IT Governance - IT Strategic Planning & Planning Budget Institutional Effectiveness (PBIE) June 2006

1. IT Governance - IT Strategic Planning & Planning Budget Institutional Effectiveness (PBIE) June 2006

2. What is IT Governance? • IT Governance is the system by which an organization's IT portfolio is directed and controlled. IT Governance describes: • (a) the distribution of IT decision-making rights and responsibilities among different stakeholders in the organization, and • (b) the rules and procedures for making and monitoring decisions on strategic IT concerns.

3. In terms of monitoring……collecting data/info. • Questions to address regarding your organization… • Do you have a Strategic IT Master Plan (SITMAP)? • Do you review the SITMAP at least twice annum? • Do you have approved IT Projects underway that match back to SITMAP goals/objectives? • How are IT projects approved for funding/starting? • Are the IT Projects reviewed monthly in terms of schedule and costs? • Is there an assessment of the IT Project in terms meeting SITMAP goals/objectives and/or overall effectiveness? • Do you have an established IT Governance board/committee? • Does IT Governance have input into developing the organization’s SITMAP • Does IT Governance (or related entity/committee) review/approve both IT budget and capital expenditures? • Do you perform a yearly IT Survey for students? Employees? (so as to gauge competency AND needs). • Does the IT dept have a customer satisfaction survey instrument? • Does the IT dept have a timely (yearly at least) assessment instrument on how it’s processes/procedures, staff are performing (IT metrics)? • Do both IT Dept personnel and IT customers assess IT management? • Do you perform self IT audits on any/all aspects of you IT operations? Are these available to your customers?

4. Why the need for Strategic Planning? (C) Strategy (B) Vision The Change (C) How do you plan to get to where you want to be? (B) Where do you want to be? (A) Situation (A) Where are you today? (E) How will you know when you get to where you want to be? (D) What will help & hinder you getting to where you want to be? (E) Key Goal Indicators – Key Performance Indicators (D) Drivers & Restraints

5. Why it is important to describe the current situation? Management Philosophy: Continual Process Improvement Define Improve Control & Stabilize (A) Measure What is not defined cannot be controlled What is not controlled cannot be measured What is not measured cannot be improved

6. (B)(C) – Vision & Strategy

7. (D)(E) Drivers & Restraints and Key Goal Indicators • (D) Drivers & Restraints • Legal/regulatory (local, state, federal) • Outside strategic/master plans • Industry Regulations/Standards • Collaboration Participation & Agreements • Feedback from metrics/assessments gathered prior • (E) Key Goal Indicators – Key Performance Indicators (KPI) • Project Success Criteria (established at the onset of any project) • Internally Derived (as articulated in strategic/master plan goals/objectives) • Internally Established – Helpdesk, SLA, SW Defect stats, MTBF (mean time between failure), MTTR (mean time to repair) • Peer Organization Comparisons • Industry Standards/Metrics

8. Organization Strategy Organizational Unit Strategy/Tactics IT Strategy IT Tactical/Program Plans IT Operational Plans IT Application Architecture IT Technical Infrastructure IT Staffing IT Funding From IT Strategic Planning To Roadmap Strategic & Master Planning Development Tactical/Roadmap Development & Implementation

9. SUNY Orange PBIE Planning Cycle

10. Tool - Types • Planning (by committee) • BSC – Balanced Score Card • Deciding (cabinet; college execs; committees) • Data Warehouse Tools • Business Intelligence Tools • Executive Dashboards • Assessing (by dept. heads/leads; committees) • Academic • Administrative • Surveys/Evaluations • Managing (by dept heads/leads) • Project Management Methodology • Project Management Tools • PPM Tools

11. Project Plan/Proposal Components & Methodology • For Project/Proposal Submission – tool needed to capture critical project/proposal elements that link to institutional strategic plan(s) goals & objectives. • Also For Grant Writing • Also For RFPs • Very similar to PMBOK-www.pmi.org

12. Submittal/Approval Process for Funding Projects/Proposals

13. Process Flows – Approvals; Timeline • Approvals/Work-Flow

14. Getting Started - Overview • Overview of IT Governance/Strategic Planning Steps – Methodology Stages: • Stage 1: Plan The Plan • Stage 2: Document Your Business Strategy • Stage 3: Assess the Current IT Situation • Stage 4: Propose a New IT Situation • Stage 5: Perform a Gap Analysis • Stage 6: Propose a Strategic Vision and Governance Model • Stage 7: Build a Strategic Decision Making Framework • Stage 8: Publish, Promote, and Maintain Your Strategy

15. Getting Started - Overview • IT Governance Planning Template

16. THANK YOU • Contact Information: • James M. Dutcher - PMP, CISSP, SCP/Security+, CISA (SUNY Orange - Associate Vice President of Technology) • 845-341-4651 (office) • 845-742-8954 (college cell) • 607-760-7455 (personal cell) • jdutcher@sunyorange.edu • jim@dutcher.net • http://www.sunyorange.edu