Weber State University's Information Technology Division utilizes a specialized business services framework and a seven-part portfolio system to drive digital transformation and campus-wide engagement. The division's structure integrates financial management, technical training, and formal project governance to support faculty, staff, and students across the institution.
Operational Support and Vision
The IT Business Services division operates with a mission to empower the university through operational support and sound financial management. According to Weber State University, the division seeks to enhance learning and engagement across the campus by providing essential digital transformation services.
Service Objectives and Transparency
The division's vision for its service model includes ensuring customers understand how to request services and providing a conduit for feedback to improve products. Additionally, the division focuses on ensuring all employees receive necessary technology training, communicating policies for technology use, and maintaining transparency in financial information to assist with mission-critical decisions.
Specialized Management Teams
The IT Business Services division is organized into two primary functional teams. The IT Finance and Office Management Team provides stakeholders with strategic and operational insights through financial oversight and clear communication to aid in informed decision-making. The IT Learning and Engagement team focuses on providing access and awareness regarding the IT Division software catalog through various communications, events, and training opportunities.
Seven IT Portfolios
To manage technical initiatives, the IT Division has established seven distinct IT Portfolios for project tracking and governance. Each portfolio is managed by a Portfolio Chair and an IT Liaison who facilitate specific projects assigned to their respective areas. The current portfolios include the Academic Portfolio, Administrative Portfolio, IT Infrastructure Portfolio, IT Marketing and Communications Portfolio, Online & Continuing Education Portfolio, Student Access & Success (SAS) Portfolio, and the Web & Digital Management Portfolio.
Project Governance and Approval
The division follows a structured workflow for all technical initiatives. Project proposals are submitted to the appropriate portfolio and undergo a ranking process by portfolio members. Once ranked, the IT Director's Council (ITDC) evaluates the projects based on available resources and timelines for final approval. Upon approval, project charters are prepared and agreed upon by the designated project team.
Project Documentation and Software
The division utilizes Asana as its primary project management software. To maintain documentation throughout the project lifecycle, the division provides standardized forms, including project proposals, charters, and lessons learned forms. These documents are stored in a secure location and are updated continuously to ensure clear communication and measurable outcomes.
Division Leadership
The IT Division's leadership includes Jared Van Orden, serving as the IT Finance and Office Manager, and Ty Naylor, serving as the IT Learning and Engagement Manager. Sherri Cox serves as the IT Office Coordinator.
