A New Era of Digital Governance at Stony Brook
Key Considerations
Advancing Strategic Priorities
In 2023, Stony Brook University launched "Our Moment" which defined the University's strategic plan and priorities, distilling them into four key pillars:
- Transforming Learning and Teaching
- Growing Our Research for Enterprise Impact
- Reimagining the Way We Work
- Serving Communities as a Public Flagship
In March 2024 DoIT announced Innovate to Elevate which defined three critical areas that DoIT will focus on to ensure Digital Equity across the University:
- Enabling Innovation and Transformation
- Fostering Inclusivity and Professional Growth
- Partnering to Modernize and Protect
Digital Governance 1.0 will serve as a process to ensure our resources and budget is best invested in activities that will enable DoIT to deliver projects that best help Stony Brook to achieve "Our Moment".
The graphic above depicts how digital governance helps align the four pillars of the University's strategic goal supports with DoIT's efforts for executing on Digital Equity for our campus.
Engaging the Process
Here is what you need to know about the process of making a new IT request.
Step 1: Submit Request
We have streamlined the intake process. Anyone from within the University can initiate an IT Request through the New Intake Form.
We have done our best to keep this step simple and accessible for everyone, but requestors should be prepared to answer questions regarding:
Which priorities of the University Strategic Plan does this request align with?
- Transforming Learning and Teaching
- Growing Our Research Enterprise for Impact
- Serving Communities as a Flagship
- Reimagining the Way We Work
- Other
What type of work required for this request?
- Identification/Assessment of a New Solution
- Integration between New and Existing System
- Migration to New Servers
- System Upgrade
- End-of-Life (EOL) of a System
- Other
What Data Risk Classification Category is anticipated for this request?
- Category 1 - Low Risk
- Category 2 - Moderate Risk
- Category 3 - High Risk
Step 2: EngageIT Review
EngageIT reviews all submissions within five business days and will begin a dialogue with the requestor to obtain any additional details needed in order to evaluate the request and determine an execution plan.
Scope:
- Who will be impacted or benefit from this request?
- Is there an existing service already in place that provides identical or similar function?
- Will this request involve multiple areas of DoIT or the University to execute?
Budget:
- What is the total initial investment? Is this request likely to exceed $100,000?
- Are there any potential ongoing or long-term costs?
- Where is the funding coming from (State Funds, Research Foundation, IFR, Private, etc.)?
- Will this request require more than one individual for two or more weeks of effort?
Risk:
- What are the potential institutional risks of implementing or not implementing this request?
- Are there any relevant regulations the University must comply with related to this request?
- What kinds of data will be generated by or needed to service this request?
Step 3: Outcomes
After the review, requestors will be notified if their request requires escalation to Digital Governance.
Digital Governance:
Request exceeds the minimum thresholds and will go to the Operations and Campus Advisory Committees for a deeper feasibility and value assessment.
Some requests will also go through the executive committee for prioritization and budgetary approval.
Standard Ticket or Internal Project:
The request is of suitable scale to be addressed within normal IT operational duties and our technicians will work with the requestor to implement the request.
No Action:
Not all requests are suitable for action. In this case, the requestor will receive feedback on necessary adjustments or alternative pathways.
Governance Committees
To ensure the many voices from around campus have input into the process we are establishing three committees that will serve to guide DoIT in project priortization and approval. Our campus partners include:
- Budget, Finance, Planning & Analysis
- Data Governance
- Enterprise Risk Management
- Graduate Student Organization
- Information Security Team
- Office of Equity and Access
- Office of Vice President of Research
- Provost/Dean's Council
- Provost/Center Institute Directors
- Provost/Department Chairs
- Provost/CELT
- Senate Committee on Educational Services and Information Technology (SCEDIT)
- Student Affairs
- Stony Brook Medicine
- Undergraduate Student Government
This committee meets monthly and consists of members with expertise to help evaluate Security, Policies/Procedures, Integration, Authentication, Funding, and our Service Catalog.
This committee, comprising community experts from across campus, meets 6-8 times annually to score and prioritize digital projects. They also assist in preparing presentations to the Executive Committee for project approval.
This committee, comprising executive members from the President's Cabinet, Deans Council and SET (financial commitment) meets 3 to 4 times a year and provides a final evaluation/approval on project prioritization, investment, risk management, reputation, and revenue.
FREQUENTLY ASKED QUESTIONS - DIGITAL GOVERNANCE 1.0
Objective(s)
We aim to disseminate information on review thresholds and processes, start with project approvals and prioritization, and evolve based on feedback. The understanding that this process will evolve, is why it is labeled with a "1.0" to help indicate that there will be updates to the process. The focus is on aligning digital initiatives with the University's strategic mission and fostering partnerships.
Process and Structure
The time required will vary based on the project's complexity and the review thresholds it meets. Our aim is to provide clear lead times to customers, partners, and vendors.
Only if they meet one or more of the established review thresholds.
Yes, there is an expedited process for urgent needs to ensure timely approvals. Leadership will evaluate requests to expedite on a case-by-case basis.
The InfoSec Committee will continue to review and approve cloud purchases and other security-related matters, integrated within the broader DG 1.0 framework.
Roles and Responsibilities
Team members will have defined roles based on their expertise and the specific needs of the project. Clear expectations will be communicated based on the nature of the request.
SMEs will be identified based on the project's requirements and consulted accordingly.
At its core, Digital Governance 1.0 is intended to strengthen partnerships between DoIT and functional units. As such, functional sponsors will collaborate with DoIT to ensure project alignment with institutional goals. Responsibilities will be clearly outlined based on project needs.
Review and Approval
Only one of the review thresholds needs to be met for a project to be placed through the Digital Governance 1.0 process. Since project requests are unique, we will evaluate each project on a case-by-case basis.
Detailed rubrics will be provided to ensure consistent and transparent evaluations. Initial Rubrics are currently documented and will evolve as members of each of the committees are recruited. Our experiences and learnings as projects move through the process will also evolve the rubrics.
Yes, state and government mandates will be considered in the review thresholds and timing.
Funding considerations will be part of the initial project evaluation and refined through subsequent iterations.
Metrics will include spend tracking, project success rates, process lead times, and backlog management.
Communication and Feedback
The recent Solar update is a good example of a project that should go through the process.
Our process is modeled after successful implementations at other universities and incorporates best practices from their experiences.
Have Another Question?
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