- ICT Guiding Principles
- ICT Governance Policies
- ICT Governance Groups
- Roles and Responsibilities
- Further Assistance
ACU is one of the leading Catholic universities in the world and is one of the principal intellectual assets of the Church in Australia. Organisationally ACU is geographically dispersed with teaching, learning and administration undertaken in multiple cities across Australia. Management of the business is mainly centred around various directorates and faculties. In the main, ownership of Information and Communication Technology (ICT) requirements is distributed across directorates and faculties who drive their individual strategies, action plans and changes. Cross business unit enterprise applications and the broader technical infrastructure is generally managed by the IT Directorate.
Under these arrangements ACU need an ICT Governance Policy that assists in:
- leveraging our scale in purchasing, skill acquisition/retention and systems licensing and maintenance
- prioritising our investment in ICT for the greater good of ACU balancing short, medium and longer-term needs
- ensuring the aggregate of our ICT related student and customer experience is progressive and well aligned
This ICT Governance Policy aims to ensure ACU’s ICT capability and investments are well founded, aligned with University strategic priorities, and comply with contractual obligations, policies and standards.
The ICT Governance Policy forms part of the University’s strategic planning processes and establishes priorities for strategic direction, governance and investment in ICT.
This policy applies to the management of University initiatives that involve information and communication technology (ICT) services or projects across the teaching, learning, research and administrative elements of the organisation.
ICT includes the information, applications, processors, storage, networks and access devices used across ACU, including cloud and communication services.
In managing the ICT portfolio, ACU has adopted the following guiding principles:
- ICT is a key enabler of business improvement, and is most impactful when targeted strategically, and implemented with complementary people and process change
- It is important that our customer’s experiences are aligned and progressive, so we will coordinate our ICT change agenda across directorates and faculties
- Information is a corporate asset that is willingly shared across the organisation (within appropriate privacy and security constraints)
- ICT investments are managed as a portfolio to ensure that there is a good balance between short, medium and longer-term objectives, and that the portfolio is inclusive of various project delivery models that show appropriate levels of agility, innovation and learning
- ICT should generally be managed for optimal business value, not just lowest technology cost
- Investment in ICT is approved by assessing investment opportunities in a business case format that assesses prospective benefits against risks and total cost of ownership (TCO), which includes both capital and operating costs across both ICT and business units, and includes operating costs for systems licensing, maintenance and support
- ACU protects itself with appropriate defensive ICT practices (including access, security, cyber security, backup and restore, disaster recovery)
- IT Directorate is the primary custodian of cross business enterprise applications, and the technology, communications, integration, security, risk and support arrangements across ACU
- Directorates and faculties are the primary custodian of their individual customer experiences, and associated functional requirements, local applications,, information quality, people and processes
To enact these guiding principles, ACU will:
- Establish ICT architectures and standards that guide us in managing diversity in our systems, information and services, and ensure we have an innovative and robust ICT offering
- Have agreed governance arrangements that oversee the ICT change agenda for all significant ICT investment proposals, and any ICT investments that are not in line with approved ACU architectures and standards
- Establish ICT strategic roadmaps for all major directorates and faculties that brings together the business and ICT needs into an annualised roadmap for investment
- Use a structured approach for the review and approval of new ICT projects, that considers benefits, TCO, risk and compliance (including privacy) in a standard business case format.
- Work within a common set of pragmatic and effective project practices that allow us to be confident in our project disciplines, and well-informed about the status of the project pipeline
- Sustain an ongoing technology refresh program to ensure our technology remains fit for purpose, recognising that technology capabilities can progress quickly so we need to continue to investment
The Technology Board (TB) is the primary governance group for addressing the strategic issues to ensure ACU are investing in the ‘right things’ and ensuring the ICT investment portfolio is:
- In line with our long-term strategic objectives
- Consistent with our prevailing business objectives and obligations
- Providing optimal value, at affordable costs and an acceptable level of risk
- Appropriately managing ideas from conception to approval
- Aligned to our established ICT architectures and standards
- Managed with appropriate benefits realisation disciplines across the portfolio of projects
In practice TB will:
- Apportion available funding across various directorates and faculties, feasibility and contingency
- Review and endorse annual directorate and faculty roadmaps and prioritised ICT opportunities
- Oversee both contingency management and allocation of feasibility funding to individual projects
- Review the proposed investment portfolio to optimise sequencing and dependencies
- Review and endorse business cases, supported by advice from TAG. This review would include topics such as project scope, approach, benefits, governance, risks and funding
- Oversee progress of the project portfolio, mostly on an exception basis
- Endorse material variations to project business cases as may be required from time to time
- Periodically review the operational performance of ACU’s ICT assets and any new or emerging ICT service delivery issues
The Terms Of Reference define the operating arrangements for the Technology Board.
The Technology Assurance Group (TAG) is the primary governance group for addressing the issues of alignment to roadmaps/architectures/standards to ensure ACU are doing our ICT projects in the ‘right way’ and ensuring the ICT projects and initiatives are:
- In line with our organisational and systems blueprints (roadmaps, architectures and standards)
- Consistent with industry directions and our customer service ambitions
- Meeting business requirements
- In line with parallel change initiatives In practice TAG will:
- Review proposed project approach to ensure proposed approach is in line with established architectures, blueprints and standards, and cross-project dependencies are well recognised
- At appropriate milestones, provide oversight and endorsement of each projects proposed detailed design and go-live decision making
The Terms Of Reference define the operating arrangements for Technology Assurance Group.
Vice-Chancellor, as Chief Executive Officer has approval authority over the ICT Governance Policy
Standing and Finance Committee is a standing committee of the University Senate and considers and recommends to the University Senate the overall funding envelope of capital monies to the TB each year
Chief Operating Officer is accountable for the ICT Governance Policy and associated investment plans and allocations and is authorised to approve capital expenditure within an approved Capital Plan in accordance with the Register of Delegations. The COO is the Chair of the Capital Planning Committee.
Capital Planning Committee reviews and endorses expenditure on business cases and feasibility studies on the recommendation of the Chair of the TB and oversees capital expenditure on a progressive basis.
Members of Technology Board and Technology Advisory Group are the governing authorities for the ICT Governance Policy
Director, IT is responsible for planning and strategic management of University virtual infrastructure and its associated architectures and standards
The University (through the Office of the General Counsel and the Chief Operating Officer) is the only entity legally capable of entering into agreements (such as ICT purchase contracts or leases) in line with the relevant ACU Procurement Policy.
This policy will be formally reviewed every five years.
The University may make changes to this policy from time to time
Enquiries related to this Policy can be directed to the Director, IT.
- ICT Governance Policy (Policy, PDF File, 106.7 KB)
|Policy applies to||
|Policy Status||New Policy|
|Approval Authority||Vice Chancellor And President|
|Governing Authority||Technology Board|
|Responsible Officer||Chief Operating Officer|
|Date of Last Revision||01/04/2019|
|Effective Date of Last Revision||01/04/2019|
* Unless otherwise indicated, this policy will still apply beyond the review date.
Related Policies, Procedures, Guidelines and Local Protocols
- Delegations of Authority Policy and Register Procurement Policy and Checklist
Page last updated: 2019-12-19
Short url: https://policies.acu.edu.au/2338507