IT Governance

Summary
Within Fontys ICT, information technology (IT) and information systems (IV) are essential for high-quality execution of education and research. In order to properly coordinate IT and IV related activities and questions, this IT Governance page has been created.

Fontys RACI ICT
To learn more about how this page fits within RACI, see the RACI domain Management.

Within Fontys ICT, we place responsibilities as low as possible in the organisation: colleagues organise themselves in various bodies to identify, experiment, make decisions and implement the changes within the bodies.

If colleagues have an IT or IV question or need support with an IT-related experiment, they can get advice and support from the Change Control Board (CCB). This involves the Functional Administrator, Technical Administrator and/or Process Owner, related to the question, where relevant. An overview of the roles per system can be found in the role overview.

When an issue on IT (or IV) has more impact and needs more elaboration, a project leader is appointed by the CCB and the project falls under a programme team (education, research or back office). Members of the programme teams are the CCB members, relevant project leaders and relevant Leadership Team members.

Figure 1 shows a schematic representation of the issue exploration process as supported by the CCB.

Figure 1
Schematic representation of IT Governance at Fontys ICT .
Explanation of abbreviations: CCB=Change Control Board; IP=Information Process; LT=Leadership Team.

• Based on the various strategic inputs (Fontys strategy, Fontys ICT strategy and technological developments), a concise IT strategy for Fontys ICT is defined by the CCB. The strategy is updated twice a year and guides CCB decisions on prioritisation.
• If a new (strategic) IT-related project is initiated from Fontys, the CCB determines the importance for Fontys ICT and recommends to what extent Fontys ICT should participate. This can range from no involvement at all to active participation. The recommendation with a first order estimate of the time commitment is submitted to the relevant programme team (education, research, back office) in which a decision is taken on the degree of participation. If active participation is involved, a project leader and project architect are appointed and prosecuted in one of the programme teams.

• Any user (students, lecturers and externals) can formulate a question. If the question relates to a process and an information programme that supports this process, he can address his question to the known:
  • Technical administrator,
  • Functional manager or Process owner
  • Directly to one of the members of the CCB.
• When exploring the issue, the CCB and, if useful, in coordination with Functional Administrator, Technical Administrator or Process Owner, determines whether the process or system is sufficiently understood by the user or whether it is an issue that is perceived by multiple users as hindering. If a quick solution is possible, it can be resolved by coordination by the Technical Administrator, Functional Administrator and Process Owner.
• When the solution to the issue is not trivial, the issue is further investigated by the CCB in coordination with the Process Owner on the following points:
  • what do we want to change why;
  • what options are available to support the change;
  • what it means to do nothing/to do it yourself/to outsource/wait;
  • and how does this relate to other current issues.

• In consultation with the Process Owner, any Fontys ICT colleague can start an experiment with an IT component. In consultation with the involved Technical Administrator, Functional Administrator or Process Owner, the CCB will support where possible and useful. The support will also specify the objective, scope, duration of the experiment and the manner of evaluation.

• Based on the research or evaluation of the completed experiment, a decision is taken by the CCB in coordination with the Process Owner and communicated to relevant stakeholders. The decision may be:
  • No further action required. The cost/benefit ratio is such that it does not make sense to take up further, or in the trade-off with other activities has insufficient priority given the available resources.
  • With a small action, IT/IV request or experiment can be supported and implemented in the existing organisation. This could be, for example, a small modification to an existing system or the purchase of a licence with limited costs. The CCB further coordinates this action through to implementation and completion.
  • The issue or introduction of the experiment in the standing organisation has more impact and requires a separate organisation. In this case, a project is started and a project leader is recruited and appointed. The project leader elaborates the issue and it is invested in one of the three programme teams (education, research, back office).
  • The issue has a strategic impact and requires a decision by the Leadership Team. In this case, in cooperation with the submitter, the Process Owner and one or more members of the CCB, the issue is developed in such a way that it can be discussed in the (Extendend) Leadership Team. The Leadership Team may then decide on one of the above options or ask the CCB to investigate further first.

Responsibilities:

• CCB identifies IT/IV requests, decides on follow-up and overall prioritisation;
• CCB is in direct contact with and supports ongoing experiments with IT impact;
• CCB defines the IT strategy for Fontys ICT, IT roadmap and prioritisation of IT activities;
• CCB, in coordination with the Process Owner concerned, decides which IT applications, experiments or strategic Fontys IT-related projects will lead to (implementation) projects (linked to a programme team).

Composition CCB:

• Information manager:
  • Further refine the application at process level, in coordination with stakeholders (including applicant, Functional Administrator, Process Owner);
  • Does a solution already exist with the same or similar functionality as requested?
  • Identify whether there are any privacy or security concerns.
• Architect:
  • Securing and keeping up to date the application and infrastructure architecture for Fontys ICT and aligned with Fontys;
  • Determining how requested system/solution can fit into the (Fontys) architecture, determining technology choices in coordination with the senior developers at II&A, and steering to the project architect if a project is decided upon. This also includes the make/buy decision.
• Manager II&A:
  • Managing technical developers and administrators;
  • Upgrade and maintain the necessary capacity and competences required to manage and develop the systems (based on the priorities set);
  • Understanding for CCB what capacity and competences are available for investigations and projects.
• Innovator:
  • Has knowledge of and is involved in the experiments taking place within Fontys ICT (e.g. as a member of iCop);
  • Can explain experiments or involve the right people to do so and has an overview of the support that is required and can be provided/organised by CCB. Preferably, one of the Programme Managers (CE).
• Manager Fontys ICT Support:
  • Ultimately responsible for decisions taken by CCB, including priority consideration;
  • Ultimately responsible for Fontys ICT's IT strategy as drawn up by CCB.

The CCB meets once every two weeks

Responsibilities:

• Help to project team with direction, decision-making, escalation, resourcing, knowledge, support;
• Monitors status of projects (progress, risks) and determines prioritisation within programme;
• There is a programme team for education (related to education development and execution), for research (all aspects related to IT-support for research) and for back office (related to the IT infrastructure supported by Fontys ICT to run IT systems smoothly and according to the needs of Fontys ICT).

Composition by programme team:

• The responsible members of the Leadership Team:
  • Education: Manager Operations, Manager Development and Manager Support;
  • Research: Manager Research, Manager Support;
  • Back office: Manager Support.
• The Project Leaders of the projects covered by the programme:
  • Inform on progress and risks;
  • Indicate where support from the organisation and by the Leadership Team is required;
  • Prepare decisions to be taken in programme team.
• The CCB members:
  • Each with their own responsibility as defined at CCB.

Responsibilities:

• Realises projects based on objectives as set by CCB and in coordination with the programme team.

Composition:

• Project leader (progress, scope);
• Project architect (substantive, fit into Fontys ICT architecture as determined by Fontys ICT architect);
• Further composition depending on type of project.

• Once a semester, a retrospective (a review on the process and way of working) is held by the CCB on the whole IT Governance and the method or process is adjusted where necessary;
• Once a semester, the CCB evaluates II&A's project portfolio and sets an overall target for the next semester.