IT Committee

An IT committee is a deliberative assembly that serves various functions around a university IT service, topic, outcome, or stakeholder group on a continual basis. Committees may report to an IT Governance committee but are not required to do so to maintain existence unless expressly defined by the IT Governance framework. An IT committee recognized by the IT Governance framework is required to maintain an approved charter, elect a chairperson, utilize a consistent membership structure, and conduct periodic communications. A committee may invite input from another committee on an ad-hoc or routine basis. A committee within the IT Governance framework holds decision rights to a university IT service, topic, outcome, or stakeholder group at the university-wide level unless the topic is within the domain of the CIO and Strategic Chairs Committee (CSCC). A committee may form one or more operational groups and receive input and presentations from those groups or any university stakeholder by invitation. Existing IT committees across the university that wish to become a recognized IT committee and report into the IT Governance framework must receive approval by the CSCC.

Operational Group

An operational group is a deliberative assembly that serves a specific IT committee(s). It is typically composed of experts in a specified area of knowledge or practice, in combination with the appropriate stakeholders. Operational groups can be continual in nature and may be disbanded at the discretion of their parent committee(s). They can be convened to accomplish a specific objective with the expectation that the group will disband when the objective has been completed. Operational groups offer input and recommendations to their parent committee(s), but not directly to other committee(s) unless expressly authorized to do so by the parent committee(s). Operational groups do not hold decision or funding rights to a university IT service, topic, outcome, or stakeholder group at the university-wide level. Operational groups are not required to maintain a charter unless directed to do so by the respective parent committee(s).

IT Advisory Body

An IT advisory body exists as either a chartered or un-chartered group of individuals whose purpose is to represent the voice of a stakeholder group holistically without regard to a specific topic or issue. A chartered advisory body example could include the Faculty Senate or Student Government Association. These groups are intended to represent the collective interests of their constituents and actively lobby through informal or formal mechanisms for results that positively meet their interests. An unchartered advisory body example could include a group of IT directors from across the university who meet with the CIO for the purpose of advising on technical or operational topics of interest that are within the IT domain. Such a group would not require a charter and would meet on a recurring basis. Bodies of this nature may serve as an input to the IT Governance framework without the need for formal recognition as an input source, as it is within the purview of the CIO to consult such groups within the course of their professional duties or obligations.

IT Special Advisory Body

An IT special advisory body exists as a chartered group of individuals whose purpose is to complete special tasks and initiatives at the request of the Vice President for IT and CIO. This body is similar in purpose to an IT task force; however, it will endure indefinitely as opposed to a specific assignment that starts and ends. An IT special advisory body does not serve as a direct input into an IT Governance committee, acting as a stand-alone resource for the CIO. A component of the former Information Technology Advisory Committee will be charged as a special advisory body.

IT Community of Practice

IT communities of practice complete the work of addressing priorities outlined by an IT council or IT committee(s) and appoint a leader or leadership group who can foster participation, establish a charge, and develop clear success criteria. IT communities of practice are collaborative, university-wide communities of professionals dedicated to supporting one another and elevating a given service, topic, outcome, or stakeholder group on a continual basis. IT communities of practice are self-managing and gather individuals around a specific topic that is expected to be enduring, though may be disbanded when the topic is no longer relevant due to technology changes or incorporation into the IT Governance framework. All university students, faculty, and staff are welcome to participate in the IT communities of practice unless prohibited by an IT community of practice charter. IT communities of practice do not hold decision or input rights in the IT Governance framework and are required to interact with a committee or council to voice input or tender recommendations. An IT community of practice example is the GoWeb initiative intended to enable collaboration of communication professionals across the university. A component of the former Information Technology Advisory Committee will be charged as an IT community of practice.

IT Stakeholder Steering Group

An IT stakeholder steering group serves as a representative stakeholder group that works with IT project teams to determine the best course of action and to provide accountability for IT projects at the university. IT stakeholder steering groups aid project teams in developing a project charter that directs the project towards key requirements needed most from the service, create effective communication plan(s) to distribute information to affected stakeholders across the university, refine the project plan, research about the project or service at the university and peer institutions, and deliver the projects and services that the university truly needs.

IT stakeholder steering groups serve as a project management resource for university-wide initiatives and may be formed by an IT committee. An IT stakeholder steering group should contain the project manager for the respective initiative with an appropriate representation of stakeholders for the initiative. At the discretion of an IT committee structure, an IT stakeholder steering group may evolve into a committee or subcommittee once the project transitions into operations.