IT Governance Framework and the

Strategic Management System:

the case of

Universitat Jaume I

Vicent Andreu Navarro

Paúl Santapau Nebot

Summary

1. Introduction

2. The model

3. Results

4. Conclusions

5. Strategy

Introduction

Spanish Association of

University Rectors

International

Relationships

Academic

AffairsLibraries

Students

I+D

ICT

General

Secretaries

Environment

and Risk

Ass.

Managers

Sectorial Commitees

IT Analysis, Planning and

Governance Group (ITAPGG)

Introduction

Introduction

IT Analysis, Planning and

Governance Group (ITAPGG)

Gti4u Team

Researchers

Reviewed and approved

this set of IT indicators

Funded and built

software kTI

Approved methodology

& launches survey every

year

Designed an IT

Indicators Catalogue

Designed the software

functions

Designed the survey

methodology

What had been done in IT Governance...

UNIVERSITIC

o Technology surveys carried within 2006 and

2013

o Web application developed and put into

production in order to collect indicators on

different aspects of technology

o Analysis performed by an interuniversity

workgroup (researchers)

o Increased participation (from 40% to 80%)

Introduction

Introduction

International

Standard

IT Governance

model specific for

universities

IT Governance

starting project in a

university

Introduction

Participating universities

What is IT Governance?

“…governance relates to consistent

management, cohesive policies,

guidance, processes and decision-

rights for a given area of

responsibility…”

Source: wikipedia

The Model

• Desirable elements for a reference

university

• Best practices

• Maturity levels

• Improvement objectives

• Improvement actions

Best Practices

Best Practices

• Responsibility

• Strategy

• Acquisition

• Performance

• Compliance

• Human Behaviour

Measured through

Indicators

Implementation of the ITG4U model

ITG4U Pilot: Self-assessment example

Theme: Strategy

Aspect: IT support for processes

Maturity index IT support for University’s processes

1 Systems in production are not enough for addressing all users’ needs

2 Systems exist but the degree of integration is low and are not aligned with the

common strategy guidelines

3 Systems are integrated but fail to follow strategic guidelines

4 Systems are enough, follow strategic guidelines but would require a higher

degree of integration

5 Systems are enough, follow strategic guidelines and have reached a

satisfactory degree of integration

Analysis reference framework

Nonexistent Initial Repeatable

or Intuitive

Process is

Defined

Process is

Measurable

Process is

Optimize

Current university status

SUE mean value

Short-term University

objective

· The university does not know the principle and is not concerned about needing it.

· Principle is established but the processes are disorganised and ad-hoc.

· Principle is immature, processes follow an irregular

pattern.

· Principle begins to become mature, processes are

documented and have been distributed.

· Principle is quite mature, the processes are being measured and monitorised.

· Principle has reached an optimal level, based on good practices.

Results for UJI (2012) vs analysed

universities’ average.

Nonexistent Initial Repeatable

or Intuitive

Process is

Defined

Process is

Measurable

Process is

Optimize

0

1

2

3

4

5Resposibility

Strategy

Acquisition

Performance

Compliance

Human Behaviour

UJI Objectives (2013)

UJI results (2012)

Average

Best Practices Results for UJI (2011- 2012)

Maturity levels for UJI (2011)

Maturity levels for UJI (2012)

Improvement Plan

Improvement Plan

Responsibility

Adequate the formal structure:

• Create a committee for the IT

strategy

• Adequate the Technical Project

Commission

Improvement Plan

Acquisition

Create a project portfolio that:

• Provides a template to propose

projects

• Adequately calculates the cost of an

IT project

• Publish the IT project objectives and

measure if they have achieved the

expected results

• Prioritized by the governing body

Improvement Plan

Strategy

Adequate the strategic plan for IT

Improvement Plan

Compliance

Comply with external regulation

and internal rules

• Assign the responsibility

• Elaborate a catalogue

• Training

• Measure the awareness of the

involved people

Conclusions

• Maturity analysis -> Improvement roadmap

• Measures from other Universities ->

Benchmarking

• A decision making tool that provides IT

monitoring

Improvement example:

An annual IT project portfolio is open to the

entire community (Staff, professors and

researchers) and it serves as a basis to

prioritize and approve the resources by the

management team.

Long-term strategy guidelines

Business continuity

Governance

ISO 38500

Projects

ISO 15504

ISO 12207

Services

ISO 20000

ISO 27000

Long-term strategy guidelines

Business continuity

Governance

ISO 38500

Projects

ISO 15504

ISO 12207

Services

ISO 20000

ISO 27000

Thank you for your attention!www.crue.org/gTI

www.gti4u.es

www.uji.es/serveis/gppt