June 2007

Changes in IT Governance at QUT

All large organisations are keen to ensure that their IT decision making and the investments that they make in IT are as sound as possible. 

At the beginning of 2007 preliminary consideration was given to the possibility of changes being made in the way that IT governance occurs at QUT.  There were two main reasons for this. The first was the result of some findings during the process of conducting the BSI-IT review. The second was the indication early this academic year that there might be some changes in QUT committee structures which would have a bearing on the role of the then IT Advisory Committee.

In late March, a workshop of invited participants considered the main elements that might be involved in reviewing the IT Advisory processes within QUT.

Then on 23rd May, Planning and Resources Committee accepted a recommendation to discontinue the Physical and Virtual Committee.

As a result of some further thinking and refinement based on inputs from the March workshop, the Vice-Chancellor gave approval to an enlarged IT Governance Committee the terms of reference and membership of which appear below.

The main elements in this revision are:

Greater involvement of faculty and staff from Divisions other than Technology, Information and Learning Support.

A more structured approach to input mechanisms to the main Advisory (Governance) Committee.

Worth noting in the terms of reference is the role of five new Advisory Groups each of which is chaired by a member of the IT Governance Committee.  On the 30th of May, a first meeting of this IT Governance Committee ratified the Advisory Groups and their chairs.  They are:

• The Infrastructure Advisory Group (chaired by Ian McDonald);
• The Systems and Projects Advisory Group (chaired by Terry Leighton);
• The Service Delivery Advisory Group (chaired by Kerry Bianchi);
• The Innovation Advisory Group (chaired by Graham Keys); and
• The Information Management Advisory Group (chaired by Judy Stokker).

One of the criticisms of the process of IT governance has been the visibility of the processes and the arrangements.  This IT Strategic Update is intended to bring senior staff in the QUT community up to date with the present state of play.  The communication on a more regular basis of the matters under consideration in this area will be developed through the balance of 2007.

Any comments are welcome, and should be directed to the Division of Technology, Information and Learning Support in the first instance (Tom Cochrane, t.cochrane@qut.edu.au, Robyn Daniel, r.daniel@qut.edu.au, or Patrice Meixsell-Draper, p.meixsell-draper@qut.edu.au ).

IT Governance Committee: Terms of Reference

The Information Technology Governance Committee (ITGC) is a Vice-Chancellor's committee established in accordance with Council Procedure 1 – Committees.  The Committee is accountable to the Vice-Chancellor for fulfilling the following terms of reference.

Information Technology Governance Committee:

• Recommends to the Vice-Chancellor an Information Technology resources programme, consistent with the University’s Schedule of Authorities and Delegations (MOPP Appendix 3);
• Monitors and reviews implementation of the Information Technology project portfolio, funding allocation and performance reporting;
• Monitors and reviews support and maintenance activities associated with the AMP (IT) resource allocation;
• Advises the Vice-Chancellor on strategic issues relating to Information Technology;
• Advises the Vice-Chancellor on policy relating to information infrastructure;
• Considers and recommends action on advice from five Advisory Groups being Infrastructure, Systems and Projects, Service Delivery, Innovation, and Information Management;

Membership

• Deputy Vice-Chancellor (Technology, Information and Learning Support) exofficio as Chair.
• Director Information Technology Services exofficio.
• One Executive Dean nominated by Vice-Chancellor’s Advisory Committee.
• One Researcher drawn from the university professoriate nominated by Vice-Chancellor’s Advisory Committee.
• One Assistant Dean, (Teaching and Learning) nominated by Vice-Chancellor’s Advisory Committee.
• Two Faculty/Institute Managers nominated by Vice-Chancellor’s Advisory Committee.
• Director, Financial Services
• Administrative Systems Coordinator
• Director, Library Services
• Director, Integrated Help Services
• Director, Infrastructure Services, FIT
• One external member from an appropriate professional occupational background nominated by the Deputy Vice-Chancellor (Technology, Information and Learning Support).

Coopted as required: Each of the line managers with portfolio responsibility for Infrastructure, Systems and Projects, and Service Delivery.

A nominee of the Registrar is Secretary, usually a nominee of the Deputy Vice-Chancellor (Technology, Information and Learning Support).

Tenure and frequency of meeting

Terms of office are as detailed in section three of Council Procedure 1- Committees.

Information Technology Governance Committee meets as required.

Reporting

Information Technology Governance Committee reports to the Vice-Chancellor.  Vice-Chancellor’s Advisory Committee receives a report at least annually.

IT Governance Committee: Structure