Information Technology Governance

USF's use of technology is governed by an engaged client community working in partnership with ITS. The decision authority of each group and their role in the overall University planning process is represented in the ITS Governance Chart. Specific information about the charge and membership of each IT committee on the chart is as follows:

University Information Technology Committee (UITC)
Communication & Collaboration Subcommittee
Banner Governance Subcommittee
Desktop Computing Subcommittee
Learning Technologies Subcommittee
Security Services Subcommittee
Data Governance Charter

University Information Technology Committee

How is membership approved?
Membership to include six USFFA faculty/librarian positions to be nominated by the USFFA and appointed by the Vice President for Information Technology to three year terms, eligible for renewal. Other members to be nominated by the executive officer for the represented group and appointed by the Vice President for Information Technology.

What is the duration of this committee?
Ongoing.

Charge/Bylaws/Reports

1. Recommend long-term strategies on access, usage and training, hardware and software, as well as fiscal and staff support for technology.
2. Develop and recommend short- and long-term priorities.
3. Act as a clearinghouse to inform faculty, students, staff, management, and trustees of current “best practices” at USF and throughout the world.
4. Coordinate the rational introductions of appropriate, proven technology throughout the educational and administrative infrastructure of the University.
5. Coordinate on-campus research and development regarding new uses of technology.
6. Provide technological coordination and support for the University’s distance learning initiatives.

Developed external to the negotiating process. Bylaws may not contradict language in CBA, e.g., may not usurp rights given to employer under CBA. Management rights and related contract clauses may define the scope of committee deliberations. Committee reports to the Vice President for Information Technology.

Membership

*Chair

Communication & Collaboration Subcommittee

Charge
Oversee the continuous improvement of ITS Communication & Collaboration service

Scope of Authority
The subcommittee may review and approve updates to existing systems, standards, policies and procedures, provided such updates do not require new resources. In the event that new resources are required, this subcommittee may make recommendations to the full UITC.

Meeting Frequency
This subcommittee must meet at least twice each fall/spring semester. More frequent meetings as needed.

Membership

*Chair
BOLD = UITC member

Desktop Computing Subcommittee

Charge
Oversee the continuous improvement of USF's Desktop Computing services

Scope of Authority
The subcommittee may review and approve updates to existing systems, standards, policies and procedures, provided such updates do not require new resources. In the event that new resources are required, this subcommittee may make recommendations to the full UITC.

Meeting Frequency
This subcommittee must meet at least twice each fall/spring semester. More frequent meetings as needed.

Membership

*Chair
BOLD = UITC member

Banner Governance Subcommittee

Charge
The Banner Governance Subcommittee provides oversight and decision-making authority related to the Banner administrative applications, including Student, Finance, HR, Advancement, Financial Aid, and all associated interfaces.

Responsibilities will include:

• Recommending and Approving
  • Significant new cross-functional operating procedures
  • Data retention policies
  • Cross-functional training plans
  • Service integrations
  • Upgrade schedules
   
• Advising on Banner-related product acquisitions
• Overseeing and signing off on the completion of required product-related testing in Committee members' respective functional areas
• Making decisions or recommendations based on issues escalated from the Banner General Entity Sub-Committee
• Escalating to the UITC chair (VPIT), Cabinet, or Leadership Team as appropriate

Scope of Authority
The Banner Governance Subcommittee recommends, reviews, prioritizes, and approves significant cross-functional operational and strategic initiatives related to the Banner administrative systems, including:

• Cross-functional Policies & Procedures
• Banner-related Development Initiatives

The Committee will report to the UITC chair (VPIT) and seek approval for any Committee-sponsored recommendations that may have:

• Significant financial or cross-functional operational impact
• Substantial impact related to the University's mission

Meeting Frequency
This subcommittee meets monthly. More frequent meetings as needed.

Membership  

Other full or part-time University representatives may be nominated and selected by the Committee, as needed.

Committee charge and membership are subject to review on an annual basis.

*Chair
BOLD = UITC member

Learning Technologies Subcommittee

Charge
Oversee the continuous improvement of USF's Learning Technology Services and Media Services

Scope of Authority
The subcommittee may review and approve updates to existing systems, standards, policies and procedures, provided such updates do not require new resources. In the event that new resources are required, this subcommittee may make recommendations to the full UITC.

Meeting Frequency
This subcommittee must meet at least twice each fall/spring semester. More frequent meetings as needed.

Membership

*Chair

BOLD = UITC member

Security Services Subcommittee

Charge
Oversee the continuous improvement of USF's IT Security Services

Scope of Authority
The subcommittee may review and approve updates to existing systems, standards, policies and procedures, provided such updates do not require new resources. In the event that new resources are required, this subcommittee may make recommendations to the full UITC.

Meeting Frequency
This subcommittee must meet at least twice each fall/spring semester. More frequent meetings as needed.

Membership

*Chair
BOLD = UITC member

Data Governance Charter

Purpose

The initial purpose of the Data Governance team is to review the data specifications of the reports included in the scope of the Business Intelligence project and identify and define those data points shared across business units, forming the foundations of a USF-specific Data Dictionary.  During the close of the Business Intelligence project, the Data Governance team is expected to review its charter and determine relevant changes for meeting Data Governance needs in the production/operational environment.

Goals

• Functional Area-Specific: in conjunction with the Team Lead, review of fields and data points included in each defined report specification:
• Target fields / data points that may be shared by multiple functional areas for group discussion and definition.
• Apply technical specifications.
• Team Review: review fields / data points identified by each functional area:
• Provide a standard, enterprise definition of each identified field / data point.
• Define how that field / data point will be used.
• Identify field / data point ownership.
• Work with technical resources to ensure technical specification is accurate.
• Operational:
• Track fields / data points that come up during discussion, but which do not fall in the immediate scope of the BI Project, for future review.
• Establish change processes for managing updates to data definitions and associated technical specifications.
• At close of the BI Project, re-evaluate team charter and make recommendations to the Executive Sponsors for the ongoing operational role of the Data Governance team.

Approach

Once the team is fully established, team members should define how they will approach the achievement of their goals.  In particular, what are the norms or ground rules to which the team will agree? How will the team make decisions?  How will work groups be managed?  How will the team hold each other accountable for these things and for task completion? Who will communicate team progress and with whom will they communicate?

Primary team communications and documents for this team reside in USF Projects / Basecamp.

Data Definitions agreed to by the Data Governance team will be tracked in a USF Data Definition database.

Meeting Frequency

Starting in September, the Data Governance team will meet monthly, for two hours, during the course of the Business Intelligence project, or will be called to convene as necessary by the Team Lead. In addition to the monthly team meetings, the Team Lead will convene working meetings with each functional area individually to review their area’s specific report specifications and identify fields / data points that may be of shared value.

Skills and Expertise Required of Team Members

• Detailed knowledge of their functional area
• Conceptual understanding of the role of information access and reporting in the University’s environment
• Ability to make decisions by consensus
• Ability to listen and value input from all participants across the institution
• Commitment to clear, shared goals
• Ability to work as a team and to interact on a regular basis to accomplish specific tasks.

Roles

Executive Sponsor
The role of the executive sponsor is to keep the organization focused and committed to the purpose and goals of the Data Governance team and to provide, when necessary, leadership support of recommendations made by the Data Governance team.  The Executive Sponsor serves as the escalation point if there are issues or concerns that cannot be fully addressed by the Data Governance team.

Steve Gallagher, VPIT, ITS
Members of the President’s Cabinet

Team Lead
The team lead oversees the implementation of the team vision and has excellent organizational, project management, and relationship-building skills. The team lead builds and manages the work of the Data Governance team.

Beth Forest, Sr. Systems Analyst, ITS

Team Members
The role of each team member is to participate fully in the achievement of the team’s goals, to consider the over-arching needs of the University in the achievement of these goals, and to work to maintain open and productive communication within the team environment.  Team members serve as the primary point of contact for their functional areas and are responsible for the communication back to their functional areas on determinations made by the Data Governance team. 

Once the team is established, the team should identify specific roles and determine responsibility for those roles (i.e. meeting logistics, taking and distribution of minutes, communication to stakeholders and executive sponsor, etc.).

Technical Support Team Members
The technical support team members are key members of the Applications and DBA groups from Information Technology Services.  Their role is to provide technical guidance when appropriate.

Way Leon, Director, Applications Services, ITS
Michael Fraley, Manager, Applications Services, ITS
Kim Pham, BI Administrator, ITS