Scope / Definitions

IT Governance at Emory is a transparent set of processes designed to consistently receive, prioritize, and evaluate IT work in a public, inclusive manner. The process is for project-based IT requests only and does not circumvent current departmental procurement and purchasing approval processes. The subcommittee structure is not designed to review requests for permanent staffing or funding increases.

Scope

Work reviewed and evaluated by the University Governance structure is that which:

  • intersects with central IT applications or
  • requires interface to central IT applications and
  • requires more than 10 person-days or $20,000

Some project-based work is not reviewed or evaluated by University Governance, but is considered an "internal" project for Library and Information Technology Services (LITS). These projects include:

  • upgrades to existing applications that are either mandated by the vendor for continued support or by appropriate regulatory bodies
  • upgrades to existing infrastructure (server virtualization, storage refreshes, networks, etc.) that do not have a customer impact beyond scheduled downtime
  • project work less than 10 person-days or $20,000

Structure

The governance structure is comprised of subcommittees and one steering committee (ITSC).

Membership is intended to be far-reaching and to fully engage as many areas of the University community as possible. The role of each subcommittee is to review and approve or deny IT initiatives pertinent to their areas that involve enterprise IT applications or data.

A request for work may or may not include a request for additional funding. Work should be evaluated and approved or denied based on its merits and value to the University community, and not on funding concerns.

Work requests are categorized as follows:

  • Support Request
    Anticipated work required by LITS is less than 10 person days or $20,000.
  • Standard
    Anticipated work required is between 10 person days or $20,000 and 50 person days or $100,000.
  • Complex
    Anticipated work required is greater than 50 person days or $100,000.

Definitions

  • Enterprise is two or more school-level organization entities with Emory University.
  • A project is a temporary endeavor undertaken to create a unique product or service. Temporary means that the project has a distinct start and end date. Unique means that the project's end result (function, service or application) is not otherwise available by current IT functions, services or applications.
  • A person-hour is the aggregated amount of time to perform work required to achieve the desired end result. For example, two people working eight hours is the equivalent of 16 person hours.

Request for Work Clarifications

Any proposal that has some central IT component or impact in which the IT-related cost exceeds $20,000 or 10 person days must go through the governance process for review and approval. This threshold pertains to larger projects in which the IT portion represents only a part of the entire proposal. However, the threshold remains relevant to IT work.

Exception: For grants or work funded through a competitive external process, only the IT component that intersects with enterprise applications requires an Academic Governance project request. The entire request may be submitted to provide context. If the entire proposal is IT-related and intersects with, or requires access to, enterprise applications or data, then the entire proposal must go through the governance process. New access to enterprise data a work request for data analysis, connectivity and in some cases,adherence to permission procedures.

A Request for Work is not necessary for any of the following scenarios:

  • Fee-for-service request, such as many of the services provided by LITS. These requests will continue to be processed as they are now.
  • Operational work that fits within the normal scope of central IT services, such as hosting a Web site, setting up a video conference meeting, etc. in which IT resources are not required or work is estimated as less than $20,000 or 10 person days.
  • Services that will be performed exclusively by either an outside consultant or through local information technology support and do not intersect with or require access to enterprise applications or data. However, these services must follow Emory University IT standards and policies.