Architecture and New Technology Committee operating guidelines

Introduction

The Architecture and New Technology Committee (ANTC) is entrusted with addressing IT issues and proposing recommendations that affect IT architecture and architecture standards, IT common services, and the adoption and implementation of significant new technologies. The ANTC is expected to make recommendations to the Strategic Information Technology Committee based on a consensus opinion of the representatives, and in the best interests of the University of Utah as a whole.

Purpose

The ANTC members will consider provided materials and information to help further discussion and form recommendations regarding a variety of topics and projects. The body is intended to include the viewpoints from across the university and to determine the most effective and appropriate path forward for IT projects and services. The ANTC is not expected to be concerned with the individual academic or administrative units’ strategic plans or technology implementations unless those efforts affect the university’s overall technology services or delivery or otherwise meet the thresholds established by IT governance.

Membership

The dean or director of each college and identified unit will select a technical representative, who should be an IT director or someone with the greatest depth of understanding regarding IT architecture or the specific implementations of the college or area. A faculty member with an appropriate depth of understanding also could be chosen. All representatives are considered full members of the committee and will receive the agendas and information for each meeting. Representatives serve at the discretion of the dean or director of his or her academic or administrative unit. There is no specified minimum requirement or maximum limit. The use of alternate representatives is discouraged. In the event a representative does not fulfill the duties as expected, the ANTC chair may ask the dean or director to consider a replacement representative. Membership changes should be communicated to the governance liaison and committee chair.

Role of members

All members will receive information and materials related to current or future agenda items. Members are expected to review the materials and make an informed decision based upon his or her knowledge of the subject, input from relevant members of his or her area, and the best interests of the University of Utah as a whole. The time commitment for each member will vary based on the issues at hand, and also whether that member is asked to join additional ad hoc committees. Members are asked to help spread information about governance discussions and recommendations amongst their colleagues, and to be an active and engaged participant in the IT governance process.

Role of chair

The chair will fulfill not only the same role as other members, but also will work with other IT governance bodies to ensure the holistic IT governance process is meeting the needs of the University. The chair will approve the meeting agenda at least one week prior to each meeting. The decision to allow guest speakers or presenters at ANTC meetings rests fully with the committee chair. The chair also will call for a vote for recommendations, and will approve the recommendation summaries shared with other IT governance bodies.

Meetings

Meetings are held in a campus location at least once a quarter, but may occur more often if necessary. Representatives, both voting and non-voting, are provided with meeting materials and agendas in advance and are expected to come ready to discuss the topics. There may be guest speakers or presenters, approved by the chair, to offer additional insight or information. Members may ask questions or offer input freely. Meetings are considered open; however, attendance may be limited by available space. Virtual votes may occur if appropriate.

Voting, decisions and appeals

Recommendations require a favorable majority to be approved and passed on to another governance body. Requesters whose requests are denied may ask the chair for reconsideration at a later date or for consideration by the Strategic Information Technology Committee. The President’s Executive Leadership Team also may ask the ANTC to reconsider both approvals and denials. The committee also may opt to request further information before making a decision, or may create an ad hoc committee to explore the topic. In the event of a split decision, the item will move to the SITC with a neutral recommendation and appropriate documentation supporting both favorable and unfavorable viewpoints.

Ad hoc committees

The ANTC may create an ad hoc committee to investigate a specific issue, technology, or solution at its discretion. Ad hoc committees may comprise any number or type of University stakeholders and are not considered standing committees. Ad hoc committees should count at least one representative of the standing governance committee among the members. The ad hoc committee may provide information to the ANTC in the form of a presentation or written report, as requested by the ANTC.

Information management and support

University Information Technology will provide support personnel and resources for the governance committee and process, including agenda and minutes documentation, secure document access, meeting coordination, printing or other information display needs, and other tasks as requested by the chair. A governance liaison will work with those requesting agenda items to ensure an adequate amount of information is available to the representatives before discussion of the item. This may include a business case, proposed project timeline, internal or external reviews, applicable research, or well-documented needs or problems for which a solution is sought. The liaison also will share information among committees as necessary.

Communications and reporting

Agendas and summaries are posted on the Chief Information Officer’s website. Feedback and requests for agenda items also can be handled there.

Changes to the operating guidelines

The operating guidelines may be updated as necessary with the approval of the ANTC.

Questions or comments?

Contact Aimee Ellett.