IT Governance

Information Technology Enterprise Committee (ITEC)

Name

Information Technology Enterprise Committee (ITEC)

Reporting

President's Executive Committee Operational (PEC-O)

Purpose

The ITEC becomes the decision authority for core IT systems (defined below; see Scope of Technology and Services Covered by the ITEC). The goal is to reduce duplication, realize economies of scale, raise the quality of IT service, adopt best practices, and comply with audit requirements.

Responsibilities

Decision Making

The ITEC will (in no particular order):

  • propose projects and investments that align with the long-range Information Technology Plan, the Academic Plan and/or are visionary;
  • champion the information technology long-range plan (developed by the Vice Provost and Associate Vice-President (Information Services & Technology)), including approval, monitoring progress, and resolving issues;
  • be responsible for core IT services (see Scope of Technology and Services below) across all departments/faculties/units, including the consolidation and centralization (where appropriate) of the core IT services;
  • review and make recommendations on all central or non-central University IT purchases or projects with a cost equal to or higher than the amount at which an RFP is required;
    • This will maximize the value for the institution by avoiding duplication and encouraging use of central resources.
    • The evergreening of desktop machines is excluded.
  • prioritize centrally-funded projects;
  • review and endorse IT-related policies and procedures;
  • resolve conflicts for any matters that fall under the mandate of this committee;
  • ensure that business continuity plans are in place;
  • provide oversight on IT security and risk management; and
  • ensure that audit requirements (internal and external) are properly addressed.

The committee may strike advisory subcommittees to support the IT decision-making process. These subcommittees may include such special focus areas as an IT architectural review committee, IT security steering committee, IT policies committee, or an IT standards committee. Subcommittees will report to and be responsible to the ITEC Chair.

Monitoring and Advice

The committee will be expected to monitor and advise on:

  • the creation, development, and operations of services defined in the section on Scope of Technology and Services (below);
  • performance levels of key IT metrics;
  • progress of major IT projects;
  • the creation, development, and reporting of an IT Project Management Office;
  • the annual level of IT spending from the University's operating budget;
  • the alignment of the University's IT architecture with academic and business goals;
  • the acquisition and divestment of significant IT-related resources;
  • maintains an inventory of all major IT projects and investments on campus, including those that fall outside the scope of this committee; and
  • communicates the value of IT to all stakeholders.

Responsibilities

  • Quorum requires a minimum of 7 of the 14 voting members being present.
  • All meetings will have official decisions made publically available.
  • Decisions will be voted on, with a majority required to pass a motion.
  • At the discretion of the Chair, ITEC decisions can be appealed to PEC-O, whose decision will be final.

Membership

In the following, "Senior representative" refers to a senior member of a unit, at the level of Dean, Vice Dean or Associate Dean; Vice President or Associate Vice President.

Membership is 14, with four attending ex officio.

  • Vice Provost and Associate Vice President (Information Services & Technology) - Chair
  • A senior representative from large Information Technology units (7):
    • Faculty of Medicine and Dentistry
    • Facilities & Operations
    • Finance & Administration
    • University Relations (Associate Vice-President (University Digital Strategy))
    • Advancement
    • Registrar's Office
    • Chief Librarian or Libraries
  • A senior representative from the Faculties (4) (Note: Limit of one representative per faculty):
    • "Large" faculties: Arts, Science, Engineering, Education, Agriculture Life and Environmental Sciences.
    • "Small" faculties: Business, Augustana, Nursing, Rehabilitation Medicine, Physical Education and Recreation, Campus Saint Jean, Law, Public Health, Pharmacy, Extension, Native Studies, Graduate Studies and Research.
    • Faculties whose graduates typically have a professional designation or certification (for example: lawyer, pharmacist, certified accountant, professional engineer, nurse, teacher, etc.): Law, Pharmacy, Nursing, Business, Engineering, Education, Rehabilitation Medicine.
    • Faculties whose graduates typically do not have a professional designation or certification: Arts, Science, Agriculture Life and Environmental Sciences, Augustana, Physical Education, Campus Saint Jean, Public Health, Native Studies, Extension, Graduate Studies and Research.
  • Chair of the Information Technology Advisory Committee
  • External representative (CIO or equivalent)
  • Ex officio, non voting (3):
    • IST Deputy CIO
    • Centre for Teaching and Learning Academic Director
    • Internal Audit

All members of this committee must put the best interests of the University of Alberta first, ahead of their unit affiliation.

Meetings

  • Face-to-face five times a year (September, November, January, March, May) and as needed.
  • Email and/or conference calls may be needed for urgent matters.

Communications

  • Annual summary of activities to PEC-O
  • Web site

Accepts Input From

  • Information Technology Advisory Committee (ITAC)
  • IT project oversight committees
  • IT groups in Departments/Faculties/Units

Scope of Technology and Services Covered by the ITEC

  • Unified University-wide core IT systems to all units, including but not limited to:
    • CCID management and user authentication
    • Network (internal, external, wired, wireless)
    • Email and calendaring
    • Telephones and associated infrastructure
    • Data centers
    • Firewalls
    • Security
    • Teaching and learning related infrastructure, including learning management systems, lecture capture, and iClickers
    • Exceptions need to be approved by this committee
  • Centrally supported services, including but not limited to:
    • Service desk for core services and those supported by IST
    • Shared cloud services in support of virtualized computing resources
    • On-line storage and backups
    • Central application support (e.g., Office, Google Apps)
    • Centrally scheduled lecture rooms
    • Centrally scheduled computer labs
    • Exceptions need to be approved by this committee
  • IT standards for centrally supported infrastructure, including but not limited to:
    • Classroom technology
    • Computer labs
    • Desktop applications
    • Mobility
  • Outside operational scope but will be considered for institutional planning:
    • PeopleSoft
    • Web strategy (except for the infrastructure)
    • Research infrastructure (although this equipment needs to conform with university standards, such as location and security)

Link for Information Technology Enterprise Committee Members (ITEC)