IT Governance and Collaboration Framework
Memorial’s IT Governance and Collaboration Framework is designed to ensure that significant IT decisions (i.e. those that have a major impact on Memorial from a directional, policy, security, financial, operational, or strategic perspective) are made collaboratively with input from key stakeholders. The framework takes into consideration the complexities of the distributed IT environment and the uniqueness of the multi-campus institution. It will not create impediments to the ongoing operations of individual IT units.
- How long is the consultation period?
- Will all IT investment decisions have to go through this framework?
- Will IT budgets be allocated to the IT Governance Council and/or sub-committees?
- Will this delay decisions and important work?
- Who can submit IT-related ideas or proposals?
- How do I submit an IT-related idea or proposal?
- How will decisions or requirements that don't clearly fit into one of these categories get addressed?
- How will all points of view be represented in decision-making if all constituencies are not represented on all committees?
- What's the role of the committee chairs within the council?
- How will the university community know whether the Governance and Collaboration Framework is working?
- Is it possible to change the membership of the Committees, or has that been decided?
All comments, suggestions and feedback should be received by June 30th.
No. Only decisions that meet one or more of the following criteria must be submitted for review through the framework:
- Requires more than 20 person days of effort from Office of the CIO resources (e.g., IT security, privacy assessment, Cloud assessment, application to be managed by IT Services, solution to be hosted in IT Services data centre, etc.)
- Requires integration with core university network and/or infrastructure
- Requires the integrative sharing of data between multiple campuses, units, communities and/or systems
No. There will be no changes to the existing budget allocation processes. IT investments will continue to be funded in the same way they are today.
IT decision-making requires “up front” planning and analysis to ensure the university is making informed decisions, identifying and mitigating risk, and enabling the business of the university. Having a framework within which decisions are made in a consistent manner will likely speed up IT decision-making, which currently tends to get stalled in multiple conversations and meetings among disparate groups.
There will be a “fast track” for urgent decision-making and to ensure that unit or campus-specific IT work and investments are not unduly delayed.
Any group or unit will be able to submit ideas and proposals which will be discussed within the appropriate governance committee(s) to determine whether they will be taken forward for action or investment.
There will be a single point of intake to submit ideas and proposals. Any proposal submitted will be discussed with the proponent to ensure required information is provided and then, if required (i.e., if the proposal relates to a Category 2 investment or initiative), submitted to the appropriate committee(s) for consideration. If the proposal is determined to be Category 1 (i.e. a proposal that does not require a review through the ITGC Framework), the proponent can proceed as per the existing unit-level decision-making process.
7. How will decisions or requirements that don't clearly fit into one of these categories get addressed?
Items may need to be discussed in more than one governance committee. Furthermore, additional individuals, units and/or groups outside of the formal ITGC Framework structure will be asked to provide input as appropriate to ensure good decision-making.
8. How will all points of view be represented in decision-making if all constituencies are not represented on all committees?
It is expected that committees will need to consult with other individuals, units and/or groups to make the best decisions possible. Other groups such as the CIO Advisory Council, CIOS, Deans Council, Senate Committee on Teaching and Learning, Senate Committee on Research, etc. will also have the opportunity for input as well as be provided with regular updates.
The chairs of the governance and collaboration committees will provide updates to the council, represent committee discussions during council discussions, and ensure decisions are being made in accordance with the principles of the framework - taking all necessary requirements into consideration.
10. How will the university community know whether the Governance and Collaboration Framework is working?
A website will be developed and maintained where all submissions and decisions will be regularly posted for the community to see. This will make IT decision-making and investments much more transparent than they are currently.
Through the consultation process it is anticipated that any representation that has been missed will be identified and that some committees will be restructured accordingly.