IT Steering Committee - Administration (ITSC-A)

Purpose

The purpose of the Information Technology Steering Committee for Administration (ITSCA) is to provide leadership, develop strategies, policies, and planning to align administrative IT investments with University strategies, deliver value, manage performance and risk through an oversight of the administrative Change Advisory Boards (CAB’s). This includes promoting the innovative use of information systems for achieving efficient and effective administration. All plans, projects, and priorities applicable to administrative systems are within the mandate of the ITSCA.

Reporting

ITSCA reports to Information Technology Enterprise Committee (ITEC).

Objectives

  • The value of investments in administrative systems are maximized by aligning them with the University's strategic directions and priorities;
  • The value of investments is maximized through University wide integration across functional boundaries of administrative information systems and their associated business processes.
  • Effective operational management of administrative systems by reviewing and approving operational initiatives, associated resources and budgetary needs in a timely fashion.
  • Effective operational management through timely resolution across departmental and unit boundaries of issues affecting administrative systems and their associated business processes.
  • Effective institutional decision-making by facilitating an open and collaborative approach for discussing and addressing key issues facing administrative systems and their associated business processes.
  • Effective understanding of ongoing initiatives by providing effective communication among user communities affected by changes or enhancements to administrative systems and
  • Ensure effective management of institutional risks.

Scope

ITSCA will consider all matters relating to the University's enterprise class administrative applications and solutions including new projects, upgrades, enhancements, and operational issues.

The administrative systems governed by this committee include all Information Technology assets recognized as enterprise in scope including (but not limited to) Electronic Document and Records Management System (EDRMS), Bear Tracks, Campus Solutions, Financials, Human Resources, Research Administration applications and other applications.  All plans, projects, and priorities applicable to these systems are within the mandate of this committee.  For the affected solutions and their related business practices his committee will:

  • Establish strategy, provide direction, and set priorities for requested initiatives.
  • Assess degree of fit for new administrative systems projects within the strategic plan, assess benefits realization, budget allocation, and discuss impacts of new or ongoing systems changes to processes, policies and standards.
  • Approve development and upgrade initiatives and commit resources as required, within the approved budgets and according to the terms of the applications, management, and development services agreements.
  • Regularly review and report on the performance of the administrative application implementations and operations and set priorities as required.
  • Recommend the allocation of additional budget and resources when budgets are not available. Provide inputs and guidance to projects and ongoing administrative systems operations, support efforts and enhancements.
  • Approve terms of reference for change advisory boards that report to this committee.
  • Undertake other tasks as directed by the Vice-Provost (Information Technology) and Vice-President (Finance and Administration) related to administrative information systems.
  • Recommend changes to policies and procedures.

Membership

Position Role
Vice-President, F&A (Chair) Voting member
Senior representative, Finance & Supply Management Services Voting member
Senior representative, Office of the Registrar Voting member
Senior representative, Research Services Voting member
Senior representative, Human Resource Services Voting member
Senior representative, Audit & Analysis Voting member
Senior representative, Risk Management Services Voting member
Vice-Provost & Associate Vice-President, Information Technology Voting member
Internal or external persons may be invited to attend meetings to provide advice and assistance, when necessary. 

Quorum

A quorum for the committee meeting is defined as 50% of the voting membership, plus one. 

Meetings/Logistics

This committee will meet as required but not less than once per quarter.  Committee members cannot delegate their role to a subordinate.  

Agenda and Meetings

Agendas and associated documentation will be prepared and distributed by the office of the Chair five working days prior to the meeting. The draft minutes and action items of each meeting will be prepared and circulated by the office of the Chair to all committee members no later than two business days of the meeting. 

Approvals and Ammending the Terms of Reference

The Terms of Reference may be revised by the voting members and must be approved by the ITSCA.