Lifetime Communications Governance Structure: October 19, 2009
LC Exec Committee
•Policy approval
•High level prioritization
LC Implentation Task Force
•Operational steering
•Propose policies
•Propose Priorities
Project/System Managers
•Develop implementation strategies
•Points of contact with CMC
•Security/other systems settings
Local Implementation
Teams
•Local system experts
•Detailed operation within school or department
•Recommend system changes
LC Implementation Task Force (LCITF) (Draft)
Responsibilities
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Define operational roles, responsibilities and boundaries among the various stakeholders
(OEM, Admissions, Financial Aid, Alumni Relations, IU Foundation, school
development offices, campuses, PAGR) regarding contact and communications such that
it is clear who can do what, when within the context of the policies established by the VP
Sponsors Committee.
Help prioritize implementation activities and timelines for implementation work
Assist Project Managers to resolve policy issues
Prioritize institutional messages to be communicated according to PAGR, UITS Policy
Office and VP Sponsors policies
Guide support, training, and service evolution as needed by the IU community
Membership
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Barry Walsh, OVPIT, Chair
Jim Perin, IU Foundation
Jim Kennedy, Student Enrollment Services (SES)
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Beth Cate, Office of University Council
Valerie Pena, Public and Governmental Relationship (PAGR)
Becky Porter, IUPUI, Student Enrollment Services
Sonya Stephens, Vice Provost for Undergraduate Education, IUB
Pete Yoder, Alumni Association
Frank Acito, Kelley School, IUB school representative
Stephen Hundley, IUPUI school representative
Jack Tharp, Regional Representative
Victor Borden, Institutional Reporting
Ex-officio
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Merri Beth Lavagnino, OVPIT Policy Office, Ex-Officio
Duane Schau, UITS Support, Ex-Officio
Sara Chambers, UITS Project Team, Ex-Officio
Project Managers Responsibilities (Draft)
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There will be a team of project managers representing specific business segments or verticals
within the institution.
The proposed verticals or business segments are:
Student Enrollment Offices along with undergraduate and graduate schools
Professional Schools
Foundation
 Foundation Offices, Alumni, development activities in schools and departments
Administrative Offices along with Public and Governmental Relations (PAGR)
 President's Office, VP Offices, Athletics, PAGR, University Ceremonies, etc
UITS for project coordination and systems development
Campus Management Corporation for Vendor project management and coordination of
CMC resources
Work together as a project management team
Respond to Implementation Task Force requests
Make recommendations to Implementation Task Force
Identify areas of overlap to be discussed
Develop and recommend implementation strategies that will govern the overall system
security model, support model, training model, portal integration, data governance, etc
Develop overall project goals, timelines, priorities and detailed project plans
Develop roles and responsibilities within associated business segment
Communicate to stakeholders in associated business segment
Develop overall data model
Recommend overall security model
Develop guidelines for system level configuration settings
Manage day-to-day project plan for associated business segment
Problem resolution and risk management
Serve as point of contact with Campus Management Corporation
System Managers Responsibilities (Draft)
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There will be one or more System Manager for each vertical or business segment
This team should be limited to no more than 12
This is a on-going responsibility
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Become an Application expert as well as a domain expert for associated business segment
Work with business experts in each department to gather user requirements
Execute detailed project plan for associated business segment to meet overall implementation
timelines
Review and help refine implementation strategies
Make recommendations to the Project Management team on configurations that cross business
segments
Work with Project Management, Campus Management's consultants and UITS developers to
determine best ways to satisfy user requirements
Work with other System Managers and Project Managers to define business processes and best
practices
Work with Local Implementation Team coordinator in each department to define initial set of:
data requirements
roles and security needs
workspaces
filters and campaigns
reporting requirements
other Talisma components
Configure application to meet the needs of departments in their business segment
Conduct train the trainer sessions
Establish local support model
Work with Local Implementation Team coordinator in each office to satisfy system and training
needs to bring their department online
Coordinate testing and quality assurance activities prior to implementation and with each
subsequent release or upgrade
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Serve as second tier for customer support (LIT coordinator is first tier)
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Project Team Structure (Proposed)