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Terms of Reference

Mandate

The Committee will advise the Chief Information Officer who, in turn, will be accountable to the University Planning Committee, Finance Committee and Board of Governors for:

  • Implementing the University Technology Strategy and reporting progress against the plan
  • Reviewing submissions for new technology initiatives to be funded from the University Technology Fund and making recommendations on technology priorities and budget based on consideration of project justifications
  • Monitoring progress of funded projects
  • Assessing and mitigating technology risk and reporting on progress to Audit Committee
  • Recommending University policies to ensure the effective use of technology to support University objectives, and
  • Other matters which may from time to time be considered appropriate

Generally, all proposed technology initiatives to be funded from the University Technology Fund with an investment of over $100,000 in staff resources or expenses for hardware, software, and consulting will require submissions to and consideration by the University Technology Committee.

The Committee will use a University-wide perspective to assess submissions and recommend priorities and funding consistent with the framework provided by the University Technology Strategy and Refining Directions.  The Committee will also support the CIO's mandate to develop collaborative partnerships within the University, and with hospitals, public sector organizations such as the Cities of Hamilton and Burlington, community colleges, research institutes and other organizations and will cooperate on mutually beneficial projects.

Objectives

  • To invite submissions for funding of technology initiatives consistent with the University Technology Strategy and Refining Directions.
  • To adopt a project justification template and criteria for evaluation for new technology initiatives to be funded from the University Technology Fund and to revise the template from time to time as appropriate.
  • To promote the project justification approach and criteria as the preferred method of selecting technology projects across the University.
  • To evaluate proposals for new technology initiatives to be funded from the University Technology Fund based on agreed criteria.
  • To recommend priorities among new technology initiatives to be funded from the University Technology Fund to the University Planning Committee.
  • To be a point of accountability for project steering committees.
  • To define the mandate and set the parameters for project steering committees to vary the budget, scope and schedule of approved projects.
  • To review the progress of approved technology initiatives to ensure that the project justification and risk profile remain valid and that the project is likely to achieve the intended benefits.
  • To approve changes to the project scope, schedule and budget beyond the limits set for steering committees, subject to the availability of funds within the Technology Fund or other funding sources and in consideration of other pending initiatives.
  • To receive post implementation project evaluations describing how the benefits set out in the project justifications were achieved and to provide feedback to project sponsors as appropriate.
  • To encourage enterprise initiatives and collaboration.

Accountability

The University Technology Committee provides advice to the Chief information Officer who, in turn, is accountable to the University Planning Committee, the Finance Committee and the Board of Governors.

Criteria for Project Evaluation
The Committee will use a University-wide perspective to assess submissions and recommend priorities and funding consistent with the framework provided by the University Technology Strategy and Refining Directions.  Evaluation criteria will include but not be limited to: alignment with Refining Directions and the University Technology Strategy, client impact particularly on the student experience, costs, tangible and intangible benefits, risks, competitive advantage, creativity, discovery, research, decision support, efficiency and productivity, business process change, sponsorship and leadership, client acceptance, scope and complexity, delivery and project management fundamentals, technology, security and regulatory compliance.  The Committee will also support the CIO's mandate to develop collaborative partnerships within the University, and with hospitals, public sector organizations such as the Cities of Hamilton and Burlington, community colleges, research institutes and other organizations and will cooperate on mutually beneficial projects.

Membership

  • Chief Information Officer (Chair)
  • Paul Bates, Dean, Faculty of Business
  • Hugh Couchman, Scientific Director, SHARCNet
  • Susan Denburg, AVP, Academic & Associate Dean, Education, Health Sciences
  • Fred A Hall, AVP Academic
  • Andy Hrymak, Chair, Chemical Engineering
  • Del Harnish, Academic Director, CLL
  • Stefan Sinclair, Associate Professor, Communication Studies and Multimedia
  • Lilian Scime, AVP Administration
  • Susan Watt, Associate Dean, Faculty of Social Sciences
  • Phil Wood, AVP Student Affairs
  • Jeffrey Trzeciak, Chief Librarian

The Committee will be supported by The Project Management Office.

Meeting Frequency
Meetings will be held once per term to review the progress of projects. A series of meetings will be required in the first year to agree on process and to consider project justifications leading up to the budget submission.

Meeting Management
The Project Management Office will circulate an agenda and supporting documents (draft templates, criteria, business cases, project status reports) in advance of the meetings. The Chair will manage the meeting. Recommendations will be fact-based and will be achieved through consensus. Minutes of the meeting will be prepared by the Director, Project Management Office, for approval by the Committee.

Term
The Committee will be appointed for two years and will make recommendations on its composition, terms of reference, and term prior to the expiry of its first term.  Some continuity will be encouraged.

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