2013 IT GOVERNANCE PLANNING SUMMIT - Home - AITS...2013 IT GOVERNANCE PLANNING SUMMIT Date: Wednesday, March 6, 2013 Time: 10:00 am – 4:00pm Loc: Public Affairs Center (PAC), UIS

2013 IT GOVERNANCE PLANNING SUMMIT

Date: Wednesday, March 6, 2013 Time: 10:00 am – 4:00 pm Loc: Public Affairs Center (PAC), UIS Campus, Springfield, IL Goal: Collaborative planning and support relative to information technology governance and strategic planning

9:00 am – 9:55 am Continental Breakfast and Registration

Location: Sangamon Auditorium Lobby

10:00 am – 10:15 am Opening Remarks | Cecilia Cornell, Provost’s Faculty Associate Location: Sangamon Auditorium Lobby

10:15 am – 10:35 am Overview of 2012 IT Governance Planning Summit Outcomes Overview of the Day’s Format, Goals, and Expectant Outcomes Location: Sangamon Auditorium Lobby

10:40 am – 11:25 am Panel Discussion: IT Strategic Planning at the University of Illinois Location: Sangamon Auditorium

11:25 am – 11:30 am Introduction to Breakout 1

Location: Sangamon Auditorium Lobby 11:40 am – 12:25 pm Group Breakout 1: IT Strategic Planning at the University of Illinois

Location: See Nametag, Table Number Assignment, and Map

12:25 pm – 1:05 pm Lunch Location: Sangamon Auditorium Lobby

1:05 pm – 1:25 pm Open Discussion of Breakout 1

Location: Sangamon Auditorium Lobby

1:25 pm – 1:35 pm Overview of IT Governance at the University of Illinois Location: Sangamon Auditorium Lobby

1:40 pm – 2:25 pm Panel Discussion: IT Governance at the University of Illinois

Location: Sangamon Auditorium 2:25 pm – 2:30 pm Introduction to Breakout 2

Location: Sangamon Auditorium Lobby 2:40 pm – 3:25 pm Group Breakout 2: IT Governance at the University of Illinois

Location: See Nametag, Table Number Assignment, and Map 3:35 pm – 4:00 pm Open Discussion of Breakout 2 and Dessert Break

Wrap-up Presentation and Evaluation Location: Sangamon Auditorium Lobby

2013 IT GOVERNANCE PLANNING SUMMIT

Date: Wednesday, March 6, 2013 Time: 10:00 am – 4:00 pm

Location: Public Affairs Center (PAC), UIS Campus, Springfield, IL

Please match the table numbers on your nametag to the information on this map to identify which room and

table you will be seated at for the group breakout discussions.

11:40 am – 12:25 pm Group Breakout One IT Strategic Planning at the University of Illinois 2:40 pm – 3:25 pm Group Breakout Two IT Governance at the University of Illinois

Conference Room

Table Numbers

C/D 1 | 2 | 3 | 4 | 5 | 6 | 7 E 8 | 9 F 10 G 11 | 12 | 13 | 14 H 15 | 16 | 17 | 18

1

2013 IT Governance

Planning Summit University of Illinois

March 6, 2013

WELCOME to the 2013 IT Governance

Planning Summit

Opening Remarks

Cecilia Cornell Provost’s Faculty Associate

University of Illinois - Springfield

2

Why are we here today?

Collaborate on IT Strategic Planning

Ø  IT Strategic Planning provides a framework for developing shared information technology strategies and initiatives at the University of Illinois

Collaborate on IT Governance Ø  IT Governance defines the processes,

components, structures, and participants for making decisions regarding the use of IT

Today’s Participants

University of Illinois at Urbana-

Champaign, Chicago, Springfield Faculty

Students IT Governance Participants

IT Professionals

3

Agenda Overview 2013 IT Governance Planning Summit

Opening Remarks Overview of 2012 ITG Planning Summit Outcomes

Overview of Day’s Format, Goals, and Expectant Outcomes Panel Discussion: IT Strategic Planning at the University of Illinois

Group Breakout 1: IT Strategic Planning at the University of Illinois Lunch

Open Discussion of Breakout 1 Panel Discussion: IT Governance at the University of Illinois

Group Breakout 2: IT Governance at the University of Illinois Open Discussion of Breakout 2

Dessert Break Wrap Up and EvaluaLon

Follow-up on the 2012 ITG Summit Focus: Ø  Identification of IT Governance outcomes

and success measures Ø  Sustaining collaborative decision making

processes in ITG Ø  Improving communication to ITG

constituents and between governance groups

Ø  Identification of high priority academic, research, and business strategies that IT must support for success

4

Follow-up on the 2012 ITG Summit Major Topics of Discussion: Ø  Successful Outcomes and Measurements Ø  Sustaining Collaborative Decision Making Ø  Teaching and Learning Support Ø  Infrastructure and Security Ø  Institutional Data and Information Ø  Collaboration and Communication Services Ø  Financial Stewardship Ø  Research Infrastructure and Services Ø  Student Success Ø  Outreach and Public Service Ø  Administrative Services

Follow-up on the 2012 ITG Summit Actions: Ø  Discussions were incorporated into the IT

Strategic Planning Framework and Various IT Plans

Ø  IT Governance Communication Ø  New ITG Websites at UIC and UIUC Ø  ITG Annual and Committee Reports

Ø  UTMT Expansion Ø  ITG Campus Chairs added Ø  VPAA and more faculty added

Ø  Shared Projects Started/Completed

5

Goals and Expected Outcomes for 2013 Summit

Collaborative discussion regarding IT Strategic Planning

Ø  Consider current plans and processes for IT strategic planning at the campuses and UA

Ø  Help ensure that IT planning aligns with university/campus/college plans and priorities

Ø  Foster ongoing collaboration for IT strategic planning

Goals and Expected Outcomes for 2013 Summit

Collaborative discussion regarding IT Governance

Ø  Discuss initial results of ITG processes throughout the university

Ø  Explore potential improvements to ITG processes as they continue to evolve

Ø  Involve ITG and non-ITG members in discussions about specific actions and prioritization

6

Changes and Challenges

Universal Challenges

Ø  Potentially deep budget cuts

Ø  Sudden changes in campus/university leadership

Ø  New academic and administrative priorities

Ø  Board level pressures

Ø  Quickly emerging technologies

Ø  Mass-exodus of employees and institutional knowledge

7

Long-range vs. Short-range IT Planning Ø  Emerging crises and constant change

encourages short-term solutions

Ø  Focusing inward towards solving immediate short-term, and sometime long-term, problems

Ø  Investing in long-term foundational capabilities is trumped by reactionary tactics

Ø  Short-term planning is easier More Changes in FY13

Ø  Multi-layer Leadership Stability Ø  No longer any interims in executive

leadership (president, chancellors, provosts)

Ø  No longer any interim CIOs

Ø  Campus CIOs report to provosts

Ø  UI IT Leadership Team now includes CIOs from UIF, UIAA, Health Affairs

Ø  UTMT includes ITG chairs and additional faculty members

8

More Collaboration in FY13 Ø  Increasing the number of people

working on shared initiatives

Ø  IT groups and individuals working closer at all levels of the organizational chart

Ø  Strategic planning and IT governance processes are more inclusive

EDUCAUSE Top 10 IT Issues 2012

1.  Updating IT professionals' skills and roles 2.  IT consumerization and BYOD 3.  Institution-wide cloud strategy 4.  Improving operational efficiency through IT 5.  Integrating IT into institutional decision-

making 6.  Analytics to support critical outcomes 7.  Funding IT strategically 8.  Transforming the institution's business with IT 9.  Supporting the research mission 10. IT governance throughout the institution

9

Alignment with topics

today

EDUCAUSE Top 10 IT Issues 2012

1.  Updating IT professionals' skills and roles 2.  IT consumerization and BYOD 3.  Institution-wide cloud strategy 4.  Improving operational efficiency through IT 5.  Integrating IT into institutional decision-

making 6.  Analytics to support critical outcomes 7.  Funding IT strategically 8.  Transforming the institution's business with IT 9.  Supporting the research mission 10. IT governance throughout the institution

ITG ITG ITG ITG ITG ITG ITG

SP SP SP SP SP SP SP SP SP SP

IT Planning and Governance in Response

10

Planning is Paramount

Integration of planning activities across the enterprise.

Academic Planning

Financial Planning

Facilities Planning

Information Technology

Planning

Integrated Planning

Strategic Planning

“The continuous process of making present (entrepreneurial) risk-taking decisions systematically and with the greatest knowledge of the futurity; organizing systematically the efforts needed to carry out these decisions; and measuring the results of these decisions against the expectations through organized systematic feedback.”

Peter Drucker, Management: Tasks, Responsibilities, Practices

11

IT Governance UI - Chicago

IT Governance Council

Infrastructure and Security Education

Research Administration

IT Governance UI - Springfield

Academic Technology Committee

Provost Team

Dean’s Council

ITS Management

Team

12

IT Governance UI – Urbana-Champaign

IT Governance UI – Univ. Administration

IT Priorities Committee

(ITPC)

Finance Student Human Resources

Business Intelligence & Performance Management

Cross Functional

UA IT Council

13

IT Governance UI Technology Mgmt. Team

University Technology

Management Team (UTMT)

Common Architectural Vision

(CAV) Information Security

Committee

Business Intelligence & Performance Management

(BI/PM)

Questions for Today Group Breakout One

Ø What stands out to you as near-term priorities for your campus or unit as part of the IT strategic planning?

Ø How would you and your unit participate in further developing or executing on these priorities?

14

Questions for Today Group Breakout Two

Ø How would you like to see the IT governance processes improve over the next year at your campus or unit?

Ø What topics or areas should IT governance be paying the most attention to in order to provide the most value your campus or unit?

IT Strategic Planning at the

University of Illinois

Panel Discussion

15

Purpose of Panel Discussion

Discuss university, campus and college IT strategic planning efforts at the University.

Panelist Introduction

Farokh Eslahi Associate Provost, Information Technology Chief Information Officer - UIS

Stig Lanesskog Associate Provost for Strategic Planning and Assessment - UIUC Associate Dean – MBA Program

Paul Hixson Chief Information Officer - UIUC

UIUC

UIS

UIUC

16


Cynthia Herrera-Lindstrom Chief Information Officer - UIC Executive Director, ACCC - UIC

Ginny Schroeder WTC Consulting – UIC

Michael Hites (moderator) Senior Associate VP for AITS & CIO

UIC

UIC

UA

Panel Discussion Topics

IT Strategic Planning

Ø Process

Ø Priorities

Ø Collaboration

Ø Next Steps

17

Panel Discussion

Process

Panel Discussion

Priorities

18

UIS Priorities •  Continue to grow enrollment

–  Increase visibility –  Be more affordable and accessible –  Strategically add new programs –  Online Programs - leadership in online education, testing

new online delivery methods

•  Talent acquisition Hiring and retaining the talent we need to fulfill the vision improve and streamline hiring process @UIS, improving the diversity of faculty and staff; leadership

•  Facilities provide facilities to ensure best student experience

–  Construction of new Student Union, renovation of Brookens Library, next academic building, renovation of student apartments, Public Safety building

UIS

ITS Priorities •  Increase and improve marketing and outreach

of ITS services to the campus community •  Take advantage of opportunities to share

success stories – participate in conferences, publish articles about effective practices, etc.

•  Continue the deployment of virtual desktops to increase operational efficiency and provide students with affordable and anytime-anywhere access to software applications

•  Work with faculty in the development of new programs, particularly ones with an emphasis in media

UIS

19

ITS Priorities •  Assist Academic Affairs & Student Affairs with

the implementation of an Online Student Orientation

•  Increase the capacity for development and support of mobile applications

•  Enhance coverage and ease of access for Wi-Fi and cellular services

•  Create innovative state-of-the-art classrooms and informal spaces

•  Implement and maintain a comprehensive Service Catalog

•  Research new and emerging technologies in support of online and on-ground programs

UIS

Significant Items from the Past Year - UIUC •  Five faculty-led IT Governance subcommittees,

the IT Executive committee, and the IT Council fully engaged in IT strategic planning

•  Stig Lanesskog engaged to lead and help the CIO coordinate IT strategic planning activities

•  "Information and Technology" surfaced as one of the 6 main topics through the Chancellor's Visioning Excellence listening tour

•  Provost Adesida was promised that we will have a completed campus IT Strategic Plan by the end of the spring 2013 semester

UIUC

20

Panel Discussion

Collaboration

Panel Discussion

Next Steps

21

Breakout Session One

IT Strategic Planning at the


Breakout Session One Discussion Goal Provide input on what was discussed by the panel and the priorities considered in the plans. How can groups and individuals continue to contribute to plan development and execution?

22

Breakout Session One Discussion Questions



Your group does not have to finish all the questions and you do not have to start at

the first question

Breakout Session One Please match the table

numbers on your nametag to the

information on the map in your packet to identify

which room and table you will be seated at for

the group breakout discussions.

Room Table Numbers

C/D 1 | 2 | 3 | 4 | 5 | 6 | 7

E 8 | 9 F 10 G 11 | 12 | 13 |

14 H 15 | 16 | 17 |

18

23

Breakout Session One Discussion Questions




the first question

Lunch

24

Breakout Session One

Open Discussion

IT Governance at the University of

Illinois

Panel Discussion

25

Purpose of Panel Discussion

Consider the current IT governance processes and how they are used to maximize the value provided by our IT resources at the University.


Terri Weaver Co-Chair IT Governance Council Dean, College of Nursing

Cynthia Herrera-Lindstrom Chief Information Officer Executive Director, ACCC

UIC

26


Chung-Wei Lee Chair – Academic Technology Committee Assistant Professor, Computer Science

Farokh Eslahi Associate Provost, Information Technology Chief Information Officer

UIS


Paula Kaufman Chair - ITG Executive Committee University Librarian and Dean of Libraries Professor of Library Administration

Paul Hixson Chief Information Officer

UIUC

27


Michael Hites (moderator) Senior Associate VP for AITS & CIO

UA

Panel Discussion Topics

IT Governance

Ø Direction

Ø Value

Ø Improvement

Ø Measuring Success

Ø Future

28

Panel Discussion

Direction

Panel Discussion

Value

29

UIS ATC Significant Items from the Past Year •  FDO Workshop

ATC members organized and led a faculty development workshop titled “Confidentiality/Security Issues When Collaborating and FERPA Requirements for Faculty” to raise the awareness of information privacy for the campus community.

•  McGraw-Hill Connect Based on ATC’s suggestion, McGraw‐Hill Connect/Blackboard building block has been installed on UIS Blackboard. Through this building block, faculty can have access to many McGraw‐Hill digital textbooks before they are formally adopted for course use.

•  Mobile Strategy ATC members participated in the UIS Mobile Strategy Task Force which was formed to address the UIS policies, procedures, and guidelines regarding the mobile apps and websites on the UIS campus.

•  ITS Survey ITS survey result indicated that some students feel faculty do not fully or effectively use technology, particularly in the classrooms. ATC members discussed this issue extensively and formed a subgroup to further explore ways to approach faculty and bring those ideas to the Committee. The subgroup proposed a pilot project for CAP Honors classes for Fall 2012. In this project, ITS Instructional Support Team would assist in teaching these classes to identify technologies that may address survey results.

UIS

Significant Items from the Past Year - UIUC •  Five faculty-led IT Governance

subcommittees and the IT Executive committee meeting regularly over the past year

•  ITG website and communication plan implemented

•  Subcommittees are now preparing reports of their work for the IT Executive Committee

UIUC

30

Significant Items from the Past Year Ø  Administration

Ø  Completed and submitted to HR a comprehensive report on HireTouch with recommendations for improvement

Ø  Education Ø  Collaborating with the Vice Provost for Faculty

Affairs to create a teaching and learning center Ø  InfraSec

Ø  Created security policies for the UIC campus Ø  Secured the Microsoft licensing agreement

Ø  Research Ø  Completed and submitted to the Provost a

proposal for a high performance computing cluster Ø  Building research data management/data curation

template for high value data

UIC

Panel Discussion

Improvement

31

Panel Discussion

Measuring Success

Panel Discussion

Future

32

Breakout Session Two

IT Governance at the


Breakout Session Two Discussion Goal

Collaborate on how to make the current IT governance processes

better.

33

Breakout Session Two Discussion Questions Ø How would you like to see the IT

governance processes improve over the next year at your campus or unit?



the first question

Breakout Session Two Please match the table

numbers on your nametag to the

information on the map in your packet to identify

which room and table you will be seated at for

the group breakout discussions.

Room Table Numbers

C/D 1 | 2 | 3 | 4 | 5 | 6 | 7

E 8 | 9 F 10 G 11 | 12 | 13 |

14 H 15 | 16 | 17 |

18

34

Breakout Session Two Discussion Questions Ø How would you like to see the IT

governance processes improve over the next year at your campus or unit?



the first question

Breakout Session Two

Open Discussion

35

2013 IT Governance Planning Summit

Ø  Evaluations are located on your tables Ø  Your feedback will help us make

improvements for next year Ø  2014 Summit – March (tentative) at UIC

Thank You for your valuable contributions to today’s

Summit!!

1. What stands out to you as near-term priorities for your campus or unit as part of IT strategic planning?

Over…

2013 IT Governance Planning Summit Scribe Sheet

Group Breakout 1

The Role of a Scribe A scribe:

- Captures and records the proceedings of the breakout sessions to assure the group can accomplish their goals. - Documents what is discussed during the workgroup sessions. - Helps the group create lists of important points. - Summarizes the issues from time to time as to ensure they are documented correctly. - Documents all issues, ideas, solutions, and resolutions provided by the workgroup.

2. How would you and your unit participate in further developing or executing on these priorities?

1. How would you like to see the IT governance processes improve over the next year at your campus or

unit?

Over…

2013 IT Governance Planning Summit Scribe Sheet

Group Breakout 2

The Role of a Scribe A scribe:

- Captures and records the proceedings of the breakout sessions to assure the group can accomplish their goals. - Documents what is discussed during the workgroup sessions. - Helps the group create lists of important points. - Summarizes the issues from time to time as to ensure they are documented correctly. - Documents all issues, ideas, solutions, and resolutions provided by the workgroup.

2. What topics or areas should IT governance be paying the most attention to in order to provide the most

value to your campus or unit?

CAMPUS IT GOVERNANCE University of Illinois at Urbana Champaign (UIUC) IT Governance Committee IT Governance is a group of interconnected committees that evaluate and recommend IT directions in support of research, teaching and learning, and outreach. IT Governance is faculty-driven but includes participation from students, staff, and administrators. Beginning in Spring 2012, IT Governance is an on-going effort to align IT resources and capabilities with campus needs. Information on the structure, objectives, and sub-committees can be found at http://itgov.illinois.edu. IT Council The IT Council will operate within, and leverage the framework of, the campus IT governance process. The IT Council is responsible for providing key background information and recommendations to the IT Governance Committee and for ensuring the implementation of decisions made through the IT governance process. More information can be found at http://itgov.illinois.edu/committees/it-council. University of Illinois at Chicago (UIC)

IT Governance Council The Task Force on Information Technology at UIC completed its report in December 2010. The primary recommendation was to create a Governance Council, reporting to the Provost, with multiple subcommittees and expertise in a range of functional areas. Information on the structure, objectives, and sub-committees can be found at http://itgovernance.uic.edu. University of Illinois at Springfield (UIS) Academic Technology Committee The Academic Technology Committee reviews policies involving academic computing and other technological services and works with other committees and groups within the campus community to monitor budget and planning implications of developments in this rapidly changing area. More information can be found at http://www.uis.edu/ITS/about/ITGovernance.html. UNIVERSITY IT GOVERNANCE University Technology Management Team (UTMT) The University Technology Management Team (UTMT) articulates the Information Technology strategic direction for the University of Illinois in areas where strategic directions are common for all campuses. More information can be found at http://www.utmt.uillinois.edu. Information Technology Priorities Committee (ITPC) The Information Technology Priorities Committee (ITPC) is the primary body that is responsible for evaluating administrative information technology initiatives from project inception through the end of a project's lifecycle. More information can be found at http://www.itpc.uillinois.edu. UA IT Council The University Administration Information Technology Council (UA IT Council) fosters collaboration and cooperation throughout UA and leverages UA IT services to better serve both UA and the University campuses. The UA IT Council assists in identifying shared priorities for IT within UA and seeks opportunities for cost savings or avoidance. The UA IT Council provides governance to recommend UA IT policy, creates common UA IT procedures, and provides input to University committees, such as the University Technology Management Team (UTMT). More information can be found at http://www.cio.uillinois.edu/uaitcouncil.