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We are in the process of attempting  to move from a yearly, budget-based (committee) decision making process for projects to a year round process of project requests.  This is due to the fact that we are growing rapidly and expanding to remote campuses.  I have been asked to develop a decision matrix to help us determine what projects are approved and which one are not.  Not a simple task at many levels.

 

Obviously IT does not want to get into the business of making these decisions.   I see IT helping to facilitate this process, present solutions, and help to weigh the options, but not be the one to say yes or no.  Of course, if there are major compatibility issues, sure, but that again would need to be part of the overall process. 

 

Would any of you be willing to share how this happens at your institution?  What does a technology project approval process look like at your institutions?  Who gets to make the final decisions? What role does IT play in this process? 

 

We have created a draft project charter template where stakeholders, budget info, and key information about the project request is documented.  But where that should go next is my question.  We have a Technology Advisory Committee.  Should it go there and be vetted?  Of course if funding is involved, that question has to be answered as well.

 

I realize there are a lot of questions here.  Hopefully someone already has a framework in place they could share with us. 

 

Thanks,

 

Monte Schmeiser

Director of Institutional Technology

Tel: (310)-303-7684

 

 

PLEASE NOTE MY NEW EMAIL ADDRESS:

mschmeiser@marymountcalifornia.edu

 


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Comments

Seems like ITANA members have talked about Tia in terms of Architecture Review Boards.  

We should weigh in




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Begin forwarded message:

From: Monte Schmeiser <MSchmeiser@MARYMOUNTCALIFORNIA.EDU>
Date: November 7, 2013 at 5:00:00 PM CST
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: [CIO] Project Approval Process
Reply-To: The EDUCAUSE CIO Constituent Group Listserv <CIO@LISTSERV.EDUCAUSE.EDU>

We are in the process of attempting  to move from a yearly, budget-based (committee) decision making process for projects to a year round process of project requests.  This is due to the fact that we are growing rapidly and expanding to remote campuses.  I have been asked to develop a decision matrix to help us determine what projects are approved and which one are not.  Not a simple task at many levels.

 

Obviously IT does not want to get into the business of making these decisions.   I see IT helping to facilitate this process, present solutions, and help to weigh the options, but not be the one to say yes or no.  Of course, if there are major compatibility issues, sure, but that again would need to be part of the overall process. 

 

Would any of you be willing to share how this happens at your institution?  What does a technology project approval process look like at your institutions?  Who gets to make the final decisions? What role does IT play in this process? 

 

We have created a draft project charter template where stakeholders, budget info, and key information about the project request is documented.  But where that should go next is my question.  We have a Technology Advisory Committee.  Should it go there and be vetted?  Of course if funding is involved, that question has to be answered as well.

 

I realize there are a lot of questions here.  Hopefully someone already has a framework in place they could share with us. 

 

Thanks,

 

Monte Schmeiser

Director of Institutional Technology

Tel: (310)-303-7684

 

<image001.jpg>

 

PLEASE NOTE MY NEW EMAIL ADDRESS:

mschmeiser@marymountcalifornia.edu

 


______________________________________________________________________
This email has been scanned by Marymount California University email security service
______________________________________________________________________
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

ITANA taught a framework at our Face2Face meeting at EDUCAUSE this year for evaluating projects.

You can see it here:


Look at the Measuring the impact of your practice handouts.  I’m sure we could put together a joint CIO CG / ITANA Screen2Screen with a few institutions sharing their case studies on how they run investment boards on their campus.  UMUC, University of Michigan, University of Washington all come to mind off the top of my head.

Jim

Enterprise Architect, UW-Madison 
Chair, ITANA, http://www.ITANA.org







Kyle, this is extremely helpful and makes a lot of sense. Thank you for sharing, I appreciate it. Monte
Thanks Jim, I' ll take a look. Monte
Kyle . . . I found this very useful also and didn't realize it was from Chaminade until I got to the end. As part of the redesign of IT for HCC I had to create a new Campus Technology Committee and, rather inevitably, ended up as the first chair. I've been trying to define a technology project approval and budgeting process and this seems to be very close to where I have been trying to go. I also sit on our Planning Council and it's Budget Subcommittee so this process needs to be presented there also. Perhaps sometime we could have a chat about this but this has been a big help in any case. Thank you. Mike Meyer Chief Information Officer Honolulu Community College University of Hawai'i 808.844.2308 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Monte Schmeiser Sent: Thursday, November 7, 2013 4:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Project Approval Process Kyle, this is extremely helpful and makes a lot of sense. Thank you for sharing, I appreciate it. Monte
I’m curious what models others use for this. This email suggests that they have an annual review process. I think that we have generally had more of a rolling review process that’s probably along the lines of what Monte is suggesting. But I think some of you have proactive governance structures in place that centrally identify strategic technology investment rather than waiting for campus units to develop proposals. Are there different models that some of you are using to identify and approve projects? This might be a useful conference call topic if it hasn’t already been discussed in depth.

Andrew

----

Andrew Gianni
Application Development Analyst
Enterprise Application Services
University at Buffalo, State University of New York
phone:716.645.5332
fax:716.645.3588
skype:askgianni
web:http://www.buffalo.edu/~agianni












Kyle We have spent a great deal of time over the last two year working on this. We ask many of the same questions that you listed below but the criteria we have put in place is to require the requester to provide data that describes how this project will benefit student success. We use that criteria to prioritize all of our projects. The highest benefit to student success has priority, as the CIO I have decision authority on projects. Cheers, Russ -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Thursday, November 07, 2013 3:26 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Project Approval Process
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