LGICT Committee Terms of Reference, Governance, Methodology DRAFT

LGICT CommitteeTerms of Reference, Governance, Methodology

DRAFT

Document Author: Paula Giles, MAVLisa Bennetto, LGICT

Version Number: Version 2.0

Date: 03/05/2012

Document File Name: LGICT_TOR_2012

Introduction

The Local Government Information Communications Technology Group (LGICT) was established by the Municipal Association of Victoria in 2004. It is an independently funded group of Local Government IT managers and officers, who are committed to demonstrating leadership in ICT to support effective delivery of community services. LGICT membership is available to all Victorian councils. The LGICT provides:

•communication channels for members to share ideas, resources and experiences;

•collaborative procurement opportunities to reduce costs and increase efficiency;

•conference and forum events to encourage discussion and innovation;

•funding for projects of strategic value to the sector;

•fellowships and awards to encourage and recognise innovation in ICT;

•advocacy for major project delivery and transformative initiatives;

•a platform to engage and co-operate with other levels of government.

Membership and structure

LGICT membership is available to all councils and is secured by annual subscription (which is independent from MAV membership fees).

The LGICT Group is governed by the LGICT Committee, which is made up of volunteer representatives from member councils, from which a chair and deputy chair is elected. The Committee makes decisions regarding the LGICT Group's strategic direction; project funding and support; event co-ordination; vendor sponsorships and partnerships; engagement with State and Federal government; and advocacy for innovative and transformative ICT initiatives.

The activities of the LGICT Group and Committee are co-ordinated by the LGICT Executive Officer, who is appointed by the Committee and supported by MAV staff and services. Any member council of the LGICT Group can volunteer a representative to join the LGICT Committee. Nominations are sought annually.

Guiding Principles

Principle Operational Intent

  Deliver business value through improved processes

Consistent reuse of common standards drives efficiency

  Establish shared standards for infrastructure and applications

Promote economy of scale and standardised processes

  Leverage procurement & vendor management

Gain maximum tactical and strategic value from Suppliers

  Support the diversity of business priorities across Local Government

Recognise local requirements rather than a “one size fits all’ approach

  Develop strong project management capabilities

Ensure outcomes are delivered and benefits realised

  Optimise usage of shared skills and resources

Collaborate for effective delivery

  Make appropriate use of shared services and selective outsourcing

Consider core business and most cost effective ICT service delivery model

  Deliver effective ICT governance Incorporate information assurance into all strands of strategy

  Provide balanced approach to risk management

Enable risk appetite to be localised

Strategic Objectives

• Improved alignment of IT to business priorities

• Effective shared services model

• Optimum resource development & utilisation

• Integrated government interfaces

• Reliable and efficient ICT service delivery

• Increase Quality and Value of ICT Services

• Increase Stakeholder Engagement

• Enable/Implement digital economy initiatives

• Revise ICT Sector Priorities and Align Individual ICT Strategies

• Measure alignment to Local Government priorities

• Communicate/promote our success

Current Priorities

1.Improve communications and visibility of LGICT- with the MAV- with Member Councils

2.Develop and maintain Centres of Excellence

3.Coordinate knowledge / case studies for;-Mobility-Cloud, hosted and managed services (shared)-e-services (24x7)-Sustainability (initiative commenced)

4.Facilitate liaison for the Digital Economy with the Department of Broadband Communications and the Digital Economy, NBN Co and others

Work Plan

Project Assessment Criteria (INDICATIVE)

That the project:

• Should advance the sector and the LGICT Strategy in a meaningful, significant way

• Demonstrates sufficient sector interest and appeal for the project’s deployment and take-up.

• Helps facilitate new organisation forms and/or ways of doing things which improve intra/inter council operations and service delivery (eg collaborative networks)

• Directly contributes to improving the efficiency and effectiveness of council processes

• Supports role of council in region or community building activities and development

• Is capable of re-use, re-deployment, extension, or knowledge sharing across the sector

• Minimises or reduces direct cost of major expenditure categories

• Has a reasonable payback period (to be defined)

Intangible Benefits

Tangible Benefits

LGICT Committee Project Stage Governance (INDICATIVE)

Stage 1Initiate

Stage 1Initiate

Stage 2Scope &

Set Up

Stage 2Scope &

Set Up

Stage 3Detailed Design

Stage 3Detailed Design

Stage 4Implement & Manage

Transition

Stage 4Implement & Manage

TransitionStage 5

Review Outcome

Stage 5Review Outcome

• Provide an outline of an idea, proposition or opportunity and associated timing, resources, risks, issues and implementation impacts

• To prepare a preliminary business case outlining costs & benefits

• For large, complex projects or where additional funds are required:

• Describe project scope, approach, timing, resources, risks, issues, implementation impacts and future mode of operation where total investment is Review and update business case

• Mobilise Resources• Trial as a ‘proof of

concept’ or Implement Project

• Outline the approach & resources required for sector implementation, roll-out, or take up

• Identify impacts & risks• Seek EOI and council

investment where required

• Validate and confirm business case

• Manage and support Transition processes

• Evaluate Success against agreed objectives and original intent

• Identify any actions required

• Capture learning

Program Governance, Engagement and ReviewProgram Governance, Engagement and Review

Go/No Go Go/No Go Go/No Go PIR

= Milestone and Go/No Go Decision Gate

Project Proposal/BriefFeasibility ReportProject Business Case

Project Business PlanProject Implementation PlanOutcome Realisation Plan

1. INITIATE PROJECT 2. MANAGE PROJECT 3. REALISE BENEFITS

Note:ICT innovation sometimes requires a more flexible and adaptable approach to project governance. This process chart is indicative only.

Project Proposal Brief(Template: Table of Contents)

1. PROJECT NAME: PROJECT STAGE:

2. PROJECT PURPOSE: (Overall purpose, what are we seeking to achieve?)

3. PROJECT OBJECTIVES: (List of key objectives/outcomes against which project success will be evaluated)

4. PROJECT APPROACH: (How would the project be undertaken? What key stages)

5. PROJECT TIME FRAME: (Indicate start/finish dates overall or by stage)

6. PROJECT RESOURCES: (Indicate team leader, members of reference group, people, materials, organisations involved, etc.)

7. PROJECT STAKEHOLDERS: (Those who have a direct interest in the outcomes of this project, or who need to be involved at key stages)

8. PROJECT SPONSOR: (Council or Region sponsoring this initiative)

Local GovernmentICT Committee

LGICT Committee

Regional IT Group

Regional IT Group

Regional IT Group

Member Councils

Member Councils

Member Councils

MAV Representative

LGICT Executive Officer

• Co-ordinate local activities and knowledge sharing forums• Identify needs and define initiatives• Review initiatives • Propose priorities and funding requests/support• Undertake implementation of agreed initiatives

Note:Individual member councils can also propose projects and/or request funding and support for ICT initiatives.

Role of Regional Groups

Recommend/ Agree/Input and Local Decision Making

TBC Skills Based

Terms of Reference

• Chair: – Elected annually by LGICT Committee members

• Scope: – The committee will focus on the ICT priorities affecting all areas of council business, as identified in the LGICT Strategic Plan and approved

by its subscribed member councils.– The committee will support, co-ordinate and fund ICT events, projects and communications activities that progress the objectives of the

LGICT Strategic Plan.• Membership:

– LGICT Committee membership is determined by an annual nomination process available to all subscribed members of the LGICT group. Committee membership is reviewed each year in August:

• The Committee should have broad representation from across the state.• Representation should include senior ICT practitioners from large and small councils.• There should not be more than one appointee per council.• The Committee should include a representative of the MAV.

• Role of Members: – To inform the LGICT’s work on ICT priority issues – To manage and allocate member subscription and other income streams to activities that progress the objectives of the LGICT Strategic Plan.– To participate in the formulation of MAV state-wide policy positions and campaigns.– To attend monthly LGICT Committee meetings– To respond to out-of-session communications

• WorkPlans and Timelines:– The committee should address the issues and strategic directions contained within the LGICT Strategic Plan – Short-term project or policy specific working groups may be created where the need arises– Meets every month (except January)– Review achievements and future strategy annually

• Term of Committee– There is no pre-determined sunset for this committee. Committee membership is reviewed annually.

• Reporting– Minutes and outcomes from committee meetings to be reported to the MAV Board by the LGICT Executive Officer.

• MAV Resourcing– Secretariat functions provided by MAV.

• LGICT Committee Resourcing– The LGICT Committee is funded by member subscription and event sponsorship income.

• Media and communications– The LGICT Executive Officer is responsible for communications pertaining to the LGICT. – The MAV President is the media spokesperson for the MAV. He may, at times, give express permission for the CEO or another person to act

as a spokesperson on a specific matter. All media inquiries that occur in your capacity as a member of a MAV committee should be redirected to MAV Communications (Debbie Smith, 9667 5521, 0414 396 097, [email protected]) for the attention of the President.