Introduction
Over the years, Concordia University has experienced tremendous growth. This growth has spurred the need for more technology based systems and solutions. In January of 2015, the STS/ITS Prioritization Committee was formed to address this need. The committee was comprised of leadership across campus, both academic and administrative, and was created to “Prioritize Systems & Technology Solutions (STS) and Information Technology Services (ITS) projects critical to the advancement of the mission and vision of CU.”
In February of 2016 the Department of Information Technology Services (ITS) was formed to centralized IT operations across the University. The department adopted an ITIL-based model for IT Service Management, and as part of these changes, the STS/ITS Prioritization Committee was reconfigured into two separate groups.
The first of these groups focuses on the ITIL Service Design process. The Service Design Group meets monthly and consists of IT staff that review and approve technical specifications for proposed projects. The second group, the IT Steering Committee, consists of Dean and VP-level university officials that provide strategic oversight of IT policy and priorities and approve projects for implementation that are forwarded for approval following technical review in the Service Design Group. The Service Design Group is chaired by the Director of Applications and Technology Services.
The Service Design Group and IT Steering Committee review all departmental requests for new systems, technology, software, and major projects. Operating units present their project proposals directly to Service Design Group for consideration. The IT Steering Committee will forward their recommendations to the cabinet for budget approval in order of priority. Each presentation submitted to the committee will be evaluated on a common set of criteria that includes benefits, challenges, compliance, risk, and cost.
The Process
When an operating unit begins the process of addressing the need for a solution using technology, they should contact ATS immediately. This early collaboration ensures the need is heard, and potential solutions are vetted before valuable time and resources are involved. Simply email solutions@cu-portland.edu and an ATS Business Systems Analyst (BSA) that supports the department will contact you for an intake meeting. The BSA will:
- Ensure integration, interoperability, security, and efficiency of the solution
- Evaluate current solutions that may prevent redundancy
- Explain the pathway to the STS/ITS Prioritization Committee
- Increase the quality and scalability of solutions.
The BSA will continue to be a part of the process to identify a potential solution. If the solution involves the implementation of a new product or service, or the expansion of an existing product or service, the BSA will work with the department to complete a Project Charter. The charter serves as a mechanism to layout the important elements of the project (e.g., scope, ownership, partners, urgency, costs, risks, and mission and vision fit) and also fits into the project management process that informs the project plan, timelines, etc., once the project is approved and scheduled.
Please see the attached document for the form to fill out: Project Charter
Governance Group Members
Current ITS Service Design Group Members:
Sandra Martin-Boehm, Director ATS, Chair
Brad Metzler, Senior Network Engineer
Dan Salyards, Application Development Lead
Jeff Roark, Manager, Business Systems
Sam Burich, Applications Administrator
Jason Nairn, CIO
Current IT Steering Committee members:
Jason Nairn, Chief Information Officer, Chair
Bobi Swan, Vice President, Enrollment
Danielle Ambrose, Registrar
Debbie Zawada, Controller
Rebecca Kottler, Director of Advancement Services
Ron Fonger, Director of Institutional Research
Sandra Martin-Boehm, Director of Systems & Technology Solutions
Shawn Daley, Chief Innovation Officer
Scott Hillstrom, Center for Learning Solutions