• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) Information Technology (IT) systems and software are vital to the academic and business processes of the University .

(2) To ensure that University data retains integrity, and remains accessible, secure and confidential, it is essential that new IT systems and software, or significant changes to existing systems, are tested for consistency with University IT policies, security and technical environment, and will not cause conflicts with active or pending systems. Any capacity or load demands placed on University IT resources by the system must also be assessed, costed and considered as part of the approval process.

(3) The University must also ensure that systems and software projects are sustainable in terms of the strategic value and operational costs of implementation, ongoing use and maintenance. The University has limited resources to support IT systems and must ensure that IT proposals and projects are properly scoped and funded, and fit in to overall University priorities.

(4) Individual IT System Proposals are assessed in the context of the University's IT strategy by the IT Management Committee (ITMC), chaired by the Vice-President, Finance and Resources , or nominee.

(5) This policy formalises the approval processes required to implement or significantly change IT systems within the University. It is not intended to cover one-off proposals for personal computer based systems and software.

Section 2 - Definitions

(6) The following definitions apply for the purpose of this policy.

1. IT System: An information system, including hardware, software and data, supporting University business.
2. Hosting: Housing, serving and maintaining of systems and data. Systems may operate within University IT facilities (on site hosting), outside of University IT facilities using an external vendor (off site hosting), or a combination.
3. Proposals: Recommendations and supporting documentation for new or significantly changed IT systems.
4. The University IT Environment: a broad term to describe computer, network, server, storage, and application systems used at the University and their interactions. The University IT Environment regularly changes to keep pace with improvements in technology.

Section 3 - Policy Statement

(7) All proposed IT system solutions, regardless of funding source or hosting arrangements, may impact on core University IT services. All proposals must be assessed, reviewed and approved by the IT Management Committee (or the Vice-President, Finance and Resources , or nominee as chair), before University resources are committed.

(8) All systems documenting University business are required to comply with the State Records Act of 1998, including the standard on digital recordkeeping. Records and Archives Management Services Unit (RAMS) are able to provide compliance advice to system proposers.

(9) This policy does not normally apply to teaching and research systems setup and managed independently of Information Technology Services . However, any such system proposal that may impact on core University IT resources must follow the formal assessment and approval process.

(10) Proposers should contact the Information Technology and Digital Services Project Management Office (PMO) for advice about whether an IT system proposal will require assessment and approval.

Section 4 - Procedures

(11) Before preparing a formal proposal, proposers are to contact the PMO for advice on the project's viability and compatibility with the University IT Environment and whether suitable alternative solutions are available.

(12) The PMO will provide relevant templates, advice and assistance to system proposers throughout the lifecycle of the project.

(13) The major internal funding program for IT systems is the Systems Budget. System Budget allocations are made as a part of the overall University budget processes. Recommendations for funding under the Systems Budget are made by the ITMC.

(14) If systems funding is sought, a formal proposal for funding must be prepared and submitted with the system proposal. The funding proposal must fully identify the project's scope, estimate all costs and timelines, and assess the impact and strategic value to the University of the proposed IT system implementation.

(15) Although proposal budgets may extend up to three years, proposers are to submit regular progress reports (as required by the ITMC), to enable the ITMC to evaluate the project's performance. The ITMC may recommend increasing, withdrawing or reallocating funds should circumstances justify.

Section 5 - Guidelines

(16) This policy is to be read in conjunction with the following policies and methodology:

1. IT Acceptable Use of Resources Policy
2. Information Security Policy
3. Privacy Policy
4. University Project Management Methodology