UW Information Technology

IT Service Investment Board Charter

Purpose

The purpose of the IT Service Investment Board is to:

  • Review services provided by UW Information Technology (UW-IT) and make recommendations for adding, changing and removing services. As part of this review, the Board considers service costs, funding levels, and support of strategic goals as outlined by the IT Strategy Board and by UW-IT’s 2014 Strategic Investment Plan. The Board also considers input from the IT Service Management Board when making recommendations.
  • Conduct an annual review and assessment of the Technology Recharge Fee (TRF) and recommend changes as needed. This review includes evaluation of services to be covered, costs to provide those services, rate level, and allocation methodology.
  • Prioritize major UW-IT projects that enhance or add IT services and make recommendations about funding levels to the Vice President for UW-IT and CIO.
  • Refer issues and recommendations to the IT Strategy Board as needed.

Scope

The IT Service Investment Board has purview over all services provided by UW-IT, including services currently not covered through the TRF, such as Information Management and self-sustaining services.  Also in scope is prioritization of major IT projects that support, enhance or deprecate existing services, or that implement new services.

Structure

The IT Service Investment Board is one of three IT governance boards:

  • IT Strategy Board provides strategic direction on information technology at the University of Washington.
  • IT Service Investment Board makes recommendations about services provided by UW-IT, including priorities and funding levels for major UW-IT projects.
  • IT Service Management Board ensures alignment of UW-IT services with institutional IT strategy and priorities, as identified by the other two governance boards, and optimizes the design, delivery, operation and sourcing of those services.

The IT Service Investment Board is guided by strategic direction from the IT Strategy Board, and it brings issues and recommendations to the IT Strategy Board for its consideration. Similarly, the IT Service Investment Board considers issues and recommendations brought to it by the IT Service Management Board, and it provides direction to the IT Service Management Board on high-level changes to services provided by UW-IT.

In addition, a Technology Recharge Fee Advisory committee, comprised of UW administrators and coordinated by UW-IT’s Chief Financial Officer, provides analysis and makes recommendations to the IT Service Investment Board in support of its annual TRF review.

Background

The establishment of three boards to govern IT at the strategic, project and service levels is intended to make decision-making about information technology across the University more comprehensive and holistic. It also recognizes that investments in IT are to a certain degree fungible between funding for new projects and capabilities, and for enhancements to existing services.

This governance structure, established in 2012, builds upon previous governance efforts and provides greater clarity in roles and responsibilities:

  • The IT Strategy Board was established to focus specifically on the most strategically important IT issues facing the University.
  • The IT Service Investment Board replaces the IT Costing Oversight Group, which in turn replaced the President’s Working Group on Information Technology. This governance structure broadens the role of the IT Service Investment Board to include the entire UW-IT project portfolio.
  • The IT Service Management Board formalizes a role for both University IT staff and administrators in reviewing and making recommendations about the provisioning, delivery and management of UW-IT services.

A primary responsibility of the IT Service Investment Board is the annual review of the Technology Recharge Fee. The TRF was established in 2010 to provide a sustainable, long-term funding model for critical information technology services at the UW. The fee is a per capita rate paid by all UW academic and administrative units. It supplements existing central funds to pay for services, as identified by a group of representatives from across the University community, included in a basic bundle of services.

The President and Provost approved the implementation of the TRF based upon recommendations from the UW Technology Working Group, which was comprised of representatives from UW academic and administrative units. The Working Group used cost and peer data provided by an independent consultant, WTC. The TRF has been reviewed annually since it was established. The IT Service Investment Board was charged with conducting the review beginning in 2012.

The IT Service Board recommended, and the Provost approved, the following TRF rates for Fiscal Year 2015, effective July 1, 2014:

  • $54.50 per month per capita for all academic and administrative units
  • $50.00 per month per capita for the Medical Centers (in addition to a separate service-level agreement for network and telecommunication services)

The Board will review the Fiscal Year 2016 TRF rate level this fall.

Membership

The IT Service Investment Board is made up of thirteen representative Chancellors, Deans, Vice Presidents and Vice Provosts, or their designated direct reports. Specifically, the membership includes:

  • Three Deans, Associate Deans or Chairs, representing a broad spectrum of UW schools and colleges
  • One Chancellor or Vice Chancellor from UW Bothell or UW Tacoma
  • One Dean, Vice President, or Vice Dean from the School of Medicine
  • One Dean or Associate Dean from a Health Sciences school or college
  • Two Vice Presidents or Associate Vice Presidents from large administrative units
  • One senior-level representative from UW Medicine/Medical Centers
  • One representative from the Faculty Senate (Faculty Senate Chair or Chair of the Senate Committee on Planning and Budgeting)
  • One Associate Vice Provost from Planning and Budgeting
  • One Associate Vice Provost from Research
  • The Vice President for UW-IT and CIO

In addition, three representatives will serve as ex-officio, non-voting members of the IT Service Investment Board: UW-IT’s Chief Financial Officer, a delegate from the Technology Recharge Fee Advisory Committee, and one other UW-IT staff member identified by the Vice President for UW-IT and CIO.

The IT Service Investment Board is advisory to the Vice President for UW-IT and CIO. The term of appointment is two years, with approximately half of the board membership rotating out and being replaced each year.  The Chair of the IT Service Investment Board is appointed by the Vice President for UW-IT and CIO.

Meetings

The IT Service Investment Board meets monthly, or as needed, and is supported by the Office of the Vice President for UW-IT and CIO.