chief Information Officer
  • UNT IT Planning and Prioritization Chair and Co-chair (2)
  • UNTHSC IT Planning and Prioritization Chair and Co-chair (2)
  • UNTD IT Planning and Prioritization Chair and Co-chair (2)
  • System IT Planning and Prioritization Chair and Co-chair (2)
  • UNT System Budget Representative
  • Senior Manager HRIS
  • Data Governance Representative

The ITSS Council approves medium to high risk projects assessed as Level 2 or Level 3 for which capital investment is $0 - $1,000,000. See Delegated Authority Matrix. The ITSS Council also approves a prioritized portfolio of ITSS projects aligned to strategic priorities.  

IT Planning and Prioritization Committees (ITPP)

Membership of the four ITPPs is recommended to consist of key Business Areas within each component. Each ITPP is established and managed by leadership from the component. ITSS Business Relationship Managers (BRMs) participate in a consultant role. ITPP role-based membership has been established and is in place. 

Each ITPP produces a prioritized ITPP project portfolio aligned to their strategic priorities. These are combined into a single project portfolio to be prioritized and approved by the ITSS Council.

 

Procedure

Demand Opportunity Assessment Overview

Demand opportunities are assessed through stages of progressive elaboration.  ITPPs decide whether an idea or demand warrants further consideration and triggers a process that gathers increasing amounts of information to determine if a Demand should be selected as a Project.  Following is an overview of the information gathered and by whom: