Several sub-committees report to the Information Technology Governance Committee. These committees meet throughout the year.

Terms and quorum

  • Members must be in attendance to vote on matters.
  • Attendance at each sub-committee is defined as in-person, by phone, by video call.

Submissions

Submissions for any of the sub-committees can be made to it-governance@its.uq.edu.au.

IT Project Approval Board

The IT Project Approval Board (PAB) is responsible for the portfolio of IT programs and projects including all IT initiatives within the University community. The primary function of the PAB is to review, approve, prioritise and reject new project proposals. An important aspect of the advisory board is its authority to redirect the project if the team is not addressing technical, programmatic, or business issues.

Mandate

  • Approve, prioritise, reject, and escalate ITS project requests.
  • Ensure all ITS projects are appropriately governed and managed.
  • Provide a portfolio view of IT projects.
  • Re-evaluate current projects if not meeting its original intent (i.e. scope, timeline and cost).
  • Consolidate lessons learned from projects (including analysis of post implementation reviews).
  • Input into the enhancement of the Project Management Framework (PMF) (staff login required), approved by the ITGC.

Scope

  • IT projects within the University community
  • IT function at UQ (framework).

Membership

  • Chief Information Officer (Chair)
  • Associate Director, IT Governance
  • Deputy Director, Infrastructure Operations
  • Deputy Director, Applications Delivery and Support
  • Associate Director, Customer Support Services
  • Portfolio Manager (Secretary).

Terms and processes

  • Reports to ITGC
  • Meets weekly
  • Attendance is defined as in-person, by phone, by video call
  • Members must be in attendance to vote.

Quorum

  • 60% of filled voting positions, in attendance.

Change Advisory Board

The Change Advisory Board (CAB) is an advisory body that reviews proposed changes, assesses risks and ensures adequate communications are undertaken for the proposed change, before advising on CIO’s behalf to proceed or amend a significant change request.

Mandate

The CAB is responsible for providing guidance and advising on all IT changes as required.

  • Review significant change requests.
  • Review emergency changes and provide feedback to the service support teams.
  • Review changes post-implementation, if the change did not complete as approved by the CAB.
  • Review significant changes post-implementation.
  • Compile quarterly reports tracking change outcomes including success/failure rates and emergency changes.
  • Provide guidance to requestors on pre-approved changes.

Responsibilities

  • Review risk and impact assessment of a change to the business.
  • Confirm resource requirements for the change.
  • Ensure that the change implementation plan is adequate.
  • Confirm that a thorough change communication is undertaken with the right stakeholders at the right level.
  • Review the impact on other services and/or infrastructure due to the change.
  • Ensure a business approval has been received.
  • Ensure proposed scheduled times are appropriate.
  • Make recommendations to reduce risks and/or improve likelihood of success.
  • Ask probing questions to understand the scope and impact of a change.

Scope

  • All significant changes to IT services at UQ.

Membership

  • Senior Manager, Infrastructure and Identity (Chair)
  • Manager, Infrastructure Services
  • Manager, Networks and Data Centres
  • Manager, Applications Administration
  • Senior Manager, Enterprise Applications
  • Technical Specialist, Database Management
  • Relationship Manager
  • Manager, Service Desk
  • Associate Director, Library Technology Services
  • Security Architect
  • Senior IT Manager, IMB
  • Manager, Research Infrastructure.

Note: Subject Matter Experts (SME) may be called upon to provide advice on particular change requests.

Terms and processes

  • Reports to ITGC
  • Meets weekly
  • Attendance is defined as in-person, by phone, by video call
  • Members must be in attendance to vote
  • A Virtual Change Management Group (VCMG) operates ‘online’ to review standard changes.

Quorum

  • 75% of filled voting positions in attendance.

Enterprise Support Systems Portfolio Planning Group

The Enterprise Support Systems (EntSS) Portfolio Planning Group is a group to prioritise the work in the portfolio and plan what work should be completed, and in what order, for the next period.

Mandate

In EntSS Portfolio Planning, the team representatives and product owners agree on a prioritised and allocated set of product backlog items that can be delivered based on the capacity of the squads. This agreement will feed into the sprint planning meetings of each squad.

Scope

  • ITS enterprise system priorities.

Membership

  • Senior Manager, Enterprise Applications – Chair (or delegate)
  • Enterprise Support Systems Manager
  • Enterprise Support Systems Manager representative(s)
  • Finance technical authority
  • Student technical authority
  • Manager, Enterprise Production Support (or delegate)
  • Product owners (x4 or as necessary)
  • Other key stakeholders who may generate demand for the teams and can constructively add to the prioritisation discussion, e.g. representatives from the major business units or even the COO or DVCA.

Terms and processes

  • Reports to ITGC
  • Meets every 12 weeks
  • Attendance is defined as in-person, by phone, by video call
  • Members must be in attendance to vote.

Quorum

  • 75% of filled voting positions, in attendance.

Information Security Group

The Information Security Group (ISG) is a forum to discuss security issues and concerns at the University of Queensland from the viewpoint of IT practitioners. It will assist the Security Architect and CIO to deliver the IT Security Strategy while maintaining alignment with general IT operations and priorities.

Mandate

  • Raise operational security matters and concerns for discussion.
  • Review elements of the UQ information security management framework as they are created and updated.
  • Build members' information security knowledge, and disseminate this to the wider UQ community.
  • Promote best-practice information security practices within their circles of influence.
  • Provide subject matter expertise as required on information security issues.
  • Act as a clearing house for issues arising from operational information security difference of opinions, ownership and provide general clarifications as required.

Scope

  • IT Function at UQ.

Membership

  • ITS IT Governance
  • UQ Security Operations Centre/AusCERT.
  • ITS Networks and Data Centres
  • ITS Customer Support Services
  • ITS Applications Development and Support
  • ITS Application Administration
  • ITS Enterprise Applications
  • ITS Infrastructure Services
  • ITS Identity Management
  • EAIT IT
  • ITS Relationship Management
  • IMB IT
  • Library IT.

Terms and processes

  • Reports to ITGC
  • Meets monthly
  • Attendance is defined as in-person, by phone, by video call
  • Members must be in attendance to vote.

Quorum 

  • 75% of filled voting positions, in attendance

    Information Technology Asset Management

    The IT Asset Management committee (ITAM) is responsible for ensuring the University effectively manages IT assets (hardware and software).

    The ITAM committee will oversee the continual improvement of the management practices surrounding Software Asset Management (SAM) and Hardware Asset Management (HAM) at UQ. The ITAM committee will approve recommendations to be submitted to Information Technology Governance Committee (ITGC) for endorsement. Any matters that require urgent resolution or approval may be referred to the CIO.

    Mandate

    The ITAM committee objectives are to:

    • Ensure that UQ’s software usage complies with vendor terms and conditions.
    • Ensure that UQ’s software assets are efficiently managed and utilised throughout their lifecycle.
    • Ensure that UQ’s IT desktop hardware assets are effectively managed and utilised throughout their lifecycle.
    • Approve changes to UQ’s standard software and hardware catalogues.
    • Develop and maintain standardised and effective SAM and HAM procedures, processes and tools, and provide appropriate assurance of effective implementation.
    • Ensure appropriate stakeholder engagement.
    • Identify and implement strategic initiatives relating to software compliance and IT asset management.
    • Monitor and report on ITAM activity and performance.

    The ITAM committee will recommend procedures and initiatives that support these objectives to ITGC for endorsement. The ITAM committee will focus on overall ITAM governance and will constitute and oversee:

    • a SAM stakeholder reference group that investigates, discusses and reviews issues and activities relating to software lifecycle and asset management within UQ, and
    • a HAM stakeholder reference group that investigates, discusses and reviews issues and activities relating to hardware lifecycle management within UQ and external vendor management.

    These stakeholder reference groups will provide a forum in which open stakeholder consultation can take place and procedural changes and improvement initiatives can be developed and progressed for endorsement by the ITAM committee.

    Additional reference groups for enterprise systems and applications are recommended.

    Scope

    • The ITAM scope covers all IT assets. The current priority focus is the desktop environment, which includes hardware and software reference groups.

    Membership

    ITAM membership

    • Sub-category Manager for Software Licensing (Chair)
    • Manager, ITS Service Automation (Deputy Chair)
    • Category Manager (ICT)
    • Library representative
    • CAI representative
    • Institutes representative
    • ITS Relationship Manager
    • ITS Manager, Service Delivery
    • Two School Managers from ITS-supported faculties
    • Secretary (ITS staff member) – Non-voting position.

    Stakeholder reference groups

    A representative from each of the following business units/teams is expected to attend each stakeholder reference group. Different representatives may attend each reference group depending on their subject matter knowledge. Other interested stakeholders are welcome to attend stakeholder reference groups upon notice to the Chair.

    • Sub-category Manager for Software Licensing (SAM Chair)
    • Manager, ITS Service Automation (HAM Chair)
    • ITS enterprise licensing representative (SAM)
    • Library IT representative
    • CAI IT representative
    • IMB IT representative
    • AIBN IT representative
    • QBI IT representative
    • ITS Relationship Manager
    • ITS Service Delivery representatives
    • ITS customer representatives.

    Terms and processes

    ITAM committee

    • Chaired by Sub-category Manager for Software Licensing
    • Reports to ITGC
    • Meets every two months
    • Attendance is defined as in-person, by phone or using internet technology and cannot be delegated
    • Members must be in attendance to vote
    • Proposals for approval must be documented and submitted to the Chair in the week prior to the scheduled meeting
    • Reports and recommendations are forwarded to the ITGC for endorsement as appropriate
    • Secretarial support is provided by ITS.

    SAM Stakeholder Reference Group

    • Chaired by Sub-category Manager for Software Licensing
    • Reports to ITAM prior to each ITAM meeting
    • Meets monthly
    • Attendance is defined as in-person, by phone or using internet technology
    • Delegation to attend requires notification to the chair
    • Open forum for discussion of SAM-related issues
    • Working group to progress SAM issue resolution and initiatives referred by the ITAM Committee
    • Agenda items to be submitted to the Chair in the week prior to the monthly meeting.

    HAM Stakeholder Reference Group

    • Chaired by Manager, ITS Service Automation
    • Reports to ITAM prior to each ITAM meeting
    • Meets monthly
    • Attendance is defined as in-person, by phone or using internet technology
    • Delegation to attend requires notification to the chair
    • Open forum for discussion of HAM-related issues
    • Working group to progress HAM issue resolution and initiatives referred by the ITAM Committee
    • Agenda items to be submitted to the Chair in the week prior to the monthly meeting.

    Quorum

    An ITAM committee meeting has quorum when eight of the eligible voting members are present. Stakeholder reference groups do not require a quorum.

    Information Technology Service Management Committee

    The Information Technology Service Management Committee will monitor IT service delivery at The University of Queensland and provide regular reporting to the IT Governance Committee (ITGC).

    Mandate

    In particular, its objectives are to ensure that:

    • The UQ community is aware of IT services and their value contribution through success indicators.
    • Delivery of IT services and resulting service levels are applied consistently across UQ and meet quality and efficiency levels.
    • Continual identification, monitoring and review of the levels of IT services specified in the Service Level Agreements (SLAs) and IT Reporting Framework.
    • Assess IT service continuity plans with both proactive and reactive measures to recover and continue operations after incidents occur.
    • Changes to the IT environment are planned and executed using documented change management processes.
    • Recommendations are made to the IT Governance Committee that support improved IT service efficiency and effectiveness.

    Scope

    • IT function at UQ.

    Membership

    • ITS Associate Director, Customer Support Services
    • ITS Relationship Management representative (Deputy Chair)
    • ITS Manager, Service Desk
    • ITS Reporting Analyst
    • FBS Manager, Client Support Services (FBS)
    • Library Service Delivery representative
    • Research Service Delivery representative
    • Student Centre representative.

    Terms and processes

    • Reports to the ITGC
    • Meets bi-monthly
    • Attendance is defined as in-person, by phone, by video call
    • Members must be in attendance to vote
    • Delegation is allowed by a peer representative.

    Quorum

    • 75% of filled voting positions, in attendance.