In our first meeting with Karin, the manager of the
Knowledge & Information Services, she provided the summary report of their Knowledge
& Information Systems Strategy Workshop.
The improvement goals include: to improve customer service, to
improve IT project governance, to manage council assets and improve IT service.
The IT steering group, as the entity of IT project governance should
immediately be set up, in order to prioritize all the recommendations, plans
and budgets for projects to realize those strategic goals.
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| from ph84.ph8.nl |
The second meeting was to discuss the main content of the
terms of reference according to our drafted outline. We were informed that the
current process of projects initiations lacked efficiency and made it hard to
control. Business departments came up with needs which pushed IT to develop.
Karin would meet area managers to find out the requirements. Then according to
the budget planned at higher level, Karin discussed with her team and put
forward the priority of the suggested projects for business managers to assess.
The problem is each of the departments makes their own wish lists independently
but, from the council’s perspective, the requirements should be integrated into
the strategic developing needs as a whole. Thus IT people had to inform the
business managers from time to time that many of their requirements could not
be fulfilled. Thus the steering group is in need to handle this problem and
improve control of projects.
The members of the group will be decided by the council and
should cover the areas of customer services, strategic marketing, assets
management, governance and development. IT team leaders will work as special advisor
in the group to provide technical information but they will not be given the
voting rights. Besides, the group needs administrative support to maintain the
order of the group’s activities.
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| from dctn.org.uk |
The main purpose of the steering group include: to
communicate the strategy across the council; to help to figure out the priority
of the plans for the next 3 to 4 years’ time; to approve the projects for the coming
financial year.
After several revisions, we then finalized the Steering
Group Terms of Reference which mainly outlines the responsibilities of the
group in different phases of the project management, the membership, the
meeting agenda items and documentation, the decision making process and the
regulations.
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