IT Governance

IT Governance Executive Committee (ITGEC) at Suffolk University guides the IT Governance Process. The ITGEC is Chaired by the CIO. An ITS Project Request Form must be submitted to begin the IT Governance Process. The project request needs to be approved before placed into the Fiscal Year Budget.

IT Governance Process

  1. Complete the ITS Software Request Form on the Suffolk Portal
    • The ITS Project Request form must be approved by the Requestor, the Manager, and a Sponsor at the Vice President, Provost, or Dean Level
    • Once complete, the system forwards the request to Marian Sales in the ITS Project Management Office (PMO)  
    • Note: submission of a signed ITS Project Request Form does not imply that it is a guarantee that it will be approved
  2. When the PMO receives the completed Request Form, they contact contacts the vendor to have both a Security Assessment and Accessibility Assessment done
    • If the project request does not meet Suffolk University standards for security and accessibility it will not move forward and the process stops at this point
  3. If there are no issues with the Security Assessment and Accessibility Assessment, the IT Governance Process proceeds and the project request is presented to the IT Governance Executive Committee (ITGEC) for approval. The PMO will work with the requestor on the value proposition presentation
  4. If the request is approved, it’s submitted to the Budget Office for approval and inclusion in the budget
    • The project request needs to be approved before placed into the Fiscal Year Budget
    • If the request is submitted after the normal budget cycle approval, the Sponsor must confirm the source of the funding supporting the request
  5. If the budget is approved for the request, the procurement process begins

Learn more about the IT Governance Process Flow [PDF].

Project Requests to Replace Current Software

  1. A Discovery will need to be completed
  2. Complete the ITS Software Request Form on the Suffolk Portal
  3. When the ITS PMO receives the completed ITS Project Request Form, they will assist with the discovery process and a team (the sponsor, requestor, stakeholders, and appropriate ITS staff) will evaluate the request
  4. If there’s a current product at the University that can meet the requirement, that will be evaluated firs; if not, then 2 to 4 vendors are evaluated, demos are scheduled, and each product rated for value and functional fit
  5. If the team finds a replacement software and/or product that meets the requirement, then steps 2-5 outlined in the IT Governance Process occur

Project Requests for Upgrading an Existing Software

If the request is for an upgrade to an existing software or contract renewal, there will be a short and quick review of data contract terms, security, accessibility, and continued architectural fit.