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Enterprise IT Governance Process

Guidelines for Governance Applicability

The Governance process was designed to manage the application of technology to business needs. It is not designed to manage the ongoing investment in the Shared Services infrastructure (e.g. virtual server deployment for multiple-agency use). The Governance staff ensures that business initiatives are in alignment with the standards, guidelines and overall IT direction of the enterprise, and manages the application of technology to business needs.

Governance applies to business-sponsored projects under the following guidelines:

  • New business functionality is being added or modified
  • A move to a new or updated technology platform is being made
  • An old system is being replaced (lifecycle)
  • A system is being in-sourced or outsourced either partially or completely
  • The work has enterprise implications (Multi-Agency)

Gate Process Flows

The Governance process comprises five Gates. Each Gate builds upon the previous gate to ensure that all aspects of the decision making process are completed. This approach is used to ensure that every aspect of the project is examined and appropriate entities are made aware of the upcoming needs.

ITG Gate 1 Process

Entrance Criteria: Gate 1 Checklist Submitted

  • Agency submits Gate 1 Checklist
  • Governance staff reviews Gate 1 Checklist for relative alignment
  • Agency updates and resubmits the Gate 1 Checklist as necessary
  • Governance staff approves Gate 1 for aligned Checklist, determines Governance is no longer required, or provides the submitting agency with an explanation for denial

Exit Criteria: Approved Checklist. Upon Gate 1 approval, the agency may begin high level requirements gathering, but the agency may not solicit vendor proposals or begin the technical design.

ITG Gate 2 Process

Entrance Criteria: High level Business and Technical Requirements Submitted

  • Agency submits high level Business Requirements and Technical Requirements.
  • Governance staff reviews documents for relative alignment
  • Agency updates and resubmits the documents as necessary
  • Governance staff approves Gate 2 for aligned documents, determines Governance is no longer required, or provides the submitting agency with an explanation for denial

Exit Criteria: Approved Business Requirements and Technical Requirements. Upon Gate 2 approval, the agency may begin detailed requirements gathering, including procurement of resources to help with requirements, or submit a PBC.

ITG Gate 3 Process

Entrance Criteria: Detailed Requirements, RFP, or Statement of Work (SOW) Submitted.

  • Agency submits detailed Requirements, RFP, or Statement of Work (SOW). 
  • Governance staff reviews documents for relative alignment
  • Agency updates and resubmits the documents as necessary
  • Governance staff approves Gate 3 for aligned documents or provides the submitting agency with an explanation for denial

Exit Criteria: Approved detailed Requirements, RFP, or Statement of Work (SOW). Upon Gate 3 approval, the agency may begin the technical design and solicit vendor proposals, or submit an ESR to engage Enterprise Infrastructure team.

ITG Gate 4 Process

Entrance Criteria: Design Blueprint and Technical Architecture documents Submitted.

  • Agency submits a Design Blueprint and Technical Architecture that expresses the services and products supplied to the business organization that will meet the business needs with relative alignment with the State of Illinois’ architecture, strategy, and shared service objectives
  • Governance staff reviews documents for relative alignment
  • Agency updates and resubmits the documents as necessary
  • Governance staff approves Gate 4 for aligned documents or provides the submitting agency with an explanation for denial

Exit Criteria: Approved Design Blueprint and Technical Architecture. Upon Gate 4 approval, the agency may acquire the solution and begin related development and testing  

ITG Gate 5 Process

Entrance Criteria: Pre-Implementation Technical Checklist Submitted.

  • Agency submits a Pre-Implementation Technical Checklist
  • Governance staff reviews Checklist for relative alignment
  • Agency updates and resubmits the Checklist as necessary
  • Governance staff approves Gate 5 for aligned Pre-Implementation Technical checklist or else provide the submitting agency with an explanation for denial

Exit Criteria: Approved Pre-Implementation Technical Checklist. Upon Gate 5 approval, the agency may proceed with steps necessary to deploy the solution into production.

Please submit your completed governance forms directly into the Governance system on the EPM Portal. If you have questions, please contact the Governance Team at EnterpriseGovernance.ITGOV@illinois.gov

Protection of Social Security Number

Illinois is dedicated to protecting the personal information in our possession.  Identifying social security numbers and defining controls that protect that data are required by the Illinois Identity Protection Act and State policy.  Any new application or database that contains social security numbers will need to have the Social Security Number Justification form filled out to document the reasons and protections in place to protect that personal information.