C.1. Committee briefing

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Objective

The committee briefing ensures that the system governance committee fully understand their role in system governance.

When used

The committee briefing is run at the end of the initiation process.

The briefing is typically run after the committee have attended system governance training, which will have given them an overview of system governance and an understanding of how to align system governance with the objectives of the organisation. (See Section D.1, System governance overview and Section D.3, System governance alignment for details of the training.)

Participants

The briefing is run by the system governance manager for the system governance committee.

Notes

The committee briefing should not be a long meeting, and should last one to two hours. The briefing is basically an informal, relatively high-level presentation of the terms of reference and rollout plan, with opportunities for discussion.

In their training, the committee will have learnt about system governance in the general sense. This briefing provides an opportunity to communicate the objectives, responsibilities and processes specific to your organisation.

Some members of the committee may be unclear about their role. Be sure to clearly communicate that their role is to critique and provide balance to the criteria used for system governance, and not an active role in managing the system governance processes.

Agenda

  1. Introduction

    Introduce yourself and the committee members, if they are not already known to each other.

    Explain that the objective of the meeting is to provide details of system governance specific to the organisation.

  2. Objectives

    Present and discuss the specific objectives that system governance will have within the organisation.

  3. Scope

    Present and discuss the scope of the systems to be included in system governance.

  4. Roles and responsibilities

    Present and discuss the specific roles and responsibilities for system governance within the organisation.

    Be very clear about the role of the committee, that it is a committee to critique and provide balance to the materials used as the basis for system governance. It does not have responsibility for the system governance processes or for the take up of the guidance that comes from system governance.

  5. Processes

    Present and discuss the system governance processes as they will be implemented in the organisation. Be very clear about the interactions with the IT decision making process, and for any parts of the process that directly involve the committee.

  6. Roll out plan

    Present and discuss the roll out plan. Explain important decisions that have been made, such as the choice between the waterfall and iterative roll out approach. Highlight the involvement of the committee during the rollout.

  7. Next steps

    Explain the next actions for the committee in the roll out of system governance, which will either be criterion development or the first iterative review.

    Thank the committee for their time.

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