Manohar Aarti IT Gov Education Final

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Aarti Vig 9030241001

Manohar Gadre 9030241015

ITBM 2009-11

10/14/2010

IT Governance Framework In Education Sector

University of Saskatchewan, Canada



IT Governance at University of Saskatchewan

ITBM 2009-11

Abstract

The white paper gives an overview of the IT governance framework at state

University of Saskatchewan. The paper begins with a brief introduction about the

university enlisting few facts about the history of university, courses & disciplines

offered and leadership & governance structure. It moves on to explain the IT

organization chart of the University and the role of CIO in the organisation taken

up for study. The paper then details out the IT Governance structure of the

University enumerating the IT strategy of the organization. The paper also

describes IT Architecture, Governance Bodies and Governance model followed in

the University. Lastly the paper derives the IT Governance Matrix for the

University comprising of the Inputs & Decision rights for five major IT decisions.




ITBM 2009-11

Table of Contents

1 Introduction ................................................................ ................................ ................ 4

2 About The University ................................ ................................................................ .. 4

2.1 History ................................................................ ................................ .................. 4

2.2 Leadership and Governance ................................ ................................................ 5

2.3 Faculty and staff ................................................................................................... 5

2.4 Students ................................................................ ................................................ 5

3 Organization chart for IT ................................ ............................................................ 6

3.1 CIO and Associate President of University of Saskatchewan ........................... 7

4 IT Governance at the University of Saskatchewan ................................................... 7

4.1 IT Governance: Defined ...................................................................................... 7

4.2 IT Governance Framework at University of Saskatchewan .............................. 8

4.3 IT Strategy for University of Saskatchewan ....................................................... 8

4.4 IT Architecture ................................ ................................................................ ..... 9

4.5 IT Governance Model at University of Saskatchewan ..................................... 11

4.6 Governance Bodies ................................ .............................................................12

4.7 IT Governance Arrangements Matrix ................................ .............................. 14




ITBM 2009-11

1 Intro

¡ ction

Over the past few years, there has been an increasing concern over how IT is

governed in educational institutions. One reason is the significant impact IT systems

have on how institution¶s work gets done. With IT affecting all aspects of a

university¶s academic and business affairs, input and buy-in from stakeholders is

both desirable and indispensible for CIO & other institutional departments. IT

alignment with the institution¶s goals is of utmost importance.

Large research-intensive institutions thrive on innovation, creativity, and

entrepreneurial spirit in their decentralized units. Yet this very need for

independence and creativity can result in a complex, unmanageable IT governance

structure. IT governance at any organizational level of the institution needs:

y Simplicity

y Inclusivity

y Maturity

y Specificity

The university, we selected- The University of Saskatchewan, Canada, is an excellent

example of design and implementation of IT Governance Framework.

2 Abo¢ t £

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rsity

The University of Saskatchewan, Canada, is a state university that believes in

achieving excellence in the scholarly activities of teaching, discovering, preserving,

and applying knowledge. The university offers 58 undergraduate and graduate

degrees, diplomas and certificates in over 100 disciplines.

2.1 History

The University of Saskatchewan was established in 1907 and celebrated its

centennial in 2007. The first classes began in 1909 with a registration of 70 students.

On October 12, 1912, the first building on campus, the College Building, was opened

for student admissions. It was declared a provincial heritage building in 1982, a

federal heritage building in 2000 and became a national historic site in 2009.




ITBM 2009-11

2.2 Leadership and §

ov ernance

The university is governed by three bodies:

1. The Board of Governors, consisting of 11 members and currently chaired by

Art Dumont, oversees all financial and major governance matters.

2. The Senate, with about 100 members, provides a link with the public and

professionals across Saskatchewan.

3. The University Council governs academic affairs.

2.3 Faculty and staff

The University of Saskatchewan prides itself on its outstanding and diverse faculty

and staff that number about 7,500.

2.4 Students

The university hosts students from all over the world. In the 2008-09 academic year,

14,586 students were enrolled full-time and another 3,832 were enrolled part-time,

including 1,271international students.




ITBM 2009-11

3 Organization chart for I

F igure 1: Organization chart for IT in University of Saskatchewan

The university has a dedication organization structure for its IT management. The

person of utmost importance here is the CIO, who actually played the major role in

designing and implementing IT Governance Framework at the University of

Saskatchewan.



I r t i rsit s t h w

I P 7

3.1 CIO and A ssociate President of University of Saskatchewan

4 IT Governance at the University of Saskatchewan

4.1 IT Governance: Defined

IT gov e ̈n

© nce in sim

le te ̈ms c

© n be de

ined as a st ̈uctu

̈e of processes that gov ern

decision mak ing around in v estment decisions, client relationships, pro ject

management and other important IT operational areas. IT gov ernance is a bout

policies, plans, pro jects and priorities. It's a bout w ho mak es w hat decisions, w ho

adv ises those w ho mak e the decisions and how and w here that adv ice is prov ided. It's

also a bout roles, res onsibilities and authority . The leaders need to lead but

stak eholders need the opportunity to contribute meaningf ully to decision mak ing at

a point appropriate to their institutional roles.

Dr. Rick Bunt is Chief Information Officer and Associate Vice-

President and the major contributor to the design and development of the Governance framework at the University of

Saskatchewan.

He has Ph.D. and M.Sc. degrees in Computer Science from the

University of Toronto and a B.Sc. degree from Queen·s University,

and has been a Professor of Computer Science since joining the

University of Saskatchewan in 1972.




ITBM 2009-11

4.2 I

ov ernance Framew ork at

niv ersity of Saskatchew an

The IT governance frame work University of Saskatchewan comprises of four major

elements:

y Strategy

y Architecture

y Governance Model

y Decision Matrix

We will look at each of elements, sequentially in the following sections.

4.3 I

Strategy for


ICT Strategy is the long term plan of action that answers the questions ³How ICT

should be used to enable the university to achieve its goals? How ICT should be used

as part of our institutional business strategy? How we do it is a matter of tactics;

whether it should be done at all is a matter of strategy?

It¶s an accepted fact that Information Technology is critical to success in the

contemporary university. IT has transformed the way, University do their work and

where they do it² from teaching and learning, to conducting research, to

communicating with colleagues here and afar. It¶s affected how it deliver services to

³customers´ that span every sector of our community and how they support and

manage their business processes. Meeting ever-increasing demands is a constant

challenge and how they respond is a vital factor in our ability to remain competitive

as a preferred place to work or study. The University believes that technology that

does not provide any value to its customers is of no use; hence it strives to integrate

the technology to provide services that provide value to end users & customers.

The prime priorities defined for the IT strategy for the year 2008-12 can be

summarised as:

1. Consolidation & Integration: The University aims to devote more of collective

attention to the consolidation and integration of their services, focusing on

increased interoperability and increased standardization in both their systems




ITBM 2009-11

and data. The functionality they need requires that various systems work

together seamlessly.

2. Increasing Support to Users: As the university becomes more technology

reliant it becomes imperative that they ensure that users in both

administrative units and colleges get the help needed to enable them to reap

the full benefit of the technology provided.

3. Focus on Information: Information is one of a university¶s most valuable

assets and a critical requirement for a high performance culture. The effective

use of information, both strategically and operationally, is vital to the future

success of the University and can be a competitive differentiator. The IT

strategy aims to implement information system which can help provide

relevant & timely information to management.

4. Manage Risks: IT is characterized by extremes: exceptional opportunities to

improve processes, but also very large investments and potentially crippling

risks. It must protect its systems, users and data from those that would do

harm accidentally or intentionally and need to ensure that plans are in place

so that users can carry on with their business in the event that some crucial

technology on which it depends should suddenly become unavailable. The IT

strategy intends to develop plans for disaster recovery and business continuity

planning.

5. Innovation & Leading: The IT strategy puts innovation and leadership in

technology in one of the top priorities and expects staff to monitor new

development and assess application of new developments to the University.

The Implementation of IT Strategy is aptly supported by University¶s IT architecture.

4.4 I

Architecture

The University¶s Framework for data, applications and technical infrastructure is

captured in a set of policies, design principles, organizational structures andtechnology choices to achieve the effective integration of systems, processes and

data.

In the IT architecture of University, applications and data sources co-operate. The

central IT projects or projects done by some other unit are planned and executed in

an integrated way. ³Vertical applications´ are built on ³horizontal services.´ This



I r t i rsit s t h w

I P

ena bles users to access serv ices in a uniform and consistent manner, emplo ying a

familiar interface, w ithout needing to k now underlying structural details such as

w hich s y stem does w hat and w hich data source contains w hich information. The

follow ing diagram Figure 2 presents how this is carried out

Figur!

2:"

llustr#

t i on o$

"

%

&

' ' l i c#

t i ons$

r# ( ! )

or0

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or t 1 ! 2

ni v!

rsit y

PAWS ref ers to Personali 3 ed A ccess to W eb Serv ices, that prov ides access to w eb

serv ices to Students, Faculty, A lumni and other members of Saskatche wan

Uni v ersity society.




ITBM 2009-11

4.5 I4

5

ov ernance Model at 6


The IT governance model for the University of Saskatchewan depicting various units

that participate in the IT decision makings and inputs is displayed in Figure 3.

F igure 3: IT Governance model for the University

The executive authority for University¶s IT rests with the CIO and Associate VicePresident- Dr. Rick Bunt, who reports to the Vice President Academics.

The CIO has overall responsibility for strategy, policy, technology and for

applications. Stakeholders participate in decision-making at several levels.

ITS ± Information Technology Services division provides services to students,

faculty, alumni and other community members.

ISA ± Information strategy and analytics, which supports the strategic use of institutional data by providing direction, oversight and coordination on the

management and use of data and to enhance institutional planning, performance

measurement and decision making activities through the deployment of business

intelligence solutions that will deliver accurate, reliable and timely information.

SESD- Student Enrolment and services division




ITBM 2009-11

SIRIUS- University of Saskatchewan, Student Information and Registration System

UniFi ± University Financial Information System

FSD- Financial Services Division

U-Friend- IT support the management of development functions within the

University. U-Friend is responsible for recording donor-related information and

reporting on philanthropic activities.

ULC- University Learning Centre

EMAP- Educational Media Access and Production

CCDE- Centre for Continuing and Distance Education

4.6 Gov ernance Bodies

y Campus Advisory Board for Institutional Systems (CABIS): CABIS is the

senior advisory body. With a membership comprising senior policy makers,

business process owners and data stewards, CABIS brings the perspective of

the broad university community and advises the CIO on a wide range of

matters pertaining to the development and use of institutional information

systems and institutional data. With a focus on strategy and policy rather than

tactics CABIS makes recommendations about priorities and plans in

accordance with the values and goals of the university. CABIS meets four

times a year and is chaired by the CIO.

y Enterprise Systems Planning Committee (ESPC): The ESPC provides a place

for program managers, project managers and operational managers to do

³horizontal´ operational planning relating to issues that cut across the

University¶s key institutional systems. The primary focus of the ESPC isoperational or tactical matters, including technical issues. The ESPC meets

monthly and is chaired by ITS¶s manager of administrative information

systems.

y IT Managers Forum (ITMF): The IT Managers Forum is a monthly

meeting of IT support staff from the colleges. ITMF provides a place for




ITBM 2009-11

tactical planning on issues affecting academic units. The forum meets monthly

and is chaired by ITS¶s manager of student computing.

y Academic Support Committee (ASC): The Academic Support

Committee provides oversight and advice on behalf of University Council. The ASC¶s focus is primarily, but not restricted to, matters that directly affect

academic activities (teaching, learning and research).

y Information Technology Services (ITS): Provides support and advice to

individual units on matters pertaining to local systems and processes and to

various committees on campus-wide IT issues and implications. The Director of

ITS is a member of CABIS and ITS staff members chair both the ESPC and the IT

Managers Forum.



4.7 I7

Gov ernance Arrangements Matrix

The Figure 3 illustrates the IT Governance arrangement matrix for five major IT decisions and corresponding

IT Decisions

Archetypes

IT Principles IT Architecture IT Infrastructure Business Application

Inputs Decisions Inputs DecisionInputs DecisionInputs Decision

Business Monarc

PEC

PCIP

Board

PEC, PCIP,

Board

PEC

PEC

PEC

IT Monarchy CIOITS

ITS

CIO

CIO

CIO

ITS

CIO, ITS

Feudal Approach

Federal Approac

CABIS

ESPC

ASC

IT Mgr

CABIS, ASC

CABIS, ASC,

ESPC, ASC,

IT Mgrs

CABIS, ASC,

ESPC, ASC, IT

Mgrs

CABIS, ESPC

IT Duopoly Appro

Unit Lea

F igure 4: IT Governance Arrangements Matrix

/ : Inputs : Decision Rig



Note:

President's Executive

Committee (PEC)

Provost's Committee on

Integrated Planning (PCIP)

Infomation Technology

Services (ITS)

Cheif Information Officier

(CIO)

Systems (CABIS) With a

membership comprising

senior policy makers,

business process owners

and data stewards

Academic Support

Committe (ASC)

IT Managersgrs (IT

managers)

Campus Advisory Board for

Institutional

The typical organisational units are illustrated in the Figure can be grouped into following

logical units:

y Univ ersity Executiv e: Board, PCIP (Provost's Committee on Integrated

Planning), PEC (President's Executive Committee)

y I8 9

Leaders: CIO, ITS Head

y Ad visory Group: CABIS, ESPC, ASC, IT Mgr

y College/ AdminUnits

Let us look at each of the principles in IT decisions in detail:

1. I@

A rinciples: It refers to high level statements on how IT is used in the business.

In University of Saskatchewan, the decisions on the role played by IT at the

university, goals of IT at university and the way IT will be funded and governed aretaken by Chief Information Officer (CIO) of the University. However, the inputs

are received from major stakeholders of the university which include PEC, ITS

division, CABIS, ASC and College Admin Units.

2. IB Architecture: The IT Architecture specifies organizing framework for data,

applications and technical infrastructure, captured in a set of policies,

organizational structures and technology choices to achieve the effective

integration of systems, processes and data to meet the university¶s goals. The

decision pertaining to IT architecture lies with the CIO while the inputs for ITarchitecture can come from Advisory groups of CABIS, ESPC, ASC & IT Managers.

The top level of university executive (PEC) and Colleges and Admin units can as

well provide inputs.

3. IC

Inf rastructure: The IT infrastructure strategy involves organizing framework

for data, applications and technical infrastructure, captured in a set of policies,




ITBM 2009-11 Page 1

6 Ref erences

y Don¶t Just Lead, Govern: How Top performing Firms Govern IT : IT

Governance Working Paper (No. 341), CISR MIT Solan.

y IT Governance:How top performance manage IT decision rights for duperior

results, Wiel Ross, Harvard Business School, Harvard Press

y University of Saskatchewan, http://www.usask.ca/avp-ict/governance/

retrieved on 11th Oct ¶10.

y IT Governance at University of Saskatchewan, http://www.usask.ca/avp-

ict/governance/ retrieved on 12th Oct 2010.

y IT Architecture, http://www.usask.ca/avp-ict/governance/ retrieved on 12th

Oct ¶10.

Manohar Aarti IT Gov Education Final

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