IT Governance Process

The IT Governance Executive Committee (ITGEC) at Suffolk University guides the IT Governance Process. The IT Governance Process will confirm that all new requests are accessible, secure, architecturally sound, and aligns with Suffolk University’s Strategic Plan.

The IT Governance Process for Fiscal Year ’25 is completed and the departments have been notified of the approved initiatives. Please review the Off Budget Cycle Request Policy for New Project Requests submitted from February to September.

High-Level Overview of the IT Governance Process for Fiscal Year ’26

  • October 2024: Project Request Submission
  • November 2024 - January 2025: Discovery and ITGEC Value Presentation Preparation
  • January - February 2025: Requestors present their new recommendation to ITGEC for ranking and approval
  • April - May 2025: Departments are notified of approved initiatives

Submitting a New Project Request for a New Software or to Replace a Current Software

Please complete the ITS Project Request Form available on the service portal.

The ITS Project Request Form must be approved by the Requestor, their Manager, and a Sponsor at the Vice President, Provost, and/or Dean Level.

Once the ITS Project Request Form is completed it will be sent to Marian Sales in the ITS PMO.

Note: submission of a signed ITS Project Request Form does not imply a guarantee that it will be approved.

An accessibility assessment, security assessment, and technical review occurs for all new software recommendations. If the Software does not meet Suffolk University standards for security and accessibility it will not move forward. 

Off Budget Cycle Policy for New Project Requests

There are two types of projects that may be approved outside of the normal IT Governance Process (February to September):

  1. Any new project request which cannot wait for approval during the normal governance cycle, is above $5000, and has passed both the accessibility and security assessments.
    Further, it must meet at least one of the listed criteria to be approved by the ITGEC:
    • Complete a Project Request Form signed by the requestor and approved by both the supervisor and sponsor
    • It is necessary for legal or compliance reasons
    • It is necessary to fulfill an audit finding
    • It is necessary for accreditation
    • Agree to permanently fund the cost of the solution via a permanent budget transfer to the Tech Renewals budget
  2. Any new project request which cannot wait for approval during the normal governance cycle, is below $5000, and has passed both the accessibility and security assessments.
    Further, it must meet all the listed criteria to be approved by the ITGEC:
    • Complete a Project Request Form signed by the requestor and approved by both the supervisor and sponsor
    • Demonstrate that there is not another similar software/product already being used at the University
    • Agree to permanently fund the cost of the solution via a permanent budget transfer to the Tech Renewals budget

Task vs. Project

When evaluated, some initiatives may be determined to be a task rather than a project.

Definition of a Project

A project is a software and/or hardware Initiative that requires more than one person or more than 7 hours to complete.

Definition of a Task

A task takes a level of effort of one person and less than 7 hours of work to complete.