IT advisory and working groups

The Hardware Asset Management (HAM) working group supports the IT desktop and laptop sub-category manager (Manager, ITS Service Automation) to successfully execute their duties. 

Objectives 

The working groups objectives are: 

• Investigate, discuss and review issues and activities relating to hardware lifecycle management, external vendor management and management of the IT desktop and laptop sub-category    
• Ensure that UQ’s desktops and laptops are effectively managed and utilised throughout their lifecycle. 
• Approve changes to UQ’s standard desktop and laptop catalogues. 
• Develop and maintain standardised and effective HAM procedures, processes and tools, and provide appropriate assurance of effective implementation. 
• Ensure appropriate stakeholder engagement.   
• Monitor and report on HAM activity and performance as required. 
• Provide an open forum for discussion of HAM-related issues. 
• Support delivery of the Technology Master Plan and identifying initiatives that feed into goal governance. 

Membership

• Manager, ITS Service Automation (HAM Chair) – IT desktop and laptop sub-category manager
• Library IT representative
• CAI IT representative
• IMB IT representative
• AIBN IT representative
• QBI IT representative
• EAIT IT representative
• UQ Business School IT representative
• ITS Relationship Manager (representing ITS customers)
• ITS Service Delivery representatives.

Roles and responsibilities

The Chair is specifically responsible for the following: 

• Leading and directing activities of the Working Group. 
• Ensuring the effectiveness of the Working Group.  
• Setting the agenda for each meeting and ensuring that the agenda and supporting materials are delivered to Working Group members in advance of meetings. 
• Managing each meeting to ensure its stated objectives are achieved and the agenda items are sufficiently covered within the time allocated.  
• Ensuring proper minutes of the meetings are kept and all action items are clearly identified and followed up to completion.  

Individual Working Group members are responsible for the following: 

• Ensuring the Working Group is effective given its identified purpose. 
• Understanding the strategic importance and objectives of the project. This includes promoting and fostering positive communication outside of the project regarding project progress and outcomes.  
• Seeking information and feedback from the stakeholder groups they represent, to ensure their interests are represented in a transparent and objective manner and providing these to the secretary in a timely manner.  
• Actively contributing to meetings through attendance, discussion, review of minutes, papers and other documents. 
• Actively contributing to the development of key project artefacts such as Standard Operating Procedures 
• Supporting open discussion and debate and encouraging fellow Working Group members to voice their insights. 
• Acting as advocates (or champions) of the project within their organisational area and across UQ.

Meeting processes

• meets monthly
• attendance is defined as in-person, by phone or by video call
• if delegating attendance, members must notify the chair
• agenda items to be submitted to the Chair in the week prior to the meeting.

Contact IT Governance for more information and to enquire about attending. 

The IT Glossary Management Group is a community of key partners that support the quick, effective and inclusive standardisation of terminology across IT and associated IT Policy documents.

Objectives 

•  
• Discuss, review and identify existing or proposed terminology for inclusion or updates in the IT Glossary: Apply continuous and dynamic management to the IT Glossary with a view to rapid integration of terminology.
• Ensure that defined terminology is:
  • necessary, commonly used and well recognised by stakeholders and partners in context: avoid including jargon or highly technical terms that are not widely used or understood
  • fit for context: definitions should support IT Policy Documents and align with objectives of the Technology Master Plan.
• Provide guidance on industry standards for terminology: Where similar terms are used interchangeably provide clarity on the industry standard or preferred enterprise standard for terminology. This will help ensure consistency and clarity in communication.
• Monitor approved terms and recommend for update on an as-needed basis: Once terms are approved and included in the IT Glossary, continue to monitor appropriateness of terms so that they remain current and relevant.
• Proactively identify IT Policy Documents that would benefit from inclusion of IT Glossary terms: and advise the Secretary. To facilitate integration into IT policy documents, advise the Secretary of any identified IT policy documents that may benefit from review.

Membership

•  
• Associate Director,  IT Planning & Architecture
• Program Manager, Enterprise Technologies
• Director, Infrastructure Operations
• Security Architect, Cyber Security, Risk and Assurance
• Representative from Governance, Risk and Assurance
• Senior Manager, IT Portfolio Management Office
• IT Governance Officer (Secretary)

Terms and Processes

•  
• Meetings are held on an as-needed basis when there is business to consider.
• Attendance is defined as participation in the online discussion.
• Members cannot delegate attendance, however are welcome to seek advice from relevant subject matter experts and share information with the Group.
• Agenda items are submitted to the Secretary.
• The Secretary will provide a notification of a meeting within 1 week of receiving the agenda item.
• Once members have agreed on consistent terminology, the Secretary will send the proposed terminology to the Chief Information Officer for approval with the Senior Management Group included in the email prior to the next scheduled IT Policy, Risk and Assurance Committee (IT PRAC) meeting.
• All approved terminology will be submitted to IT PRAC by the Secretary in the subsequent meeting.

Purpose 

The Endpoint Security Working Group will define and oversee the security practices used across endpoint devices at UQ, aiming to create a secure and consistent endpoint environment. Endpoints are defined as user accessible UQ owned platforms, including but not limited to: desktop and laptop computers, including virtual machines as well as mobile phones, tablet devices, printers, scanners and audio visual devices. 

The working group will: 

• Identify opportunities for security improvement. 
• Decide on security technologies chosen for implementation across endpoint devices across UQ. 
• Support project proposals to IT PAB to implement improvements across endpoint devices relating to security at UQ. 
• Support the delivery of the Technology Master Plan by identifying initiatives that feed into goal governance. 

Roles and responsibilities 

The Chair is specifically responsible for the following: 

• Leading and directing activities of the Working Group. 
• Ensuring the effectiveness of the Working Group.  
• Setting the agenda for each meeting and ensuring that the agenda and supporting materials are delivered to Working Group members in advance of meetings. 
• Managing each meeting to ensure its stated objectives are achieved and the agenda items are sufficiently covered within the time allocated.  
• Ensuring proper minutes of the meetings are kept and all action items are clearly identified and followed up to completion.  

Individual Working Group members are responsible for the following: 

• Ensuring the Working Group is effective given its identified purpose. 
• Understanding the strategic importance and objectives of the working group. This includes promoting and fostering positive communication outside of the working group regarding progress and outcomes.  
• Seeking information and feedback from the stakeholder groups they represent, to ensure their interests are represented in a transparent and objective manner and providing these to the chair in a timely manner.  
• Actively contributing to meetings through attendance, discussion, review of minutes, papers and other documents. 
• Actively contributing to the development of key artefacts such as Standard Operating Procedures 
• Supporting open discussion and debate and encouraging fellow Working Group members to voice their insights.
• Acting as advocates (or champions) of the working group within their organisational area and across UQ. 

Membership & Voting

*The Chair may request the attendance of individuals with specialist expertise or knowledge as required. 

Voting rights are restricted to members or nominated representatives. Voting for initiatives to be approved requires a majority support. Voting is weighted as follows: 

• ITS 4 votes (Shared amongst End User Technologies, Customer Support Services, Cyber Security and Cyber Security Operations) 
• Institutes 1 vote 
• EAIT 1 vote 
• Library 1 vote 

Administrative Arrangements 

The membership is ongoing with annual renewal. 

Working Group meetings will be held for 1 hour, monthly. Additional meetings may be scheduled as required with two days’ notice, where possible. 

A meeting package that includes the agenda, minutes of previous meeting, review of open and recently closed action items, matters for discussion and submissions to be considered at the meeting will be emailed to members no later than two business days in advance of a Working Group meeting. 

Secretariat support will be the Manager of the ITS End User Computing team. The Secretary will capture discussion points and actions arising from each meeting and circulate action items with the due date for each item. 

Where a member or nominated member is unable to attend a meeting and would like to send a proxy, they must request permission from the Chair before the scheduled meeting. Any approved proxy will need to be fully briefed and authorised to endorse decisions on behalf of the working group member. 

It is anticipated there will be workshops to be scheduled as required. 

Quorum

Half of the current membership (or approved proxies) plus one.

Quorum must include the Chair or a representative from ITS End User Technology

Notes

Abbreviations:

ESWG: Endpoint Security Working Group

Purpose 

The End User Computing Working Group will define and oversee the practices used to manage the endpoint device fleet across UQ, aiming to create efficient and effective processes whilst minimising duplication of effort. Endpoint devices are defined as desktop and laptop computers as well as mobile phone and tablet devices. 

The working group will: 

• Identify opportunities to streamline processes and reduce duplication of effort 

• Decide on technology standards and processes for managing End User Computing at UQ. 

• Support project proposals through the ITS PAB process to enhance End User Computing. 

• Support the delivery of the Technology Master Plan by identifying initiatives that feed into goal governance. 

Roles and responsibilities 

The Chair is specifically responsible for the following: 

• Leading and directing activities of the Working Group. 
• Ensuring the effectiveness of the Working Group.  
• Setting the agenda for each meeting and ensuring that the agenda and supporting materials are delivered to Working Group members in advance of meetings. 
• Managing each meeting to ensure its stated objectives are achieved and the agenda items are sufficiently covered within the time allocated.  
• Ensuring proper minutes of the meetings are kept and all action items are clearly identified and followed up to completion.  

Individual Working Group members are responsible for the following: 

• Ensuring the Working Group is effective given its identified purpose. 
• Understanding the strategic importance and objectives of the working group. This includes promoting and fostering positive communication outside of the working group regarding progress and outcomes.  
• Seeking information and feedback from the stakeholder groups they represent, to ensure their interests are represented in a transparent and objective manner and providing these to the secretary in a timely manner.  
• Actively contributing to meetings through attendance, discussion, review of minutes, papers and other documents. 
• Actively contributing to the development of key artefacts such as Standard Operating Procedures 
• Supporting open discussion and debate and encouraging fellow Working Group members to voice their insights. 
• Acting as advocates (or champions) of the working group within their organisational area and across UQ. 

Membership

*The Chair may request the attendance of individuals with specialist expertise or knowledge as required. 

 Voting rights are restricted to members or nominated representatives. Voting for initiatives to be approved requires a majority support. Voting is weighted as follows: 

• EAIT 1 vote 
• ITS Customer Support Services 1 vote 
• ITS End User Technologies 1 vote 
• Institutes 1 vote 
• Library 1 vote 

Administrative Arrangements 

• The membership is ongoing with annual renewal. 

• Working Group meetings will be held for 1 hour, monthly. Additional meetings may be scheduled as required with two days’ notice, where possible. 

• A meeting package that includes the agenda, minutes of previous meeting, review of open and recently closed action items, matters for discussion and submissions to be considered at the meeting will be emailed to members no later than two business days in advance of a Working Group meeting. 

• Secretariat support will be the Manager of the ITS End User Computing team. The Secretary will capture discussion points and actions arising from each meeting and circulate action items with the due date for each item. 

• Where a member or nominated member is unable to attend a meeting, and would like to send a proxy, they must request permission from the Chair no less than two business days before the scheduled meeting. Any approved proxy will need to be fully briefed and authorised to endorse decisions on behalf of the working group member. 

• It is anticipated there will be workshops to be scheduled as required. 

Quorum

Half of the current membership (or approved proxies) plus one. 

Quorum must include the Chair or a representative from ITS End User Technology 

Notes

Abbreviations: 

EUCWG: End User Computing Working Group