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 completed 2 two-hour sessions in mid-March with Deloitte to discuss the IT Governance process, strategic priorities for each campus, and completed an exercise regarding prioritization sentiment for projects in the TIP Portfolio.
The TIP Steering Committee will hear an update for the 2.2 IT Procurement project on April 7

Reminder of key decisions made previously:

  • 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 & Processes to Support More Effective and Efficient Procurement of IT

PM - Kristen Quintana

OCM - Lara Ackerman

The project team is bringing an update to the TIP Steering Committee on April 7 that includes proposed changes and asks for guidance related to IT Procurement processes, PCard use for technology-related purchases, updates to purchasing terms and conditions language, IT category management recommendations, and IT spend analytics definitions.
 

Next steps include working with campus advisors and organizational change management planning, including sponsorship, for rolling out proposed changes.

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As a reminder the workstreams and leads in this project are:

  • IT PCard Use -- Mary Martin
  • IT Category Management -- Duane Tucker
  • IT MSA/Contracting -- Jenny Casanova
  • IT Purchasing Process - Crystal DiCino
  • IT Spend Analytics & Reporting -- Shonna Hughes

The 2.2 project Steering Committee members are:

  • Boulder -- Angie Naillon, Vicki Nichol
  • Denver -- David Lowry
  • Anschutz -- Laura Morris, Christopher Smith
  • UCCS -- Greg Krems
  • System -- Ed Mills, Terry Lee, Jeremy Hueth, Dan Jones, Scott Munson

4.5_5.1 Develop an Enterprise Approach to Security Operations and Implement IT Asset Management Processes & Tools to Reduce Risk Profile

PM - Kristen Quintana

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

  • In regards to security operations across CU, gathering information about and documenting the current state and tools in use continues with the focus on three areas: vulnerability management, compromised accounts, and Tier 1 security operations)
  • The IT Asset Management (ITAM) workstream awaits input from TIP Steering for direction on the scope of ITAM to pursue.

The project workstreams and leads are defined as:

  • IT Security Governance -- Thomas Conley (UCCS)
  • Information Security Strategy and Planning -- Brad Judy (System)
  • IT Asset Management to Reduce Risk Profile -- Sarah Braun (Boulder)
  • IT Cyber Security Operational Controls -- Sean Clark (Denver)
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

The request for proposals (RFP) recently closed and the submissions are under review.

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

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

PM - John Knost (Attain Consulting)

OCM - Lara Ackerman, Martina Cook (Attain Consulting)

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Joanna Iturbe – Functional Lead

Jason Hunter – CRM Technology Advisor

A new CRM Technical Steering Committee has formed that includes the CIOs and key owners of CRM functionality at CU – their purpose is to provide an overarching and coordinated IT strategy, alignment, and transparent priority setting for CU-wide CRM.
The CRM Recruiting & Admissions (R&A) Steering Committee continues to meet as a cross-campus functional team focused on the needs of recruiting and admissions. Next meeting is on 4/6.

Work at UCCS for R&A continues to progress well towards go-live in early August (Release 2) of must-have R&A functionality and incorporating Admissions Connect (Release 1). Release 3 is planned for early September with a focus on digital engagement functionality leveraging Marketing Cloud.
Organizational change management (OCM) is focusing on stakeholder interviews at UCCS with upstream and downstream departments and campus leadership, stakeholder engagement planning, and training needs to support the UCCS go-live. Additionally, OCM will be initiating stakeholder interviews with Denver, Boulder, and Anschutz soon.

 

Engagement with the Office of Digital Education started recently; the team is working to understand the team’s needs and priorities.
 

The project team has continued to work on the business case and expected benefits CU will reap from an enterprise approach to constituent relationship management.

CRM Technical Steering Committee:

Group

Member

TIP CRM

Harper Johnson, Joanna Iturbe

UIS

Scott Munson, Milap Sharma, Al Wirtes, Jeff Benn

Advancement

Jason Hunter, Eric Howell, Matt Roush

Anschutz

Laura Morris, Chris Smith

Boulder

Marin Stanek, Jill Ibeck, Jon Leslie, Jon Giltner, Seth Spielman

Colorado Springs

Greg Williams, Eric Nissen, Katie Parker

Denver

David Lowry, John Radcliffe, Katie Blot

CRM R&A Steering Committee

Group

Members

TIP CRM

Joanna Iturbe

UIS

Phillip Curry

Denver, Anschutz

Gabriel Castano, Carrie John, David Lowry

Boulder

Clark Brigger, Kevin MacLennan, Jennifer Schufer, Cora Jones, Gretchen O'Connell, Scott Battle, Jill Ibeck

Colorado Springs

Chris Beiswanger, Mathew Cox

Office of Digital Education

John Butt

 4.8 Reduce Redundancy

TBD

The Cross Campus Collaboration forum (C3) was leveraged for a Learning Collaboration Tool rationalization effort and Zoom was selected.

The technical shift to our new Zoom tenants completed. Business process work to support this as an enterprise solution is also underway, including formalizing the communications to impacted parties for how we will maintain and run the service going forward.