The program management office is focused on planning activities including chartering and resourcing the projects that make up the Transformation & Innovation Program.

Near-term activities are shown below:

Project Project Manager / Org. Change Manager

Update

1.1 Redefine the Role of IT Across CU to Clarify Responsibilities

1.2 Enhance IT Governance

PM - TBD

OCM - Lara Ackerman

The TIP Steering Committee has focused on developing the purpose statement for IT Governance, as well as identifying and agreeing to key governance committees that are needed to enhance our IT Governance model.

Key Decisions:

  • The Provosts will be added to the Executive IT Governance Board.
  • The IT Governance process will include subject matter focused committees for the following areas:
    • Data Governance, Administrative Applications, Research IT & Services, Academic IT & Services, Enterprise Security & Compliance
  • The committee approved the purpose statement:

“CU IT Governance ensures IT supports the outcomes required by the University for the successful fulfillment of its mission. It ensures that appropriate decision-making activities are done in alignment with University strategic priorities and that we take advantage of the strengths of the four campuses and System Office in areas of shared benefit and shared risk. Toward this end, the scope of IT Governance includes:

  • Facilitating alignment of System and Campus IT strategies, in concert with System and Campus strategic priorities
  • Overseeing the portfolio of system-wide initiatives, including monitoring progress against business plans
  • Identifying areas of shared benefit and risk
  • Encouraging and facilitating knowledge and resource-sharing system-wide and between multiple campuses”
2.1 Redesign the IT Funding Model to Improve Services and Reduce Duplication TBD

This project is dependent on 1.1 and 1.2 and has not started yet.

2.2 Establish Standards and Processes to Support More Effective & Efficient IT Procurement

PM - Kristen Quintana

OCM - Lara Ackerman

The 2.2 Steering Committee met on November 20 to review the scope and proposed activities of each workstream, gain an understanding of commitment to direction, and begin to discuss candidates for campus involvement. The 2.2 Steering Committee members are in the process of providing feedback to the core project team.

As a reminder the workstreams in this project are:

  • IT Category Management
  • IT Master Service Agreements & Contracts
  • IT PCard Use
  • IT Spend Reporting

The activities and tasks for each workstream have been identified; the timeline is under discussion as campus input will be required. The pace of the project will be determined collaboratively.

4.5_5.1 Develop an Enterprise Approach for IT Security Operations & IT Asset Management to Reduce Risk

PM - Kristen Quintana

OCM - Lara Ackerman

With CU's complex organizational structure, there are many groups that currently handle aspects of IT security and asset management across the institution.

Gathering information about and documenting the current state continues.

The workstreams for this project have been defined as:

  • IT Security Governance
  • IT Asset Management to Reduce Risk Profile
  • IT Cyber Security Operational Controls
  • Information Security Strategy and Planning 

The project steering committee has also been established (leveraging the Security Advisory Committee) and may include additional people as needed.

4.6_6.1 Deploy a Common Integration Layer to Enable Data Sharing & Define a CU-Wide Data Strategy to Improve Access to Data and Standardize Reporting PM - Harper Johnson

Two workstreams have been identified for the project: data governance and data dictionary development.

The selection process for common tool(s) for data dictionary and data governance is underway.

4.7_6.2 Develop a CU-wide CRM Strategy for Most Common Use Cases & Support Student Success at CU

PM - PhuLan Olson

OCM - Lara Ackerman

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Joanna Iturbe – Functional Lead

Jason Hunter – CRM Technology Lead

The strategy and architecture recommendation to support the long-term vision of CU-wide CRM was delivered by Salesforce and is being socialized with key groups across CU. This includes the model for CRM governance.

Work at UCCS for the recruiting and admissions processes has started with Attain, a Salesforce System Integrator (SI). Attain’s current scope includes business process analysis and requirements identification, stakeholder and audience analysis, and the detailed impact analysis for UCCS. This information forms the basis for our technical solution, as well as a robust organizational change management (OCM) plan to ensure the impacted community is properly supported, prepared, and ready for change.

Input and perspectives from all campuses is essential – the project team is identifying key partners, with the help of the IT Governance Executive Committee, for work that will happen in early 2021.

Salesforce Strategic Services will engage soon with the team as we dig into the technology solution that supports the necessary outcomes of this phase of work. A spring go-live is expected for UCCS to start using Salesforce in their recruiting and admissions processes.

The Office of Digital Education is scoped to engage soon as well for recruiting and admissions with a summer go-live expected.

Student success will be the next area of focus for the project and will include collaboration with each campus. The scope and timeline will be developed in conjunction with student success leaders.

Additional updates:

  • The project team plans to continue the work on the business case and expected benefits CU will reap from an enterprise approach to constituent relationship management.
  • The V2MOM (Vision, Values, Methods, Obstacles, Measures) group, which included representation from across CU, will be disbanded as we move to formalizing business process specific work groups and a project governance structure with cross campus representation at all levels. The V2MOM team did a great job establishing a strong base that we will continue to use. Many thanks to everyone who participated.

4.8 Rationalize Common Applications to Reduce Redundancy

TBD

The RFP to select a Learning Collaboration application has been awarded to Zoom. Lessons learned will be documented and the next set of applications will be identified.

We are leveraging the Cross Campus Collaboration (C3) forum for this effort.

C3 is working on the roll out plan for spring.