Information & Technology Management

1. Mandate

1.1 The purpose of the ITM Committee is to focus on policy, new projects, enhancements, operational issues and infrastructure for a wide variety of University systems and data repositories. The systems governed by this committee include all academic, student, finance, human resources, facilities, ancillary systems and data repositories at MacEwan. All plans, projects, and priorities applicable to information systems at MacEwan are within the mandate of ITM. The ITM Committee also provides direction on the services and performance of the IT department function to ensure that the administrative and academic technology requirements of the University are supported.

2. Responsibilities

2.1 The Committee will provide institutional governance on Information Technology direction, including policies, processes, and ITM Program/Portfolio Management so that:

• Strategies are well-aligned from an academic, administrative, and technological perspective;
• Project prioritization is clear and resources (time, money, and personnel) are distributed appropriately across projects;
• Current institutional goals are met through timely decision-making on projects; and
• The broader impacts of decisions are well understood and supported.

2.2 The Committee will enable a Joint Application Support team to provide appropriate operational support, security, versioning/configuration management and other capabilities.

2.3 The Committee will recommend strategic priorities for systems development and enhancements to the Executive Leadership Team through the Innovation, Opportunity and Risk Committee.

2.4 The Committee will monitor progress of systems enhancements and projects.

2.5 The Committee will evaluate impacts of systems changes to MacEwan processes, policies, and standards.

2.6 The Committee will resolve escalation of issues across departmental and unit boundaries.

2.7 The Committee will facilitate integration of information systems and data across functional boundaries. 

2.8 The Committee will approve terms of reference for functional working groups.

2.9 The Committee will develop a process for the prioritization of strategic initiatives and projects related to technology.

2.10 The Committee will inform security and data governance.

2.11 The Committee will ensure disaster recovery and backup plans are in place.

2.12 The Committee will ensure that training and development enables skills.

2.13 The Committee will provide advice on the infrastructure required to support academic and student service functions.

2.14 The Committee will inform policy development and make policy recommendations through the Innovation, Opportunity and Risk Committee.

2.15 The Committee will facilitate a University-wide mechanism for resolution of issues and concerns related to instructional technology and student systems.

2.16 The Committee will review and recommend standards for information technology and enterprise architecture.

2.17 The Committee will approve major customizations to delivered application design or functionality.

3. Accountability

3.1 The Committee is accountable to the Executive Leadership Team through the Innovation, Opportunity and Risk Sub-Committee. The Office of the Chief Information Officer (CIO) provides an interface for the Information & Technology Management Committee to the appropriate university approval bodies. 

3.2 The Committee is a Sub-Committee of Academic Governance Council. The Committee will submit an Annual Report and Work Plan to AGC for information, and will submit recommendations related to academic systems as required for AGC’s approval. Faculty representation will be managed through the AGC nominations process.

4. Composition

4.1 The Committee shall consist of the following members:
  4.1.1 Chief Information Officer (Chair)
  4.1.2 Administrative staff:

• Director, Human Resources
• Chief Financial Officer
• Director, Applications Services – IT
• Director, Retail and Campus Services
• Associate VP – Student Services
• University Registrar
• Director, Financial Services
• Director, Risk and Assurance Services
• Director, ERP and Ancillary Systems – University Services

 4.1.3 Academic Affairs:

• Five faculty members, nominated through the Academic Governance Council Nominations Committee
• Chair, Distributed and Distance Education Committee
• One dean, assigned by the Provost
• One associate dean, assigned by the Provost
• Chief Librarian
• Provost Office Representative
• Executive Director, Institutional Research and Planning

  4.1.4 Students:

• Two students, identified through the Students’ Association

5. Terms of Office

 5.1 Members shall serve two-year terms, except for those serving by virtue of their positions or as indentified systems owners. Terms may be renewed. 

6. Operations of Committee

 6.1 The Chief Information Officer will chair the Committee.

 6.2 The following will provide resource support to the committee:

• Manager, Web Services
• Program Management Office
• IT Security Office
• Internal Audit
• FOIP Office
• Director, IT Operations
• Application Development Lead, IT
• Other ancillary system owners

6.3 The CIO Office will provide administrative support for the Committee.

6.4 The Committee will meet monthly during the academic year. 

Approved by Academic Governance Council

June 13, 2011 (Motion AGC-09-06-13-2011)