Information Technology Advisory Policy

Purpose

The purpose of this policy is to ensure that new and ongoing initiatives and investments in information technology align with and effectively support the University’s mission.

Scope

This policy applies to all McNeese State University employees and students.

Definitions

Information Technology (IT): Applicable to a wide array of technology services used throughout the University and centrally managed by the Office of Information Technology. For the purposes of this policy, the term includes but is not limited to:

• Internet/network access, telecommunications, and facilities infrastructure (e.g., data and voice networks, cabling)
• Computing (e.g., servers, end-user devices)
• Enterprise-wide applications and user services (e.g., Banner, email)
• Instructional technology (e.g., classroom systems, Canvas)
• Video (e.g., network-based video applications, security cameras)
• Peripheral technologies (e.g., printing and scanning)
• Information security

Policy

Strategy Planning is an important factor in generating value from IT, and it is a critical success factor for the University. As such, the following framework has been developed to ensure comprehensive and integrated IT guidance along with the allocation and planning of IT resources. This structure helps establish the strategic plan for IT as well as prioritize initiatives and projects for the University.

IT Advisory Council (ITAC)

The ITAC provides direction on IT issues, reviews and approves the IT strategic plan, and provides a conduit for communicating IT issues throughout the University. The ITAC consists of the following members appointed by the president:

• Chief Information Officer (non-voting)
• Senior Vice President
• Provost and Vice President for Academic Affairs
• Vice President for Business Affairs
• Executive Director of Enrollment Management
• Student Government Association President

ITAC Responsibilities

The ITAC is responsible for IT policy and planning. The ITAC reviews the five-year roadmap of IT development projects and either affirms the plan or provides revisions. The process is iterative and ongoing. The ITAC is responsible for identifying resources necessary to implement the IT development roadmap. When the ITAC meets to discuss IT projects, the chief information officer sets the agenda with the Office of the President and chairs the meeting but does not vote on agenda items.

Mandates

• Contribute to building an IT vision and cohesive plan to optimize technological investments
• Provide input on IT policies and procedures, usage, service, etc.
• Make recommendations on new initiatives
• Make recommendations on priorities considering institutional mission, vision, and community needs
• Review IT services and performance and make recommendations for improvement

Standing Agenda Items

The following items will be included on the agenda for each meeting of the ITAC:

• Prior meeting minutes approval
• Five-year plan review
• Large project review as needed
• Project performance
• University IT risk profile

Annual Review

The following items will be included on the agenda for at least one meeting of the ITAC per year:

• Strategic plan
• IT services
• State of IT policies
• State of cybersecurity
• External IT regulatory and compliance standards
• IT advisory structure

Communication

This policy is distributed via the University Policies webpage.