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Mir Shehbaz Ali Khan |+966 56 804 2429 | mirsalikhan@outlook.

com

IT Governance IT Governance (COBIT5) - Service Delivery (ITIL) - Service Delivery Practitioner (ITILP) – ISO 20000 - CERTIFIED

Why IT Governance What s Involved in Governance?


There are three components that constitute IT Governance:
IT Governance ensures the results of the Universities projects and initiatives meet the
strategic and operational requirements of the University. More specifically IT
Structure
governance:
 Integrates campus strategic planning with IT strategic planning The structure component pertains to the IT activities, the way those activities
 Sets campus-wide priorities for IT initiatives that are aligned with support the goals of the university, and the people who manage those activities.
institutional goals and priorities. The key questions that structure addresses are:
 Provides process by which engagement with stakeholders is
consistent - What structural organizations will be created?
 Establish priorities for technology investments that are aligned with - Who will take part in these organizations?
institutional goals and priorities. - What responsibilities will they assume?
 Promotes transparency, accountability and dialogue about IT - Who makes decisions?
investments
 Has structures and processes that influence the Direction and Structure components include mission, mandate, terms of reference, roles,
outcomes of technology services, policies and solutions. conflict-resolution mechanisms, accountability, transparency, and constituent
groups.

Good Governance Process

Good governance is about managing and addressing challenges in governance by The process component defines decision-making rights as well as paths and
asking the questions: policies that are used to measure and control the way decisions are made and
executed. The key questions that process addresses are:
Are we doing Are we
the right getting the - How are investment decisions made?
things? benefits? - What are the decision-making processes for proposing, reviewing,
approving and prioritizing investments?

Process components include alignment, commitment, motivation, leadership and


meaningful participation.
Are we doing Are we
them the getting them Communication
right way? done well?
The communication component defines how the results of processes and decisions
will be monitored , measured and communicated. They key questions that
Good governance: communication addresses are:
 Understands the values of constituents
 Articulates the mission well - How will the results of these processes and decisions be monitored,
 Maintains trust through communication, accountability and transparency measured, and communicated?
 Makes decisions that are guided by the core mission - What mechanisms will be used to communicate and engage stakeholders?
 Proceeds and develops in a manner consistent with core values
 Defines roles clearly Communication components include information sharing, meetings, stakeholder
 Develops the capacity to self-evaluate engagement and reporting.
IT Governance Changes
Governance Design The Road Ahead
The approach to renewing IT governance started with a set of objectives that identified what With the new governance structure, there will be a transition period that will move us
we are trying to achieve and how we are going to achieve this is summarized as: from our current governance structure to the new governance structure. During this
transition, the following will be considered:
Make smart choices Make them stick
 Effective engagement & Analysis  Decisions and actions viewed as  Further consultation with all committees and sub-committees to inform people of
 Align within institutional vision legitimate the change and provide an opportunity for feedback.
 Futures-ready  Committee and sub-committee chairs to review the existing terms of reference
and developing new terms in accordance with a standard template. This review
Make them quickly Make it happen will include updates and development of:
 Small, focus decision body  Resources identified & allocated
 Rely on existing position authority  Clear responsibilities & - Committee Context
Accountabilities - Committee Scope
- Mandate
To ensure the success of these objectives, we need to: - Membership
- Meeting Frequency
 Ensure that all committees have clear charters including purpose, membership,
communication, frequency, etc. (focusing on the right things).  Committees will be provided with information on processes and approaches in
 Ensure that all committees have clear reporting linkages and decision paths . order to familiarize themselves with the new governance processes, alignment
 Encouragemes the safe dialogue and debate on initiatives and sequencing/ with annual budget cycles, use of project proposal and charter processes,
prioritization engagement with the community and reporting requirements.
 Refine processes to ensure initiatives are proposed, reviewed and approved.
 Ensure the process is transparent, responsive, inclusive and effective.
Evolution of Governance
 Ensure campus/stakeholder engagement occurs at the right level with the right
stakeholders.
As the context of our environment changes and the University changes , it is important
to continually update our governance structure. The Priority and Governance Review
Council (PGRC) is responsible for ensuring the effectiveness and efficiency of IT
Approach to Governance Change Governance.

The initiative to renew our IT Governance started in Jan 2012. We engaged an external
consultant who is familiar with Higher Education and has had extensive experience with IT
Governance at numerous well known University's. The process for consultation, analysis
and development was significant and included the following:

- Develop a set of objectives and approach


- Analysis of the existing governance structure
- Consultation with a subset of existing governance committees and members
- Consultation with Executive Council
- Consultation with Dean s Council
- Presentation to Senate
- Development and continuous revision of the proposed governance structure

At each stage of consultation, feedback has been incorporated.


IT Governance Committees
Board of Governors Senate

Strategic
Executive Council
Plan

Leadership Community

IT Executive Committee Integrated Planning

University
Community /
Priority and Governance
PAC Deans Council Stakeholders
Review Council
Major Institutional
IT Projects

Information &
Academic & Student Administrative Systems Research Computing
Technology
Services Committee Operations Committee Advisory Committee
Advisory Committee Committees
(ASSC) (ASOC) (RCAC)
(ITAC)

Student Campus
Finance Westgrid
Systems Systems Council

Human Identity
Teaching,
Resources Management
Learning,
Technology *There are a number of linkages,
inter-dependencies and cross-
Research
memberships between committee Project Review
Academic & Administration
and sub-committees. These are
Student Services not represented on this map to
Administrative enhance readability. Information
Systems Facilities Security &
Privacy

Additional Sub-Committees as Required


Board of Governors Senate

Strategic
Executive Council
Plan

Leadership Community

IT Executive Committee Integrated Planning

University
Community /
Priority and Governance
PAC Deans Council Stakeholders
Review Council

Governance Committees
IT Executive Committee

Priority and Governance


Review Council

Information &
Academic & Student Administrative Systems Research Computing
Technology
Services Committee Operations Committee Advisory Committee
Advisory Committee
(ASSC) (ASOC) (RCAC)
(ITAC)

Student Campus
Finance Westgrid
Systems Systems Council

Human Identity
Teaching,
Resources Management
Learning,
Technology *There are a number of linkages,
inter-dependencies and cross-
Research
memberships between committee Project Review
Academic & Administration
and sub-committees. These are
Student Services not represented on this map to
Administrative enhance readability. Information
Systems Facilities Security &
Privacy

Additional Sub-Committees as Required


IT Governance Membership
IT Executive Committee

Chair (s):
Vice-President Academic and Provost
Vice President Finance & operations

Advisor:
Chief Information Officer

Priority and Governance


Review Council

Chair:
Vice-President Academic and Provost
Vice President Finance & operations

Membership:
Committee Chairs of:
ASSC
ASOC
RCAC
ITAC
Chief Information Officer

Infrastructure &
Administrative Systems Operations
Academic & Student Services Committee Research Computing Advisory Committee Technology
Committee
(ASSC) (RCAC) Advisory Committee
(ASOC)
(ITAC)

Chair: Chair: Chair: Chair:


AVP Financial Planning & Operations AVP Academic Planning Associate Vice-President Research University Librarian (Chair)
Dean Council Representative Dean s Council Representative Deans Council Representative Dean s Council Representative

Membership: Membership: Membership: Membership:


Administrative Officer AVP Student Affairs AVP Research Operations Associate Dean or Chair
Executive Director, Financial Services Executive Director, Student Services Chief Information Officer (CIO) Faculty Member
AVP Human Resources Director, Technology Integrated Learning Representative from University Library Faculty Member
Executive Director, Facilities Management Director, Learning & Teaching Centre Representatives from University Systems Staff member
AVP Research Operations Faculty Member of Senate Researchers from across the university Staff member
Director, Campus Services Associate Dean Chief Information Officer
Advancement Services/Foundations Registrar Director, Infrastructure
Director, Institutional Planning & Analysis Director, Academic & Administrative Director, UVic Online
Director, UVic Online Services, University Systems Director, Academic & Administrative
Chief Information Officer Director, Institutional Planning & Analysis Services
Chief Privacy Officer Chief Information Officer
Manager, Office of the VPFO Executive Director, Financial Services
Admin Assistant to AVPFPO Admin Assistant to AVPAP