ICT Governance Review

Introduction

In Trinity Term 2010 Council considered a report from the internal auditors on the University's governance arrangements for ICT. The report identified three aims as being 'fundamental to achieving an effective ICT governance model for the University:

1. A simplified structure of ICT governance across the University;
2. A single point of leadership for ICT, with appropriate authority; and
3. A unified ICT strategy for academic, customer and commissioned services.'

The report then made five recommendations with a view to achieving these aims. The first is the appointment of 'a single Director of ICT (to be known as the Chief Information Officer), reporting to the Registrar, who has accountability for the strategic definition and delivery of ICT services across the University'. The report goes on to recommend that 'the Registrar is empowered to provide a clear mandate to the [Chief Information Officer] to lead and be accountable for change'.

How will the ICT Governance Review changes affect the structure of central ICT departments?

It is envisaged that changes resulting from the ICT Governance Review will lead to a closer working relationship between OUCS, Business Services and Projects (BSP) and the ICT Support Team, and that from the perspective of the user, the greater integration of the services will result in an improvement in service and will reduce, if not eliminate, the current uncertainty which exists in the minds of some members of the University over who is responsible for which parts of ICT provision.

At the time of the review, central ICT was managed and funded from two different strands: the Director of IT/ODIT, OUCS and the ICT Support Team were part of the ASUC group which is led by the Pro-Vice-Chancellor for ASUC and Education; whereas BSP was within UAS.

A new structure was implemented in January 2011 which brought the Director of IT/ODIT, OUCS and the ICT Support Team within UAS, consolidating the University's ICT activities under a single point of leadership and accountability.

Will there be any changes to the IT services available to the user?

The ICT governance recommendations are driven by a desire to improve services for users. In the initial stages, as services are consolidated under the responsibility of the Registrar, no changes to the mission statements of the three units nor to their respective funding processes are foreseen, and services will continue to be delivered as previously.

September 2011 Update

  • This co-ordination initiative, which brings together central (UAS-provided) University IT infrastructure and support, now has a dedicated website. Please see the ICT Central Creation Project website for the latest information.

August 2011 Update

  • In June the Registrar asked Professor Anne Trefethen to take forward the creation of an ICT Project Team. This team, referred to as the ICT Central Creation Project team has now been formed and consists of: Andrew Hynes (ICT ST), Anne Trefethen (OeRC), Antonia Mansel-Long (ASUC), Charles Shaw (ASUC), Darrell Sturley (BSP), Michael Sibly (AAD), Paul Jeffreys (ODIT/OUCS), Robert Williams UAS), Stuart Lee (OUCS), and Tom Payne (BSP).
  • The ICT Central Creation Project team met weekly since the beginning of July and attended an Away-Day at the end of July. A summary from the Away-Day was then circulated to the departments concerned:
    "The ICT Central Coordination Project Away Day event brought together senior managers from OUCS, BSP and ICTST, the Registrar and other senior colleagues from UAS. We considered the services that the central ICT units deliver and how other leading universities in the UK and US had consolidated their services into a single unit, and agreed that this will be the direction of travel for Oxford leading to a new, consolidated, central ICT department.
    We discussed the drivers, benefits, challenges, risks, costs and methods associated with what will be a significant programme of change and over the next six months we plan to work together to develop a detailed plan and an agreed structure of the new department. We recognise that implementing this programme is likely to take time and will almost certainly involve a staged approach.
    We anticipate that we will be looking at early wins that are achievable, likely to be popular with our users, and will increase operational efficiency.
    Although the group felt this is the most suitable way forward, we would like to hear your thoughts on what you might like to see change or indeed remain the same and where you feel there might be benefits or risks. Following on from the coordination project discussion we are going to provide a number of ways in which you can provide input to the discussion in the upcoming weeks. In addition the IT managers from the three central ICT units will be keeping you informed of discussions as they progress.
    In the meantime if you have any immediate concerns please take these up with the head of your ICT department."

June 2011 Update

  • Following on from Council's endorsement (in principle) of the recommendations given in the internal auditors' report on the University's governance arrangements for ICT (2010), Professor Michael Earl was asked to give recommendations on the organisation, governance and management of ICT in the University. After consideration he proposed the creation of an IT project team.
  • The Registrar then announced further IT governance developments in June 2011.
    "I have asked Professor Anne Trefethen to help take forward the first stage in the implementation of the recommendations made by Professor Michael Earl in his report on the organisation, governance and management of ICT in the University. In essence the report, which has been accepted by Council, recommends that there should be a more coordinated approach to central ICT services and provision, and that there should be a new governance model that encompasses the three existing central ICT units (OUCS, BSP and ICTST). The first stage in the implementation process involves the setting up of a project team which will include the heads of the central ICT services, other representatives from the university and external advisors. Professor Trefethen will take on the role of Project Director, working with the other members of the project team in order to help facilitate the transition. She will take on the role on a 40% basis until the end of the year and will report directly to me. Professor Ewan McKendrick, Registrar"

October 2010 Update

  • University Council has endorsed in principle the implementation of the recommendations of the internal auditors' report on the University's governance arrangements for ICT.
  • As part of their response to the recommendations, the Registrar and the Pro-Vice-Chancellor (ASUC) proposed jointly to Council GPC - with the support of the ASUC Strategy Group, the OUCS Management Group and the ECE Programme Board (which oversees the activity of the ICT Support Team) - that OUCS and the ICT Support Team should transfer from the Academic Services and University Collections (ASUC) to the University Administrative Services (UAS) from 1 January 2011.
  • This proposal was endorsed by Council GPC at their meeting on 25 October, and will now go before University Council later this term.
  • The intention is that the responsibilities of the CIO post-holder will be closely tied to the fixed-term nature of the job, and should be, in essence, to implement recommendations 3, 4 and 5 of the ICT Governance audit report.
  • In HT 2011 the name, remit, membership and reporting line of the PRAC ICT Committee will be revised.