IT Governance Process

IT Governance Executive Committee (ITGEC) at Suffolk University guides the IT Governance Process. The IT Governance Process will confirm that all new requests are accessible, secure, architecturally sound and align with Suffolk University’s Strategic Plan.

Here is an overview of the IT Governance Process timeline for Fiscal Year ‘25:

Project Request for a new software or to replace a current software:

This request is considered a discovery. A Discovery Team will be created that will assess the request, attend vendor demos and determine a recommendation for approval. Suffolk can simultaneously support only a limited number of Discovery Requests because discoveries are extra work for Staff and Faculty who (in addition to their regular job responsibilities) are also involved with other projects.

  1. Friday, October 20, 2023: the project request must be received by the ITS Project Management Office (PMO).
    • Please complete the ITS Project Request Form. The ITS Project Request Form is available on the Suffolk Portal: ITS Project Request Form - Suffolk University Service Portal (service-now.com).
    • The ITS Project Request Form must be approved by the Requestor, the Manager and the Sponsor. Sponsors are at the Vice President, Provost and Dean Level.
    • Once the ITS Project Request Form completed, it will be sent to Marian Sales [email protected] in the ITS PMO. The PMO will assist with the Discovery Process.
    • Note: submission of a signed ITS Project Request Form does not imply a guarantee that it will be approved.
  2. Monday, October 23, 2023– Friday, December 1, 2023: Discovery Process.
    • The PMO with assistance from the Business Unit Lead, will identify the team members that will assess the request.
    • The Discovery Team will determine if there is an option already being used at the University that can meet the requirements. If not, then 2 to 4 vendors will be evaluated; demos are scheduled, and each product will be rated for value and functional fit.
    • Post demos, the Discovery Team will vote on the Vendor Recommendation.
  3. Monday, December 4, 2023 – Friday, January 26, 2024: Accessibility Assessment, Security Assessment and Technical Review occur for finalists.
    • If the project request does not meet Suffolk University standards for security and accessibility it will not move forward.
    • If there are no issues or concerns with the Security Assessment, Accessibility Assessment and Technical Review, the PMO will work with the requestor to prepare the Value Proposition Presentation to present to the ITGEC for approval.
  4. January 29, 2024 – February 24, 2024: ITEGC will meet to hear the Value Proposition Presentations nd review and rank the requests.
  5. The week of April 1, 2024: (this is an estimated date based on the Budget Committee Meeting Schedule) the requestor and sponsor will be informed if the project is approved by the Budget Committee.
  6. If the budget is approved for the request, the procurement process begins and the PMO will provide an estimated start date.

Project Requests for a specific software

This request, the Business Unit has a specific Vendor that’s being submitted for approval. The department already did a discovery and/or there is only one option.

  1. Friday, December 1, 2023: New project requests for Fiscal Year '25 must be received by the ITS PMO.
    • Please complete the ITS Project Request Form. The ITS Project Request Form is available on the Suffolk Portal: ITS Project Request Form - Suffolk University Service Portal (service-now.com).
    • The ITS Project Request Form must be approved by the Requestor, the Manager and the Sponsor. Sponsors are at the Vice President, Provost and Dean Level.
    • Once the ITS Project Request Form completed, it will be sent to Marian Sales [email protected] in the ITS PMO.
    • Note: submission of a signed ITS Project Request Form does not imply a guarantee that it will be approved.
  2. Monday, December 4, 2023 – Friday, January 26, 2024: Accessibility Assessment, Security Assessment and Technical Review occur for finalists.
    • If the project request does not meet Suffolk University standards for security and accessibility it will not move forward.
    • If there are no issues or concerns with the Security Assessment, Accessibility Assessment and Technical Review, the PMO will work with the requestor to prepare the Value Proposition Presentation to present to the ITGEC for approval.
  3. January 29, 2024 – February 24, 2024: ITEGC will meet to hear the Value Proposition Presentations nd review and rank the requests.
  4. The week of April 1, 2024: (this is an estimated date based on the Budget Committee Meeting Schedule) the requestor and sponsor will be informed if the project is approved by the Budget Committee.
  5. If the budget is approved for the request, the procurement process begins and the PMO will provide an estimated start date.

New Project Request Submitted Off Budget Cycle

There are two types of projects that may be approved outside of the normal ITGEC governance process (February to September).

The first is any new project request which cannot wait for approval during the normal governance cycle, is above $5000, and has passed an accessibility and a security assessment. Further, it must meet at least one of the following criteria to be approved by the ITGEC:

  • It is necessary for legal or compliance reasons
  • It is necessary to fulfill an audit finding
  • It is necessary for accreditation

The second is any new project request which cannot wait for approval during the normal governance cycle, is below $5000, and has passed an accessibility and a security assessment. Further, it must meet all the following criteria to be approved by the ITGEC:

  • Complete a Project Request Form signed by the requestor and approved by both the supervisor and sponsor
  • Demonstrate that there is not another similar software/product already being used at the University
  • Agree to permanently fund the cost of the solution via a permanent budget transfer to the Tech Renewals budget

Task vs. Project

When evaluated, some initiatives may be determined to be a task rather than a project.

Definition of a Project

  • Software and Hardware Initiatives that require more than one person or more than 7 hours to complete
  • The cost is over $5,000.00

Definition of a Task

  • A Task takes a level of effort of one person and less than 7 hours of work to complete
  • The cost is under $5,000.00 (this is based on review)