Connecticut College
Information Technology Governance Charter

Connecticut College engages in IT governance to ensure the best and most efficient use of College resources related to information technology projects. The governance system ensures projects are well-planned, appropriately funded, and that all parties agree on the scope of projects and share in the responsibility for successful implementations.

iConn Steering Committee

The iConn Steering Committee has oversight of the Enterprise Systems Advisory Committee (ESAC) and will help ensure that information technology projects are being planned appropriately and resources are being deployed in a way that most effectively ensures information security and supports the strategic priorities and efficient operations of the College. The Committee may arbitrate between differing project priorities from the ESAC. A successful information technology environment requires commitment from not only Information Services
but all campus areas.

The Steering Committee will:

• Review strategic recommendations and associated budget requests from IS leadership and
  ESAC for technology and related resources. Advise Senior Administrators accordingly.
• As necessary, review and recommend information security policies.
• Become familiar with key technology issues facing the College and different functional areas, and their relationship to operations and priorities.
• Review and approve the work plan of the Enterprise Systems Advisory Committee (ESAC), as needed.
• As necessary, meet with ESAC and monitor the outcomes and effectiveness of the
  Committee.
• Meet with Chief information Security Officer as necessary for report from IS Information Security Committee and to understand planning, risks, and possible mitigations in the information security environment at the College.
• Work collegially to resolve issues that impede achievement of strategic initiatives.

Enterprise Systems Advisory Committee

The Enterprise Systems Advisory Committee will:

• Receive systems project proposals from College divisions and develop an understanding
  of the merits of those projects sufficient to recommend priorities.
• Advise IS leadership on a work plan for Enterprise Systems projects. This advice should
  address the priority and the anticipated schedule for the completion of those projects.
• Provide a quarterly status report of completed projects and projects underway, as well as
  a report on projects which may need Steering Committee approval. The report will detail
  resource requirements and a preliminary timeline for new projects.
• Provide additional progress reports to the Steering Committee as requested or necessary.
• Work with IS leadership to ensure functional area needs are supported, and projects are
  completed as planned.
• Provide information as requested to the iConn Steering Committee to help that group
  better understand the impact of technology issues and proposed IT projects.

Project Definition

A project is a structured activity with a beginning and end. It is an endeavor to create a unique result or product. ESAC is responsible for advising on projects and not ongoing maintenance or operational activities required for overall systems stability but will be involved in the discussions for scheduling of these functions. The amount of staff time available for project work is affected by the need for most staff to also participate in operational support.

Membership

The iConn Steering Committee will include the Chief Information Officer, three additional Senior Administrators selected by that group on an annual rotation, and the Chair of ESAC. The CIO will chair the Committee. The Chief Information Security Officer and the VP of Communications will be advisory to the Steering Committee and attend by invitation. Other members of the College community may be added at the group's discretion.

Each member of Enterprise Systems Advisory Committee will be a senior director, if possible, and will represent a major administrative area including:

• admissions and financial aid,
• communications,
• advancement,
• Dean of the College,
• Dean of the Faculty,
• Dean of Institutional Equity and Inclusion
• finance and administration, and
• HR/payroll. [1]

Each member should have the authority to represent his or her area and should possess an intimate understanding of a major administrative or academic function as well as his or her division’s plans, policies, and priorities. At the same time, members are expected to bring to their
deliberations a college-wide perspective that reflects the Strategic Priorities. The Associate Chief Information Officer for Enterprise Systems will chair the group.

Facilitation and Meetings

The CIO will chair the iConn Steering Committee. The chair will consult with Senior Administrators and IS leadership on agenda and process, will facilitate meetings, and will speak for the group at appropriate organizational or budgetary meetings.

The Associate CIO for Enterprise Systems will chair ESAC. The chair will receive requests for projects, consult with IS leadership and the management of functional offices about the nature and scope of projects before presenting them to the group, and facilitate meetings

Alignment with Annual College Budget Cycle

ESAC normally recommends priorities for projects involving existing IS resources. If a project, due to scope or timeline or both, requires more resources than currently available, ESAC will present funding proposals for consideration by the Steering Committee. These proposals may
extend beyond IS operations to resources required by functional departments for project
completion.

Steering Committee may recommend that IS or, if merited, a functional department pursues appropriate funding through the College’s budgeting process. ESAC should consider the normal College budget planning cycle when making resource requests to the Steering Committee.

Relationship to College Committees

The iConn Steering Committee may report periodically to the Information Services Committee and PPBC regarding IT priorities. The Steering Committee may also report to the President, Senior Administrators, and appropriate Trustee committees.