POLICY STATEMENTInformation Technology Projects Approval (formerly titled Computer Systems Development Approval) Principle: Memorial University encourages the usage of standard and integrated information technology to support and enhance operations and management and wishes to ensure that information technology projects are compatible with existing hardware and software, are cost efficient, well organized and highly visible to the university community. Purpose: To ensure: university units maximize the use of existing information technology infrastructure to satisfy their requirements before new solutions are acquired or created. information technology projects are properly authorized and structured to maximize the likelihood of their success that the university community is aware of all information technology projects Scope: The policy would apply to all university units for information technology projects with a cost exceeding $100,000 including initial acquisition costs and annual vendor maintenance costs over five years. The Vice President (Research) may deem research projects funded from external grants to be excluded from this policy. Definitions: Information technology - The application of computer, communications and software technology to the management, processing and dissemination of information. Information technology projects would include, but are not limited to: the acquisition or development of software the acquisition of networking technology the acquisition of computers and related hardware the acquisition of telephony equipment the acquisition of IT-based processing and services Information Management Committee (IMC) – Committee comprised of senior university administrators and technical advisors that provides governance in information technology related issues. The committee is co-chaired by the Vice president Administration and Finance and the Vice President Academic and reports to the University’s Senior Executive. Project Sponsor - University official(s) with custodial responsibility for the unit that wishes to acquire new information technology. Project Technical Authority - University official(s) with technical responsibility for the project, typically a director, dean, executive director or principal of units with inherent information technology and project management expertise. POLICY STATEMENT Project Funding Authority - University official(s) with financial responsibility for the project, typically the President, vice president, director, dean, executive director or principal. Project Operational Authority: - University official with responsibility for the day to day operation of the information technology that is to be acquired as a result of the project, typically a director, dean, executive director or principal of units with inherent information technology expertise. Developer/Contractor - The external organization or university internal unit charged to provide/develop and install the information technology. Technical Project Manager (Contractor) - Individual(s) responsible for the day-to-day execution of the project, including leadership of the project implementation team. Ensures a quality product delivered on time and budget. Business Area Project Manager (Sponsor) - Individual(s) responsible for the day-to-day execution of the project from the Sponsor’s viewpoint with particular focus on requirements definition and quality assurance, including coordination of the Sponsor's project activities. Policy: Acquisition of new information technology with expected total project costs, including initial acquisition costs and annual vendor maintenance costs over five years, of over $500,000 must have the approval of the IMC. University units wishing to acquire new information technology with expected total project costs, including initial acquisition costs and annual vendor maintenance costs over five years, between $100,000 and $500,000 must prepare a summary of the requirements to be satisfied and expected outcomes for review and comment by the IMC. Approval by the IMC is not required. All projects affected by this policy must include a review of functionality resident in existing campus information technology infrastructure to determine if it can be used as a solution. PROCEDURE FOR APPROVAL OF AN INFORMATION TECHNOLOGY PROJECT WITH EXPECTED TOTAL PROJECT COST TO EXCEED $500,000. 1. Project Technical Authority, Project Funding Authority, Project Operational Authority and Project Sponsor develop a project proposal detailing: a. b. c. d. Project justification The project’s relationship to the university’s strategic plan and activities that support it High level description of desired functionality Funding sources and available funding 2. The proposal is submitted to the Chair of the IMC. POLICY STATEMENT 3. The Information Management Committee (IMC) reviews the project proposal, assessing project viability, compatibility with the university’s environment, the planned level of consultation within the university community and the priority of the project. 4: The IMC provides approval in principle to proceed 5. Project Technical Authority and Project Sponsor announce the project to the university community 6: Project Technical Authority creates a project team 7. Project Technical Authority and Project Sponsor develop terms of reference for the project team and formally define roles and responsibilities of the Project Technical Authority, Project Funding Authority, Project Operational Authority, Project Managers, Project Sponsor, and any other involved persons or groups, including the project steering committee. 8. Project Technical Authority and Project Sponsor create the project steering committee. 9. Project Technical Authority and Project Sponsor call for interested parties to offer input, objections in principle may be forwarded to the IMC. 10. Project team gathers user requirements, consulting throughout the university community in the case where the influence of the project extends to more than one university faculty, division or administrative office. The project team will: 1. Prepare a document describing in detail the user requirements 2. Submit the detailed user requirements document to the IMC. The IMC will examine the requirements and suggest existing university information technology infrastructure to provide desired functionality if available. 3. Perform a detailed analysis of the possible internal solution to determine degree of fit for the user requirements. 4. Submit the results of the fit analysis to the IMC for consideration and comment 5. Prepare a summary report for the IMC which will define next steps and typically consider: a. The utilization of an existing university infrastructure b. The acquisition of a commercial solution c. The development of a software solution by external contractors d. The development of a software solution using internal Memorial resources 11. If a commercially provided solution is required then university units must adhere to the terms and conditions of Memorial’s Purchasing Policy: POLICY STATEMENT a. Project team develops a Request for Proposals (RFP), securing the approval of the Project Technical Authority, Project Funding Authority, Project Operational Authority, Project Sponsor, and Steering Committee before the RFP is issued; b. Project team issues the RFP and evaluates responses, assisted by other members of the university community as appropriate; every reasonable attempt should be made to avoid customization in the case of software acquisition. c. Vendors make presentations, as appropriate, to project stakeholders d. Project team identifies the preferred bidder, and in the case of software acquisition clearly defines level of customization required, prepares detailed estimates of development and support costs for all required modification and assesses any alternatives to the planned modifications e. Project team develops final budget for project and makes recommendations to Project Technical Authority, Project Funding Authority, Project Operational Authority and Project Sponsor; 12. Project Team develops a comprehensive project plan for subsequent project phases. 13. The IMC reviews the plan and provides final approval to proceed 14. The IMC determines if the university Senior Executive Committee is to be informed about the project. 15. Project Technical Authority and Project Sponsor negotiate arrangements with Developer/Contractor and define/confirm the roles and responsibilities of project participants, including Developer/Contractor's executive responsible for the project. 16. Project Technical Authority and Project Sponsor announce the project implementation plan details, making project documents available to the university community. 17. Project status reports are submitted to the Chair – IMC on a monthly basis PROCEDURE FOR INFORMATION TECHNOLOGY PROJECTS WITH EXPECTED TOTAL PROJECT COST BETWEEN $100,000 AND $500,000. Project proponents must develop a project report for submission to the IMC prior to beginning the acquisition process for the new technology. The report should provide information on the requirements to be satisfied in the project, technology requirements, expected outcomes and planned level of communication with the university community. The report will help in the dissemination of information about the project and will allow the IMC members to propose existing information technology as possible solutions, should any exist. Project proponents are encouraged to proceed with their own investigation of possible solutions from existing university information technology. The IMC may request that the project proponent meet with the IMC to provide further information. POLICY STATEMENT Related Documents: Appropriate Use of Computing Facilities policy Computer Standards – Hardware policy Computer Use Agreement – Department of Computing and Communications document Data Removal policy Limitation of Liability with respect to Computing Facilities policy Policy on Provision of Services to Affiliated Organizations – Department of Computing and Communications document Privacy policy Project Proposal Template – Department of Computing and Communications document Project Roles and Responsibilities – Department of Computing and Communications document Purchasing Policy Records Management policy Security of Confidential Information Housed in Administrative Systems policy Staff Training and Development policy Surplus University Property policy Telecommunications policy Wireless Networking policy Related Services: http://www.mun.ca/cc/services/projectmanagement/ http://www.mun.ca/cc/services/security/ Authority: The Vice-President (Administration and Finance) through the Project Technical Authority Sponsor: Vice President (Administration and Finance) Contact: Director - Computing and Communications, 737-8329