The Strategic Advisory Group on IT (SAGIT) advises the Provost on the budgetary matters related to IT systems projects that have been endorsed by the Enterprise Systems Planning Group (ESPG) and other projects that are presented by the Vice President for Information Technology and/or the Provost. The specific charge of the group is to:
- Evaluate systems project proposals and review the proposed funding mechanisms for capital and operating expenditures required for such systems;
- Assess steady state costs of maintaining current systems and required IT infrastructure;
- Identify systems opportunities that should be evaluated;
- Ensure projects are fiscally responsible and assess whether proposed funding mechanisms are satisfactory;
- Advise the Provost with regard to budgetary or other issues posed by projects.
IT Annual Planning Process Review (VPs and Deans) - May
Members of the SAGIT
- Jennifer Rexford, Provost (Chair)
- Katie Callow-Wright, Executive Vice President
- Peter Schiffer, Dean for Research
- Jim Matteo, Vice President for Finance and Treasurer
- Daren Hubbard, Vice President for Information Technology and CIO
Ex Officio members
- Carol Kondrach, Deputy CIO for the Office of Information Technology
SAGIT Funding Process FAQ
SAGIT is the Strategic Advisory Group on Information Technology. The committee is chaired by the Provost and includes the Executive Vice President (EVP), Dean of the Faculty, Vice President for Finance and Treasurer, and Vice President for Information Technology and Chief Information Officer (CIO). The Deputy CIO and the Senior Associate Director in the Provost’s Office sit with the committee.
SAGIT supports one-time investments in information technology that may include a combination of hardware, software, consultant expenses, and backfill labor.
SAGIT particularly encourages proposals that create a culture of data-centric decision making and foster cross-departmental synergy by focusing on:
- Process improvements that permit the University to:
- reallocate resources to meet strategic needs
- reduce time that faculty, students, and staff spend on administrative tasks, and
- create other productivity gains or cost savings
- The use of data analytics to inform our understanding of University operations, and guide the development of plans, initiatives, investments, and actions.
Typically, SAGIT funds between 10 – 20 projects each year.
- Process improvements that permit the University to:
- Ongoing expenses related to IT.
- Departmental website development. However, in FY21 a term fund was established for departmental website upgrades from Drupal 7 to 9. The fund only applies to websites in the OIT-supported Drupal platform and does not cover theme customizations. Learn more about the upgrade project.
- Projects for which other funding exists or those associated with significant revenue streams. For example, some projects are more appropriately funded through OIT’s Communications/Data budget, which covers networking, telephone, backup, and storage.
- Operational technologies, including the systems providing power, lighting, HVAC, water, life safety (e.g., security cameras, communications, emergency broadcast and phone towers, physical access to buildings, and alarms/duress systems), and environmental controls for research laboratories.
- Classroom technology, which has other funding sources including the Classroom Renovation Fund and the Teaching Lab Renovation Fund.
- Some departments have alternative funding sources and are therefore not eligible to apply for SAGIT funding.
If you are unsure about your project’s eligibility for SAGIT funding, please contact the Deputy CIO for more information.
SAGIT funds are designated for one-time costs related to the implementation of an IT project. For a SAGIT-approved project, the committee will review projected ongoing costs, if any, and work with departments to identify non-SAGIT sources to fund those ongoing costs.
- A compelling business case that articulates what benefits the University will realize from investing in this area.
- Clear success criteria against which this initiative will be measured.
- Demonstration of sufficient communication and collaboration in planning, with all relevant stakeholders from across campus.
- Full accounting of all financial and human capital costs associated with a project.
- Note that all else being equal, the higher the cost-share from the department, the more likely that the request will be supported from SAGIT funds.
- In February during the annual IT Project Planning process, submit a general project request to the Interdepartmental Project Portfolio and select “SAGIT” as the funding source.
- In May, SAGIT undertakes an initial review of projects and authorizes a subset to advance to the next stage of planning. Some projects may be deferred for later consideration during this or the next fiscal year, and some projects may be denied.
- Projects with smaller budget requests (less than $50K) may be handled in an expedited fashion. Typically, these projects are expected to identify departmental cost-sharing for ongoing costs. The Deputy CIO will contact you if your SAGIT request meets the criteria for this expedited review.
- For projects authorized to advance:
- A member from OIT’s Project and Technology Consulting Office will be assigned to work with you to complete the SAGIT proposal template.
- Your draft proposal should be sent to the Deputy CIO six weeks prior to a SAGIT meeting; she will work with you to finalize the proposal.
- It is essential that your Cabinet Officer be fully aware and supportive of your request. If your Cabinet Officer does not serve on SAGIT, he/she should make sure to meet with the Provost or EVP prior to the SAGIT meeting to discuss the proposal.
- SAGIT members receive the proposal in advance of the meeting. At the meeting, the CIO and Deputy CIO present your request, facilitate a discussion about it, and respond to any questions from committee members. Occasionally, someone from the requesting department may be advised to be available by phone should questions arise.
- You will be informed as to the SAGIT decision shortly after the meeting.
Yes. Each request will be evaluated on its own merits.
While SAGIT may agree to review your request for more funding, there is no guarantee that it will approve any amounts beyond its initial allocation. Therefore, it is critical that you provide an accurate estimate of your costs in your original proposal to SAGIT.