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IT Governance

IT Governance is a process where ideas, projects, and proposals from faculty, staff, and students that involve technology are evaluated by a college committee for consideration. The diagram on page 3 illustrates the governance structure for Information Technology. Two review committees (IT Project Advisory Board and Academic Computing and Business Advisory Board) serve as the "sounding boards" for proposals, ideas, and projects from students, faculty and staff, where any idea with a possible technology solution or improvement is proposed.

The committees have representatives from across the College which allows constituents all to have a voice at the table and make recommendations on future technology decisions.

How the Governance Process Works

The process starts with how technology can be deployed to help improve a process, solve a problem, bring innovation, improve learning, or in any way help the College fulfill its mission. Technology is defined as software and hardware that is purchased or available free-of-charge through open source agreements. Software means software to be installed on Windows or Mac computers, a centralized College computer system or network, or an Internet/cloud based subscription or free service. Hardware means any device that connects to a College computer or network through a cable or wireless connection. The Governance process should not be used to address everyday operational issues such as computer problems, printers not working, or other such day-to-day maintenance issues. Such issues should be sent to the IT Service Desk.

Step 1 - Submit a Project Request to the IT Service Desk using TeamDynamix

The College community member who has an idea, problem, proposal, or project first submits a Project Request to the College IT Service Desk.  If the project is sufficient in size to warrant more information (projected to cost more than $5,000 or involve more than 40 hours of staff time), the Service Desk will route the proposal to the Project Management Office and then through the appropriate committees. 

Step 2 - Meet with the Project Management Office

A representative of the Project Management Office or the IT Project Advisory Board will work with the submitter to ensure that the project requirements have been properly identified, especially as it relates to technology resources.

Step 3 – Meet with the IT Project Advisory Board

Once the idea is forwarded to the IT Project Advisory Board, the proposer will be invited to the next scheduled committee meeting to present their idea or proposal. The Purpose of the IT Project Advisory Board is to review proposals for technical feasibility as well as identifying resource constraints for time, infrastructure and technical staff. The committee will make recommendations based on these resource constraints or propose a different technology approach.

Step 4 - Meet with the Academic Computing and Business Technology Governance Commmittee

The Academic Computing and Business Technology Governance Committee's charge is to offer the best fit solution to the issue, considering budget and support of the College mission. The committee will send their recommendation to the Executive Steering Committee.

Step 5 - Review by Executive Steering Committee (ESC)

ESC reviews recommendations the committees. The proposer may be asked to appear before the ESC to present their case. ESC considers the following factors: accreditation requirements, state, federal or local mandate, budget impact, alignment with mission and strategic plan, longevity and scale of impact, impact on new ERP project, and urgency/risk factors. Projects are approved or not approved. Projects approved that are a major impact to process or budget (more than $30,000) are referred to President's Cabinet for final review.

Step 6 - Review by President's Cabinet (Major Projects and Initiatives)

If the project approved by ESC has significant budget and process impact, the project is referred to President's Cabinet for final review. Projects approved by President's Cabinet should be moved through the budget process as funded. Projects not accepted or funded may be presented again through the process.

Step 7 – Send to Project Management Office (PMO)

The PMO will begin the resource planning and scheduling of task. Assign appropriate project management and develop Project Charter with Project team.

 

Executive Steering Committee

Governance and ERP Project Oversight

  • Project Prioritization
  • ERP Project
  • Policy Review/Approval
  • Budget Management
  • Approve IT Strategic Plan Members:

Ken Libutti, Chief Information Officer

Dr. Peter Barbatis, VP Student Services& Enrollment Management Richard Becker, VP Administration & Business Services

Pam Harrison, Director, ERP Project

Dr. Ginger Pedersen, VP Information Services & ERP Project Sponsor

Dr. Bernadette Russell, VP ELearning & Educational Technology, and Provost, Boca Raton

Dr. Roger Yohe, VP Academic Affairs

Chuck Zettler, Dean, Enrollment Management George Sullivan, Project Manager, Ex Officio

 

ERP Advisory Committee

  • Change Management
  • Communication
  • Business Process Consulting
  • Campus Questions
  • Rumor Control
  • Training support Members:

Dr. Ginger Pedersen, VP Information Services & ERP Project Sponsor, Chair

Dr. Holly Bennett, VP Institutional Effectiveness and Provost, Palm Beach Gardens David Chojnacki, Director, Purchasing

Dr. Nika Coleman Ferrell, Dean of Academic Affairs, Boca Raton James Duffie, Controller

Pam Harrison, ERP Director

Cynthia Johnson, Career Center Manager

Roz McFarlane McCalla, Senior Associate Registrar, Lake Worth Barb Matias, Executive Director, Human Resources

Glenn Pate, Associate Professor Faculty (Boca Raton)

Julie Reiman, Business Analyst Manager, IT Dr. Grace Truman, Executive Director, CRM

Dr. Roy Vargas, Academic Dean, Belle Glade & Loxahatchee Groves Chuck Zettler, Dean, Enrollment Management

 

Academic and Business Technology Governance Committee

  • Learning & Teaching Technology
  • Classroom Technology
  • Library Technology
  • Academic Technology Policies and Procedures
  • Program Technology
  • Emerging Educational Technology Members:

Dr. Bernadette Russell, Co-chair

Ken Libutti, Chief Information Officer, Co-chair Sid Beitler, ELearning Director

3 Faculty

1 Academic Dean

            1 Associate Dean

            2 Business Representatives.

 

College Information Security & Privacy Advisory Sub-Committee

  • Information Security
  • Information Privacy
  • Security Policies and Procedures
  • Security Awareness & Training Members:

 

Guy Albertini, Information Security Officer, Chair

Associate Dean

Student Services Representative Finance Representative Financial Aid Representative

Human Resources Representative Devin Persaud

            1 System Analyst

            2 Network Analysts

2 Faculty

Kevin Fernander, General Counsel College Registrar

Anton Smith, Ex Officio

 

Data Governance Sub-Committee

  • Data loss prevention policies &procedures
  • Data ownership and governance
  • User training and guidance
  • Intellectual Property Members:

Susan Bierster, Interim Dean of Curriculum

James Duffie, Comptroller

Cheryl Hare, Assistant Director, HR Amy McDonald, College Registrar Eddie Viera, Financial Aid Director 2 Faculty

Details

Article ID: 47699
Created
Fri 2/2/18 2:24 PM
Modified
Mon 8/13/18 9:27 AM

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IT-Governance-2018.pdf

4/19/2018 11:09:46 AM