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Procedure for Assessment and Prioritization of IT Investments

Approval Date: 2019-12-09

Effective Date: 2019-12-09

Responsible Unit: Office of the Chief Information Officer

Procedure

  1. IT Investment Proposals may be identified through a number of avenues including but not restricted to:
    • Unit initiatives
    • Infrastructure planning and renewal processes
    • Special funding opportunities
    • Research activities

    2.IT Investment Proposals may come from individuals, units, committees and other groups within Memorial.

    3.If an IT Investment meets any of the current criteria set by the IT Governance and Collaboration Council (available here), an IT Investment Proposal shall be completed and submitted to the Office of the CIO. The proposal will include:
    • Description of the IT investment
    • Business need and benefits
    • Stakeholders involved in the implementation as well as impacted by the rollout
    • Strategic impact and alignment to university priorities
    • Timeline constraints
    • Cost and funding availability
    4. The template for completing the IT Investment Proposal is available here. Proponents completing IT Investment Proposals may consult with Office of the CIO for advice or guidance on preparing an IT Investment Proposal or on whether one is required.

    5. IT Investment Proposals are assessed by one or more of the three governance committees (Academic and Administrative Services IT, Research IT, Core IT and Security). Proposals are assessed and prioritized by the governance committees using criteria set by the IT Governance and Collaboration Council which may include but not be limited to:
    • Legislative compliance
    • Alignment with university priorities and needs
    • Duplication of business solution
    • Funding availability (one-time versus ongoing)
    • Implementation effort
    • Benefits of business solution
    • Institutional risk

    6. IT Investment Proposals for the non-administrative, intellectual conduct of research shall not be assessed and prioritized in the same manner as other IT Investment Proposals. IT Investment Proposals for such research activities shall include the IT requirements to determine feasibility and to assist researchers with appropriate planning.

    7. The IT Governance and Collaboration Council will receive the investment assessment results from the three governance committees. Council may be asked to provide direction on institutional priorities by the Office of the CIO or the governance committees as required. Decisions of the IT Governance and Collaboration Council may be appealed to the CIO.

    8. If the Total Investment Cost exceeds $2,500,000, Board of Regents approval is required and considers the review and advice of the IT Governance and Collaboration Council and endorsement of the President's Executive Council (PEC). The Vice President (Research) may deem research investments funded from external grants to be excluded from requiring approval from the Board of Regents. However, this does not exclude research investments with IT requirements that meet the criteria from being reviewed through the IT Governance and Collaboration Framework.

    9. If the total investment cost is between $1,000,000 and $2,500,000, PEC approval is required and considers the review and advice of the IT Governance and Collaboration Council. The Vice President (Research) may deem research investments funded from external grants to be excluded from requiring approval from the PEC. However, this does not exclude research investments with IT requirements that meet the criteria from being reviewed through the IT Governance and Collaboration Framework.

    10. Results of the IT Investment Proposal assessment process are available on the IT Governance and Collaboration website.

    11. Following IT investment proposal approval, the proponent works with the Office of the CIO to determine the technology solution, if it has not been identified. During this process, business requirements are reviewed, existing potential solutions are discussed, data requirements are identified, and the end-user experience (if relevant) is determined. Additionally, a technical, operational and compliance review takes place to ensure the technology solution aligns with Memorial’s IT and information management environment. During this process, relevant security, cloud and privacy assessments are completed; network requirements and integration requirements determined; licensing requirements and budget identified; and a plan for technology sustainability developed.

Policies using this procedure:

Procedure Amendment History

There are past amendments for this policy:

Action: PUBLISHED
Date: 2021-03-01 22:46:37
This procedure was automatically published when the policy "IT Investment (ID:435)" was published.
Action: Created full working copy
Date: 2021-12-03 10:56:32
Link Updates
Action: REPLACED
Date: 2021-12-03 10:59:11
This procedure was replaced with a new version. Comment provided: Links have been added
Action: Created full working copy
Date: 2022-12-06 17:17:49
Update VPC to PAT
Action: REPLACED
Date: 2022-12-06 17:19:30
This procedure was replaced with a new version. Comment provided: Update Made (Dec. 2022)
Action: Created full working copy
Date: 2022-12-07 14:11:10
Error Update for previous Amendments
Action: REPLACED
Date: 2022-12-07 14:16:21
This procedure was replaced with a new version. Comment provided: Updates Made
Action: Created full working copy
Date: 2023-10-10 15:32:05
Action: REPLACED
Date: 2023-10-10 15:32:45
This procedure was replaced with a new version. Comment provided: Change working group number
Action: Created full working copy
Date: 2023-10-11 09:01:11
Action: REPLACED
Date: 2023-10-11 09:03:04
This procedure was replaced with a new version. Comment provided: Updating PAT to PEC
Action: Created full working copy
Date: 2023-10-11 09:03:41
Action: REPLACED
Date: 2023-10-11 09:04:05
This procedure was replaced with a new version. Comment provided: Typo correction
Action: Created full working copy
Date: 2024-01-12 11:45:52
Action: REPLACED
Date: 2024-01-12 11:48:07
This procedure was replaced with a new version. Comment provided: Updated reference to President's Advisory Committee to Presidents Executive Council