IT Management and Governance Review

The university has reorganized IT governance structure and processes in an effort to guide UW-Madison decision-making on IT priorities and create additional effectiveness.

Goals

The overall aim and reasoning behind this effort is to improve collaborative and participative decision making. Such improvement will allow those who are heavily involved to engage in setting priorities and determining how resources will be allocated in order to make effective investments. IT leadership will engage and involve campus leadership in all decisions.

Leadership

The effort is led by former interim vice chancellor for Finance and Administration Mike Lehmann, who is a special advisor to the chancellor. Lehman is joined on the Core Leadership Team by Bruce Maas (CIO), Rafael (Rafi) Lazimy (Chair, ITC), John Krogman (COO, DoIT), and Bobby Burrow (Director, AIMS). Professor Lazimy will now serve as Executive Director, Information Technology Planning and Strategy.
Before his time at UW, Lehman served as CFO and CIO of Sun Microsystems and has experience with large organizations with complex infrastructure.

Timeline

The process started in late August, 2016. The exact timeline is yet to be determined, but groups are being formed and holding their initial meetings by the end of calendar 2016. Additional data will be gathered, and initial priorities will unfold by the end of fiscal 2017. More information about the initiative timeline will be forthcoming during the fall semester.

Governance Changes

The governance structure includes an IT Steering Committee and four advisory groups focused on teaching and learning, research, core infrastructure, and divisional (administrative) support.

Questions and Answers

Answers to the most commonly asked questions about this initiative are found below. Other questions may be directed to one of the Committee members.

Frequently Asked Questions

The announced retirement of CIO Bruce Maas, as well as a recent assessment of UW IT spending, present an opportunity to reevaluate the campus IT position, structure, governance, decision making, IT priorities, and funding. The core leadership team will also seek more data on current practices, costs and needs before making specific recommendations. This is not about the consolidation of campus IT services.

The campus needs to be more collaborative and participative in consideration of campus IT expenditures. The review will include related services, service levels and the chargeback models used to pay for them.

Dozens of campus representatives will be part of the four committees: teaching and learning, research, core infrastructure, and divisional (administrative) support. In addition, there will be broad executive oversight from the Chancellor, Provost, Vice Chancellor for Research and Graduate Education, the Vice Chancellor for Finance and Administration, and the Deans. A five-member IT Core Leadership Team, led by Mike Lehman, will oversee the transition in governance. 

The Information Technology Committee (ITC) has added several more faculty, and remains the official faculty committee. The Madison Technical Advisory Group and Teaching and Learning with Technology-Madison Advisory Group have been disbanded. Governance has been recast under the umbrella of the Information Technology Steering Committee. The campus will have opportunities to engage through the groups outlined above. Other, more focused advisory groups, such as Network Advisory and Madison Information Security Team, will continue to provide technical advice and to facilitate communication.

EITDM provided a framework to determine project priorities. Significant, valuable work was done to create and use a governance structure to determine what IT projects the campus is engaged in. The list and refinement process will continue. The EITDM governance structure will be replaced by the new governance structure.

The aim is to involve campus stakeholders in prioritizing and obtaining the best IT services to those who need them, and to do so affordably. This will result in more effective uses of the campus budget, expertise and options.

Yes, senior leadership intends to recruit when ready. The plan is to complete the new governance structure so the CIO is in a better position to be successful. The special advisor position and IT Core Leadership Team will end. A new CIO is not expected to be hired prior to the end of the fiscal year.

Distributed IT leadership within schools, colleges and divisions will remain unchanged.