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Scott Lawry
Associate Director Business Engagement and Support
30th May 2016

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3. Overview
Investments in IT across the university are common practice and in many cases do not go through any university wide governance. This presents the business with a number of key risks which include:
In early 2016 the new IT Governance framework was approved which identified three opportunities for improvements:
Clarity of Governance Roles and Accountability
Demand Management Consistency & Effectiveness
IT Performance and Value Transparency
The objective of this presentation is to provide an overview of the proposed Demand Management process that aims to address the key risk listed above and to streamline business demand and prioritisation for investments in technology.
No clear understanding of the total level of annual investments in technology across the university.
Little engagement with ITS prior to investments in technology being made leading to:
No total cost of ownership analyses.
No alignment with strategy.
Duplication of technology capability.
Increased fragmentation and complexity.
Impact on resources and prioritisation of work putting strategic projects at risk etc.

4. Current State Updated IT Governance model Original IT Governance model
Following a significant organisational change ITS is in the process of reviewing its processes to improve operational efficiency. This review has highlighted that Demand Management is a key business process that needs to be formalised for the following reasons.
IT Organisational change
Following the restructuring of the IT organisation many processes no longer function as roles have changed and in some cases processes were not formalised.
IT Business Partners
The introduction of IT Business partners has improved engagement with business and capturing demand for investments in IT.
Updated IT Governance model
Commitments in the 2016 updated IT Governance framework are to improve transparency across investments in IT to ensure the university is achieving the right level of return, reducing risk and improving operational efficiency.
Original IT
Governance model
Updated IT Governance model
Non-Governed Investment in IT
Governed Investment in IT
Governed Investment in IT

5. Standard IT Demand Management process cycle
Idea / Request
The business has an idea on how to fix a business problem which requires an investment in technology.
Approval
Nominated business committee(s) review the business case supporting the idea and either approve the demand to proceed or rejects the proposal
Build
IT receives approval and required funding prior to scheduling an IT project to build the approved outcomes required by the business.
Deliver
IT Project is completed and the technology outcomes required by the business are delivered and the business benefits reviewed.

6. SITAG reviews the proposal and either approves, endorses or rejects
Updated UON IT Demand Management process (functional overview)
Business Idea
The business has idea or problem to resolve which requires business funding to support an ITS project. The idea can be raised through different channells including, engagement through an ITS business partner, an IT request >$10k raised through the service desk or directly in ServiceUON etc.
Idea Registered
IT business partner conducts an initial high level review (strategic fit, existing solution available, duplication of existing work etc.) to ensure the idea fulfils an initial quality requirements prior to being registered.
Strategic Advisory
Group Review
Registered idea is reviewed by the relevant Strategic IT Advisory Group who determine whether the idea should progresses to ITS review. In some cases other committees may be required to assess the idea prior to the submission to the relevant Advisory Group e.g. Student Experience Committee.
ITS Review
Idea is reviewed by IT, a solution is developed, assessed against existing architecture to determine complexity, a ROM is assessed to determine the approximate cost of the solution and a proposal is developed for review by the business to ensure that is is expected to deliver the required business benefits.
SAG
Approval N
SITAG reviews the proposal and either approves, endorses or rejects
Stop Y
Small
Project
> $50k N
Proposals where the ROM is less than $50,000 may proceed a a small project, provided that the funds are available.
Proposals where the ROM is greater than $60,000 are submitted to the SITC for consideration. Y N
SITC
Approval
SITC reviews the proposal for inclusion in the Strategic program of work for the following year (in Q4)
Stop Y
Strategic
Program of Work
Strategic Program of Work is developed, projects are prioritised and a high level budget is endorsed 6

7. IT Demand Approval Schedules
There are two types of demand (Small <$50k and Large >$50k)
Demand <$50k can be approved as a small project by ITSAG providing funds are available.
Demand >$50k is normally added to the IT Strategic Program of Work which is reviewed, approved and prioritised by the SITC in October as an IT project for the following year.
The normal demand management approval cycle requires an idea to be submitted to ITSAG for initial endorsement no later than July to be considered as a project for the following years strategic program of work.
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ITSAG
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SITC
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2016 Strategic Program of Work
2017 Strategic Program of Work
ITSAG IT Strategic Advisory Groups
SITC Strategic IT Committees