Project Governance Group (PGG)

Update: 9/1/2023

The Project Governance Group's (PGG) meeting schedule will temporarily be paused through the remainder of the year. This pause will allow the Division of IT to focus on delivering existing projects and provide opportunities for key leadership hires to acclimate to the university and adjust our processes to align with the Next Gen strategic plan. Project intake processes remain active, as will the project reporting site.

Information on the PGG charge is retained below and modifications to this structure will be addressed in the coming months.

Overview

The IT Project Governance Group (PGG) meets on a monthly basis and is tasked with ensuring that new technology projects taken on by K-State are aligned with university goals and strategy, are adequately funded and staffed, and do not conflict with or overlap existing projects and initiatives. This will help IT organizations maintain strategic focus, ensure optimal resource utilization, and streamline project completion, improving product and service delivery. PGG consists of representatives from across the University that can provide institution-wide vision on technology projects and have a vested interest in the success of IT projects at K-State.

Enterprise/Large project (defined here) requests are documented by IT resources and reviewed by PGG. In partnership with the Purchasing Department, RFPs result in a notification to PGG in order to provide notice of potenital Enterprise/Large implementation projects, however, they do not require a formal approval to begin.

Roles

Chair: Convene and lead meetings, facilitate discussions, and communicate outcomes
Member: Participate in discussions and decisions, represent constituents across campus units, and provide additional context on justification and prioritization

Voting Members

Chad Currier, Interim CTO, Information Technology Services
Lynn Carlin, Special Assistant, Provost Office
Ethan Erickson, CFO, Director of Budget Planning
Derek Jackson, Associate Vice President for Student Life
Fran Willbrant, Asst VP, Financial Services
Michael Raine/Phil Vardiman, Faculty Senate Committee on Technology (FSCOT)
Matt O’Keefe, Dean and Professor, College of Engineering

Ex Officio Members

Jan Elsasser, Deputy CIO, Chief Digital Transformation Officer
Ryan Leimkuehler, Assistant Professor, Hale Library

Chair

Adam Petrea, Director Project Manager, IT Projects

Priority Structure

Project Requestors and IT Analysts collaborate on executive summary, scorecard, and financial/labor hours summary to assist PGG in evaluating and determining project priority. The goal of prioritizing projects is to staff the highest priority projects first, based on individual team availability (both technical and functional).

Project priority structure

Projects can be re-prioritized at the request of PGG or the Project Sponsors. Approval of reprioritization will have an impact on project deliveries and resourcing.