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NDUS Procedures

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SUBJECT: 1900s: Miscellaneous EFFECTIVE: June 25, 2014
Section: 1901.3 Information Technology Approval Process

  1. NDUS Policy Section 1901.3 states:

    Consistent with North Dakota Century Code section 15-10-44, the state board of higher education shall manage and regulate information technology planning and services for institutions under its control.

    The Chancellor is delegated authority and directed to develop information technology planning, policies, standards and guidelines, and project management oversight and reporting in conjunction with the state information technology department. NDUS Information Technology (IT) projects shall comply with established standards, guidelines, procedures and processes.

    Not more frequently than every two years, a comprehensive information technology plan shall be submitted to the Board for its review and approval. In addition periodic progress reports on goal progress shall be submitted to the Board.

  2. The NDUS definition of Information Technology (IT) includes, but is not limited to, hardware, software, services, and supporting infrastructure to manage and deliver information using voice, data, and video.

  3. The NDCC defines an IT project with a total cost of $500,000 or more as a major information technology project. The Legislative IT Committee must receive information for a major information technology project that:
    1. Significantly impacts the statewide wide area network, including campus access routers;
    2. Impacts the statewide library system; or
    3. Is an administrative project. An administrative project is a project that directly collects, aggregates, modifies, stores, or reports institutional student, financial, or human resources records or data and is provided primarily for administrative purposes.

    An institution may submit a request for waiver from large project oversight for an IT project that is part of a building's construction and construction has State Board of Higher Education approval, or is an IT project that has a total cost of $500,000 or more; however, is a normal operational replacement project (example; replacement of core router and several switches where costs may exceed amount due to quantity purchased).

    Standards, guidelines, procedures and processes for reporting a major project may be found under Project Management and Oversight Documents at the URL:

  4. All institutions must develop institutional guidelines for IT acquisitions and approvals consistent with good business practices to ensure proper stewardship of state resources.

  5. Institutional projects must be reviewed by the institution's NDUS CIO Council representative and signed prior to being submitted to the Office of the CIO.

  6. Information technology projects must have NDUS CIO approval if the project requires:
    1. interfaces to any systems hosted by the NDUS (ConnectND, ODIN, etc.);
    2. significantly impacts the NDUS network or STAGEnet, or;
    3. impacts NDUS resources (staffing, systems, etc.).

    For CIO approval, see the process outlined in the Appendix

  7. Annually, all CIO Council representatives and Core Technology Services should review and update the list of IT products and solutions used by their institution, to be shared with the CIO Council to help promote IT support and licensing efficiencies systemwide.

    Please submit all requests to:

    Rich Lehn
    Assistant to the CIO
    North Dakota University System
    PO Box 13597
    Grand Forks, ND 58208-3597

    Appendix to Procedure 1901.3

    To request CIO approval for an initiative, enhancement, modification or proposal not required to follow the large IT formal project management methodology (section 3 in the Procedure), the following information must be submitted to the NDUS CIO Council representative, who will in turn submit any required approval requests to the NDUS CIO. (Note: A business case may be substituted in lieu of the required information below. The NDUS Business Case template is available at the same URL listed in section 3 above):

    1. The core business function being addressed.
    2. The name and current information of the business unit manager whose unit will be the primary user of the initiative, enhancement, modification or proposal.
    3. A brief synopsis of the business or technical problem being addressed or solved, including assessment of a) interfaces to a major system hosted by the NDUS (ConnectND, ODIN, etc.); b) impacts on the NDUS communications network, and c) major impacts on NDUS resources (staffing, systems, etc.)
    4. The justification of the approach chosen to address this problem, including a description of any alternatives seriously considered, and an explanation of why those alternatives were not pursued further.
    5. A signed statement from the requesting manager stating that the purchase cost is inclusive of all activity for the project.
    6. Delineate the costs and fund sources of each component of the proposal and a timeline for the anticipated expenditures. This requirement includes all consultants and salary costs for existing and new employees.
    7. The proposal must have a signed endorsement by the institutional CIO Council Representative.

    STATUTORY REFERENCE: N.D.C.C. section 15-10-44

New procedure. Chancellor's Cabinet Meeting, December 3, 2007.
Chancellor's Cabinet Meeting, Sept. 1, 2010
Revised procedure approved by CIO Council, June 25, 2014
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