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Infrastructure IT Board

Chair: Professor David de Roure, Director, Oxford eResearch Centre
Executive Secretary:  Chris Cattermole (christopher.cattermole@it.ox.ac.uk)

Any queries regarding the Infrastructure IT Board should be addressed to the Secretary.

Background

The Infrastructure IT Board is responsible to the IT Committee (ITC) for providing governance and oversight of the programme of infrastructure projects and initiatives funded through the IT Capital Envelope, together with a portfolio of services provided by IT Services Infrastructure Services.

Recent projects include the Integrated Communications Project; the TONE Backbone Network Upgrade project; the Bodleian Libraries Virtual Infrastructure Portfolio Redesign; the Maillist upgrade project; Groupstore and Extended Single Sign-on; together with a range of upgrades or replacements for hardware underpinning various University IT services. Services within the scope of the Board include (but are not confined to): core networking services and data centres; private cloud and virtual infrastructure; identity and access management; storage, backup and long-term filestore; web publishing services; telecommunications; and Nexus email and SharePoint, together with database and server platforms and a range of cost-recovered services offered by NSMS. The Infrastructure IT Board works collaboratively with the IT Boards for Business Systems, Education, and Research.

At or before the start of each academic year, the Infrastructure I T Board will report to IT Committee on ongoing and prospective projects showing how they are aligned with the University’s strategic goals and priorities. IT Committee oversees alignment with overall IT objectives.

The Chair of the Infrastructure IT Board is appointed by ITC and is responsible for reporting to ITC on the work of the Board.

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Terms of Reference

  1. To agree and review priorities across infrastructure initiatives with ITC, taking into account the University’s Strategic Plan, its IT Strategic Plan and its Digital Strategy;
  2. To provide oversight of the Infrastructure capital envelope and, where required, making decisions concerning funding and resource allocations;
  3. To recommend and, where applicable, approve project initiation within a wider framework of agreed approval processes for capital spend and taking into account value for money;
  4. To ensure that the priorities and schedule for infrastructure initiatives are developed in the full knowledge of the requirements of relevant stakeholders;
  5. To ensure decisions impacting the University’s operating structures are appropriately considered;
  6. To monitor progress and expenditure on projects in progress within its domain, receiving direct reports from associated project and programme boards;
  7. To oversee the performance and development of services in its domain which are offered by IT Services, or other units as appropriate, and to ensure sufficient attention is also given to opportunities for advantageous operational changes that will result in better services and/or greater value for money;
  8. To receive reports from user groups in its domain;
  9. To report or escalate specific matters of concern to IT Committee or other appropriate groups;
  10. To provide an annual report on projects and activities and to contribute to the ongoing development of the IT Strategic Plan;
  11. To form strong relationships with other IT Boards to ensure co-ordination in planning and projects.

The Infrastructure IT Board is also responsible for:

  1. Advising on policies and standards for the development and delivery of projects and services within the infrastructure portfolio.
  2. Resolving strategic and directional issues between initiatives.
  3. Providing assistance in the successful implementation of initiatives through advising on organisational impact, and expected and actual benefits realisation.
  4. Understanding and approving significant changes which will impact on the working practices of the University;
  5. Ensuring capture of, and response to, user experience and requirements of services (e.g. via user groups, service reviews, stakeholder consultations).
  6. Supporting user consultation processes by ensuring the interests of stakeholders are taken fully into account, nominating individuals to be co-opted to the Board as necessary.
  7. Facilitating communication within the collegiate University.

The Infrastructure IT Board is, subject to other guidelines, authorised by IT Committee to approve capital expenditure of up to £300,000 per project from the Board's notional rolling three year allocation from the IT capital envelope.  The Infrastructure IT Board will provide reports to the IT Committee on all such approvals and there will be an annual review to guide its decisions and future plans regarding project spending.

The Infrastructure IT Board will be supported by IT Services’ Project Management Office, Service Management Office and IT Architecture Group.

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Membership

Chair: Professor David De Roure, Oxford e-Research Centre

Up to four members nominated by the chairs of divisional IT committees or equivalent. These members should be drawn from academic or senior administrative staff where possible: Dr Jacob Dahl (Humanities); Tony Brett (Medical Sciences)

One member nominated by Conference of Colleges ICT Steering Committee: Simon Mortimore, Head of IT, Merton, Oriel and Corpus Christi Colleges

One member of the IT Architecture Advisory Group (ITAG): Dr Keith Gillow, Director of IT and Physical Resources, Mathematical Institute

Chief Information Security Officer: James Smith

Director of Infrastructure Services: Dr Michael Fraser

Director of Software Solutions: Dr Shirin Tahzib

Associate Director, Bodleian Libraries (Digital Library Programmes and IT): Andrew Bonnie, Chief of Digital Operations, Bodleian Digital Library Systems & Services

In attendance

Executive Secretary: Chris Cattermole, Technical Portfolio Manager, IT Services
Infrastructure Programme Manager: Stewart Watson

Members are appointed for a minimum of two years in the first instance. A membership review will be conducted towards the end of each financial year to confirm the members for the following year. Notice of one term should be given by members.

Members are appointed for two years in the first instance.

Board members are asked to provide a range of perspectives i.e. divisional, departmental and user/non-users. The Board may co-opt members from other departments, boards or groups with the agreement of IT Committee. Within each Board, three members (who should include the chair and be from separate constituencies) should be charged with exercising financial oversight for spend against the approved budgets for each project, taking account of Value for Money.

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Schedule of meetings

Meeting Deadline for papers
7 September 2017

29 August 2017

26 October 2017 16 October 2017
30 November 2017 20 November 2017
22 January 2018 1 February 2018
22 March 2018 22 March 2018
30 April 2018 10 May 2018
28 June 2018 18 June 2018

 

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Mode of working

The Board is expected to meet formally twice a term. In the interests of efficiency, the business of the Board may also be undertaken between physical meetings with the agreement of the chair and members.

The quorum for meetings shall be four members. At least three of these members should be external to IT Services for the quorum to be satisfied.

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