Introduction by William Griffenberg, CIO

As part of the ITS Strategic Plan, the role of IT governance has been re-envisioned to foster a more collaborative culture where all voices are heard and projects are prioritized based on university needs to ensure all ITS initiatives meet the university’s mission. This governance model will:

    1. Re-envision IT Governance for Transparent Decision-Making, Priority-Setting & Action.
    2. Inspire & Enable Innovation.
    3. Create Appropriate Capacity for Ongoing Investment in Campus IT Infrastructure and Information Security as Needs Continue to Grow.

Toward that end, the IT Steering Committee (ITSC) was formed. The ITSC will focus on providing input on behalf of the campus community and offer advisement to me on the entirety of the university’s technology picture and budgeting for new technology initiatives. This includes topics such as: IT strategic plans, campus resource allocation for IT projects, and technology project priorities.

I am pleased to announce the launch of the ITSC and wish to express gratitude to those who have made a commitment to serve on this committee. I look forward to your contributions and advancement attributable to our collective efforts.

Download IT Governance Charter

Shared IT Governance through the Information Technology Steering Committee (ITSC)

Introduction

The goal of information technology governance is to ensure that a balanced mix of Texas A&M University–San Antonio (A&M-SA) technology investments are aligned with strategic and cross-functional business objectives. Governance activities focus on understanding the issues and strategic importance of IT, enabling the enterprise to sustain its operations and implementing the strategies required to advance A&M-SA ITS’ response to future University needs. Governance practices aim at ensuring that the expectations for IT are met and IT risks are mitigated. The two main components of governance are:

1.     The creation of decision-making mechanisms, whether committees, review boards or written policies.

2.     The assignment of decision-making authority and accountability.

 Information Technology Governance drives decisions in three main areas:

1.     IT strategy

2.     IT project investments

3.     IT architecture

Toward that end, the IT Steering Committee (ITSC) was formed. The ITSC will focus on providing input on behalf of the campus community and offer advice to the Chief Information Officer (CIO) on the entirety of the university’s technology picture and budgeting for new technology initiatives. This includes topics such as:

(1) IT strategic plans,

(2) campus resource allocation for IT projects, and

(3) technology project priorities.


A&M ITS Decision Making Structure

As part of the ITS Strategic Plan, the ITS organization is implementing several high visibility and impactful projects. For these time, money and resource investments to be successful, decisions must be timely and at the right level of authority for each project. A well-defined and active governance structure has been shown to result in more efficient and effective teams, improved results, reduced risks and better resource utilization.

The decision making structure for the university’s IT governance includes the following entities:

  • The IT Steering Committee (ITSC)
  • Information Technology Advisory Committee (ITAC)
  • President’s Cabinet

Acting in a supporting role to the above entities are the following:

  • IT Project Management Office (PMO)
  • Center for Academic Innovation Advisory Board
  • IT Program/Application Change Advisory Board (CAB)
  • Individual Project Implementation Teams

Benefits of a Shared Governance Process

This governance process is focused on a broad perspective referred to as “enterprise architecture,” which is a university-wide framework used to incorporate business processes, information flows, applications and infrastructure in support of university goals. Some of the many benefits expected from effectively and consistently following a governance process include:

  • Facilitating executive decision making and aid in IT strategic planning.
  • Aiding in project and portfolio management, thereby ensuring focused use of university resources in support of strategic goals.
  • Ensuring capacity planning and IT resource utilization requirements are addressed.
  • Creating a centralized source from which to see all existing IT assets, initiatives and potential investment opportunities.
  • Increasing interoperability among and across university IT applications.
  • Improving ability to share data and services between university systems.
  • Providing visibility regarding potential reuse of existing applications.

To achieve these objectives, a documented, structured approach to decision-making is critical. The defined governance is intended to benefit medium and major ITS projects by:

  • Ensuring decisions are made timely at the appropriate project level
  • Ensuring each project maintains sponsorship and funding
  • Providing strategic leadership and direction
  • Fostering a culture of accountability and transparency
  • Providing oversight and guidance to improve the potential for success

Purpose

The purpose of this formal IT governance structure is to foster engagement between university departments. Utilizing a collaborative approach, the ITSC will provide oversight for the use, management, and integration of information systems across their lifecycles with a focus on:

  • supporting the university’s mission and goals;
  • providing value;
  • minimizing risk; and,
  • complying with applicable regulations, accreditation, professional practice, and legal standards.

Scope and Responsibilities

To reduce and ultimately eliminate siloed approaches to information management, the members participating in IT governance will be responsible for:

  • Review and approval of information governance policies impacting more than one business unit or department.
  • Review and approval of information governance-related strategies and roadmaps.
  • Prioritization of information governance-related scope, priorities, and initiatives.
  • Establishing information governance-related metrics, evaluation, and oversight of results.
  • Coordination of information management responsibilities across the organization.
  • Monitor progress and impact.

Committee Member Roles

Each member of the ITSC has been strategically selected as an influence with decision-making authority specific to their respective divisions. The roles specific to each committee member are:

Guidance, Vision, and Oversight

Use data to inform strategy development and make recommendations on ITS initiative priorities

Make cross-functional connections to ensure coordination and efficiency

Interact with other committee members on strategy, community engagement, and shared measurement

Leadership

Consider how your respective divisions or those in your network can align with the goals of the ITS Shared Governance structure

Serve as a vocal champion for the collective impact of the recommendations coming out of the ITSC

Process

Participate in-person in regularly scheduled meetings (every 4-8 weeks-

Review pre-meeting materials prior to meetings and come prepared for engaged discussion, active listening, respectful dialogue, and making recommendations

Commit to being the voice of your division

Membership and Reporting Structure

Name

Role

William Griffenberg, CIO

 Executive Sponsor/Chair

Deanna Reynolds, Director, Project Management Office

Program Director

Leigh Hill, Executive Assistant, Information Technology Services

 Recorder (non-voting)

Rachel Montejano, Registrar

ITSC Member

TBA, Director of FA, Enrollment Management

 ITSC Member

Jane Mims, Director of Institutional Research, Academic Affairs

 ITSC Member

Kevin Barton, Professor, Academic Affairs

 ITSC Member

Daniel Garza, Director, Procurement & Auxiliary Services, Business Affairs

 ITSC Member

 Chris Leach, AVP for Financial Services & Comptroller, Business Affairs

 ITSC Member

Jessica Loudermilk, Chief of Staff, President’s Office

 ITSC Member

Jo Anna Benavides-Franke, AVP of Student Affairs & Dean of Students

 ITSC Member

 Reed Vesey, Director of Student Affairs Assessment

 ITSC Member

Fernando Estrada, Website Manager, University Communications

 ITSC Member

 Miriam Magdaleno, Project Coordinator, Office of Institutional Advancement

 ITSC Member


Quorum

A quorum shall be satisfied when at least eight (8) members of the Committee are present and have participated in the voting.

 

Meetings

Meetings shall be held no less than quarterly; more regular meetings will be held every other month. The Program Director will collect agenda items and circulate enhanced agendas in advance of each meeting to ensure informed discussions of scheduled topics.

Meeting Minutes 14 May 2019 
Meeting Minutes 16 July 2019