IT Governance Process Overview General 04302026.pdf

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JB PRITZKER

Governor

MARIO TRETO, JR.

Secretary

State of Illinois

Department of Innovations and Technology

Information Technology Governance Process Overview DISCLAIMER: This document is for informational purposes only. This document supplants neither statutory nor administrative requirements governing information technology purchasing established by laws, rules, regulations, Executive Orders, or other established State or Agency policies or procedures.

Contents Information Technology Governance Process Overview

1. Concept Initiation (Idea Stage)

2. Demand Intake & Classification

3. Pre-Governance Preparation

4. Governance Domain Review

5. Governance Decision

6. Project Initiation (Post-Governance)

7. Ongoing Governance Alignment

1. Concept Initiation (Idea Stage) Technology initiatives begin as an Idea, where the business identifies a need, challenge, or opportunity. High-level objectives, potential benefits, and preliminary scope are documented. If the concept requires technology resources or affects the state’s IT ecosystem, it moves forward into the Demand phase.

2. Demand Intake & Classification The Idea is formally submitted as a Demand under the State Project Management (SPM) Lifecycle. Activities include:

• Documenting high-level business requirements https://idfpr.illinois.gov/

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• Identifying stakeholders

• Estimating technology needs

• Determining whether this is an enhancement, new system, integration, modernization, or other IT initiative

Projects that require technology investment proceed to Governance Review.

3. Pre-Governance Preparation Before Governance Review, the project team completes required SPM lifecycle documentation, which may include:

• Preliminary business case

• Solution concept or architecture summary

• High-level requirements

• Data and integration needs

• Accessibility considerations

• Security posture (including required Okta integration)

• Alignment with State of Illinois enterprise architecture

• Initial timelines and estimated resources

This documentation is submitted to the Enterprise IT Governance group for evaluation.

4. Governance Domain Review Projects are evaluated across multiple Governance Domains to ensure alignment with the State of Illinois’ enterprise architecture, standards, security posture, and shared service goals.

Governance Domains

• Accessibility

• Applications

• Data

• Infrastructure

• Integrations

• Network

• Security

Each domain reviews the project to confirm:

• Compliance with statewide IT standards

• Use of enterprise platforms where applicable

• Avoidance of duplication of existing capabilities

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• Proper handling of data, integrations, and infrastructure

• Security controls, identity management, and mandatory Okta integration

• Accessibility compliance with state and federal standards

The project must meet requirements across all governance domains before it can advance.

5. Governance Decision After review, the Governance Team issues a determination:

• Approved

• Approved with conditions

• Deferred (pending revisions)

• Not approved (requires re-scoping)

Approval is required before the Demand can move into full Project Initiation.

6. Project Initiation (Post-Governance) Once approved, the initiative enters the next phase of the SPM Lifecycle:

• Formal project chartering

• Detailed planning

• Resource assignment

• Procurement (if needed)

• Final architecture and implementation planning

7. Ongoing Governance Alignment Projects may return to Governance for additional review if:

• Scope changes

• New integrations or technologies are introduced

• Additional security considerations emerge

• Infrastructure or data flows change materially

This ensures continuous alignment with statewide IT standards.