LGICT Committee
Terms of Reference, Governance, Methodology
DRAFT
Document Author:
Paula Giles, MAV
Lisa 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 coordination; 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
Optimise usage of shared skills and

resources
Make appropriate use of shared services and 
selective outsourcing
Ensure outcomes are delivered and benefits
realised
Collaborate for effective delivery
Deliver effective ICT governance

Provide balanced approach to risk
management

Consider core business and most cost effective
ICT service delivery model
Incorporate information assurance
strands of strategy
Enable risk appetite to be localised
into
all
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)
Intangible
Benefits
Tangible
Benefits
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)
LGICT Committee Project Stage Governance
(INDICATIVE)
Program Governance, Engagement and Review
1. INITIATE PROJECT
Stage 1
Initiate
Go/No Go
• 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
Project Proposal/Brief
Feasibility Report
Project Business Case
2. MANAGE PROJECT
Stage 2
Scope &
Set Up
Stage 3
Detailed
Design
Go/No Go
• 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
Stage 4
Implement
& Manage
Transition
Go/No Go
• Mobilise Resources
• Manage and support
• Trial as a ‘proof of
Transition processes
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
3. REALISE BENEFITS
Stage 5
Review
Outcome
PIR
• Evaluate Success
against agreed
objectives and original
intent
• Identify any actions
required
• Capture learning
= Milestone and Go/No Go
Decision Gate
Project Business Plan
Project Implementation Plan
Outcome Realisation Plan
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)
LGICT Committee
Local Government
ICT Committee
MAV
Representative
LGICT
Executive Officer
TBC
Regional IT
Group
Skills Based
Regional IT
Group
Regional IT
Group
Member
Councils
Member
Councils
Role of Regional Groups
Recommend/ Agree/Input and Local Decision Making
•
•
•
•
•
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.
Member
Councils
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, dsmith@mav.asn.au) for the attention of the President.