Committee Terms of Reference

The Enterprise Systems and Services Governance Committee maintains guiding principles on how enterprise systems support and enable the University's mission and strategic objectives. This includes articulating how enterprise projects should be funded, how enterprise applications and/or services are developed or acquired, who is consulted on proposals for new enterprise projects, and what oversight and compliance is required.

In addition, the committee will:

  • Sponsor, review and recommend a multi‐year enterprise systems strategic plan and framework.
  • Sponsor, review and recommend a multi‐year IT strategic plan and framework.
  • Review and recommend funding or other support for large‐scale enterprise system initiatives or projects, after assessing such factors as strategic value, risk, and capacity to execute.
  • Review and recommend enterprise policies related to enterprise systems, particularly the ERP environment, data, and information security.
  • Support mechanisms to enhance cooperation and collaboration across units responsible for various enterprise systems‐related services and resources.
  • Define and appoint steering and working groups as needed.
  • Provide guidance to and monitor progress of steering and working groups.
  • Oversee the evolution of the data framework at UNB.

Committee members:

  • VP Admin and Finance
  • AVP, ITS
  • AVP, Saint John
  • AVP, Academic (Fred.)
  • Comptroller
  • Dean of Grad. Studies
  • Exec. Director, CEL
  • Senator (1 per campus)
  • Registrars
  • Director, Research Services

Support staff:

  • Director, QA and Process Management (ITS)
  • Director, Business Transformation (ITS)
  • Director, Enterprise Systems (ITS)
  • Communications Specialist (Comm)
  • Privacy Officer (Univ Secretariat)
  • Director, Project Management Office (ITS)
Topic Implementation
Meeting Frequency Monthly Sept - June inclusive. Once over July/August
Meeting cancelations by Chair If less than 7 members (50% +1, not including support members)

Meeting logistics workflow

  1. Schedule
  2. RSVP
  3. Call for agenda items
  4. Receive agenda item requests
  5. Receive supporting documentation
  6. Circulate agenda/documents
  7. Circulate minutes
  8. Uncompleted agenda items

.

  1. As far in advance as possible
  2. 5 working days prior to meeting
  3. 10 working days prior to meeting
  4. 7 working days prior to meeting
  5. 7 working days prior to meeting
  6. 5 working days prior to meeting
  7. Within 5 working days post meeting
  8. Automatically carried forward to next meeting
Decision making
  • Consensus based
  • Must have quorum of 7 (50% + 1)
  • Quorum must include a UNBSJ member
  • Decisions may be reached via email ballot
Member expectations
  • Regular attendance
  • Submit agenda items
  • Read and review all material prior to meeting
  • Prepare questions on material
  • Support decisions
  • Report on projects for which they are a Business Sponsor
Support member expectations
  • Attendance as required
  • Submit agenda items