USQ ICT Governance Framework FAQs
How is the ICT Investment Budget determined?
The ICT Investment Budget (formerly the ICT Investment Triennium Capital Plan) is a rolling three plan that identifies the projects and proposals that have been approved by the ICT Strategy Board to have funding budgeted against or funding allocated and expended.
The ICT Portfolio Committee will call for submissions of ICT Portfolio Project Concept forms each year for all ICT Investment funding requests. Each submission will be considered by a sub-committee with the Chair of the ICT Portfolio Committee presiding. A short-list of appropriate Concept Submissions will then be tabled at the ICT Strategy Board where final budget approval will be endorsed.
If the submission is approved, the Project Proposal can then progress to the Initiation Phase.
What is the difference between ICT Investment budget funding and funding allocation?
The ICT Investment Budget (formerly the ICT Investment Triennium Capital Plan) is a rolling three plan that identifies the projects and proposals that have been approved by the ICT Strategy Board to have funding budgeted against or funding allocated and expended.
The result of the Notification Phase is the finalisation of the ICT Investment budget which determines roughly where funding may be attributed in the coming year.
The result of the Initiation Phase is the confirmation of which Project Initiation Documents have been approved by the Portfolio Committee and therefore result in the budgeted amount (or part thereof) being allocated so that the Execution and Control Phase can commence.
What are the main Portfolio areas?
The University currently acknowledges the following portfolio areas:
- Academic Programs
- Academic Services
- Research and Innovation
- Students and Communities
- University Services
- ICT Infrastructure
Any Project Initiation Concept submitted for consideration must be proposed by the ICT Strategy Board member from the respective USQ Portfolio area supporting the proposal.
What items does the ICT Recurrent project pay for?
The ICT Portfolio Committee under the auspices of the ICT Strategy Board is responsible for monitoring the University’s ICT Recurrent Expenditure Budget. The ICT Recurrent project is managed by the Executive Director ICT Services. The ICT Portfolio Committee reviews ICT Recurrent expenditure each year and recommends any changes to the items covered under the project and submits proposals for budget increases to the ICT Strategy Board.
Recurrent expenditure is expenditure that occurs usually each year, is paid in advance, and is attributed to ensuring the on-going maintenance or operation of USQ supported systems. The types of expenditure that are funded by the Recurrent Project include:
- AARNet Internet traffic and infrastructure rental charges;
- Telecommunications pabx and fixed line rentals into the University;
- ICT Hardware maintenance agreements;
- Site-licence software agreements;
- Major corporate ICT systems licence and maintenance agreements including: Finance, Human Resources, Students and Learning Management.
What is an ICT Roadmap?
The ICT Roadmap for a specific supported system or product set is a key tool in communicating the realisation of the ICT Strategic Plan, operational plans and directions for ICT Services for a specific supported system or product set. The Enterprise Architecture (please refer below) informs the development of the ICT Roadmaps. ICT Roadmaps are typically time dependent with a five to ten year future horizon.
For example, the ICT Roadmap for the Finance system will show the audience an overview of the technologies used; timeframe for major and minor version upgrades; an indication of when new features or modules might be incorporated and when redundant modules are no longer required.
What is Enterprise Architecture?
Enterprise architecture (EA) is the process of translating business vision and strategy into effective enterprise change by creating, communicating and improving the key requirements, principles and models that describe the enterprise's future state and enable its evolution.
The Enterprise Architecture Process model provides the context for the University to develop the future architecture plans. At a very high level, the context involves:
1. Identification of internal and external environmental trends (situational analysis);
2. Articulation of the Business Strategy
a. The business strategies of the University
b. The implications of the business strategy on:
i. the processes the business performs;
ii. the people who perform the processes, and how they are organised;
iii. the information the business uses; and
iv. the technologies the business employs.
3. Derive the requirements (business information, technology and solution, derived from the business strategy)
4. Derive a Set of Principles
5. Create an Anchor Model of the Business
What are Standards?
According to Standards Australia “Standards are published documents setting out specifications and procedures designed to ensure products, services and systems are safe, reliable and consistently perform the way they were intended to. They establish a common language which defines quality and safety criteria.”
ICT Services is required to deliver professional, reliable, available and a consistent quality of ICT Products and Services and Service experience within finite budget constraints. In order to achieve this, ICT Services supported by the ICT Governance Committee structure carefully considers what products and services it will support. Part of this process involves a consideration of Benefits Realisation. Inevitably, not every product or service is supported. The decisions surrounding setting standards are not easy but they are made on the basis of demonstrated value and their contribution to achieving the USQ Strategic Plan and Objectives.
Our standards are published and accessible from the ICT Policy and Guidelines.
What is the SOE (Standard Operating Environment)?
Following on from the definition of a Standard, ICT Services actively monitors and evaluates changes in a range of ICT products (hardware and software) and associated technologies. This work is overseen by the ICT Services Committee in conjunction with the ICT Information Standards Committee.
It is with the application of these concepts in mind that ICT has introduced the common or standard operating environment (SOE). We recognise that some customers have specialised IT requirements and we are able to customise our services to suit these. However, we also recognise that the majority of ICT customers only require a common configuration on their computer workstation. By standardising on the SOE, we endeavour to deliver a more cost-effective and streamlined delivery of service to our customers.
What if I want to suggest a new service or product be supported by ICT?
Please refer to "Who do I speak to regarding a funding proposal that might require ICT Resources"
Why should I contact ICT Services early on when planning a new initiative?
The ICT Governance Committees are responsible for approving the allocation of ICT Resources to projects and initiatives. ICT Services can quickly ascertain the level of resourcing and complexity that might be required for your new initiative and they can advise on the most appropriate pathway to progressing the matter.
Who do I speak to about the provision of ICT Services?
The ICT Service Catalog defines all of the services provided by ICT Services. If the Service you require is not available, and you believe there is a case for it to be considered for inclusion, please refer to "Why should I contact ICT Services early on when planning a new initiative".
What is the ICT Strategic Plan?
The USQ Strategic Plan defines the USQ directions for the medium to long term across the various University Portfolio Areas. Such is the pervasive nature of ICT, ICT Services will inevitably play a pivotal role in assisting the University to achieve the strategies and goals contained within that plan.
The Executive Director ICT Services will collaborate with the various Portfolio Area DVC’s to ensure that a range of strategies, initiatives and plans are developed and enacted in support of the achievement of the various University strategies.
The ICT Strategic Plan will illustrate the alignment of the various strategies, initiatives and plans to the USQ Strategic Plan.