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
Panelist Introduction
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
University of Illinois
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
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?
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
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?
Your group does not have to finish all the questions and you do not have to start at
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.
Panelist Introduction
Terri Weaver Co-Chair IT Governance Council Dean, College of Nursing
Cynthia Herrera-Lindstrom Chief Information Officer Executive Director, ACCC
UIC
26
Panelist Introduction
Chung-Wei Lee Chair – Academic Technology Committee Assistant Professor, Computer Science
Farokh Eslahi Associate Provost, Information Technology Chief Information Officer
UIS
Panelist Introduction
Paula Kaufman Chair - ITG Executive Committee University Librarian and Dean of Libraries Professor of Library Administration
Paul Hixson Chief Information Officer
UIUC
27
Panelist Introduction
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
University of Illinois
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?
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?
Your group does not have to finish all the questions and you do not have to start at
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?
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?
Your group does not have to finish all the questions and you do not have to start at
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.