D.3. System governance alignment
The objective of the session is to learn how to define system governance criteria and analysis parameters so that they meet the specific needs of the organisation. This includes learning good criterion definition practice, how to perform simple analyses and analyses involving multiple systems, and how to calculate a notional value for improvements, and then how to apply this understanding to define criteria and analysis parameters that meet the needs of the organisation.
The session is used during initiation.
The session is intended for the system governance manager and their team, and for the system governance committee. It is not a technical session, and is suitable for anyone that is involved in the definition of system governance criteria and analysis.
The session first covers the basic “how-to” of criterion definition and analysis, before covering alignment of criteria and analysis to organisational objectives. This is necessary because an understanding of criterion definition and analysis is a prerequisite of alignment. Some participants may object to what seems like a simple how-to session. Explain the structure of the session during the introduction to avoid this.
Some participants may be concerned because the criterion definition and analysis parameters may see arbitrary, and that they would prefer a more rigorous approach. During the introduction explain that system governance involves learning by experience, and that continuous improvement is more important than up-front rigour.
Introduction
Learning objective: understand the purpose and nature of the session.
Method: present that this session covers the alignment of system governance to objectives, including criterion definition and analysis. Explain that the session covers the hows before the whys. Explain that continuous improvement is more important than up-front rigour.
System governance processes
Learning objective: understand system governance in the wider context of IT processes.
Method: presentation and discussion covering IT strategy, IT decisions, IT activity and IT systems, and relationship to system governance definition, assessment and analysis.
Criterion definition
Learning objective: define criteria effectively.
Method: exercise comparing definitions. Recap with summary of criterion definition.
Single system analysis
Learning objective: calculate scores and impacts for a single system.
Method: exercise to perform analysis on paper, including detection of impacts. Recap.
Multiple system analysis
Learning objective: calculate weighted scores.
Method: exercise to calculate weighted score across multiple systems.
Improvement points
Learning objective: calculate improvement points.
Method: exercise on “What is the best improvement?” in previous analysis. Introduce the concept of improvement points.
Valuing improvement
Learning objective: put a notional monetary value on improvements.
Method: presentation on converting improvement points into notional value, both rationale and mechanics.
Calibrating the value model.
Learning objective: estimate the improvement point value required to calibrate notional value calculations.
Method: exercise to calculate an improvement point value.
Using the value model
Learning objective: understand how to use the value model effectively and within its limitations.
Method: discussion based on the question “Do you think this is reasonable?” Discuss the meaning of notional value. Discuss how legitimacy depends on weighting, scoring and sizing (and that setting these right is part of alignment). Discuss the calculations, and the need to allow for a margin of error, but only once. Discuss the need to calculate once or occasionally, but not constantly.
Alignment of criteria
Learning objective: define criteria that reflect objectives.
Method: discussion based on “How can you make the analysis give good advice?” Stress again that legitimacy depends on weighting, scoring and sizing. Bring out the distinction between “must do” rules and “may do” value. The importance of keeping it understandable, which means simple, not too many criteria. The importance of good definition of criteria and grades.
Continuous improvement
Learning objective: use feedback on measures and proposals to improve system governance.
Method: discussion on “What should you do if people do not follow your advice?” Conclude that there are many valid reasons for not following advice, some of which mean that system governance needs to be realigned.
Summary
Learning objective: summarise what has been learnt.
Method: present brief summary of criterion definition, analysis, valuation, alignment and continuous improvement. Hand out summary sheet.