Terms of Reference ITIR

 

The goal of the Information Technology Infrastructure Roundtable (ITIR) is to support ongoing substantive dialogue with the ICT sector.

Meaningful consultations and open dialogue have shown to be more effective if they occur early and well in advance of sourcing activities in order to allow sufficient time to inform an outcome. Through the ITIR, Shared Services Canada (SSC) wants to ensure that it develops a long term relationship with the Information and Communications Technology (ICT) sector that is substantive and sustainable.

SSC places a high premium on outside advice as a touchstone for validating approaches and providing guidance on complex issues. SSC also needs to be able to keep pace with the best industry solutions while achieving value for money, sound stewardship, innovation and service excellence. Trying to strike that balance and deliver through new and different sourcing approaches will be challenging.

Purpose

The purpose of the roundtable will be to discuss the long term IT transformation agenda for the Government of Canada; emerging technologies in the marketplace; first use technologies; provide progress reports on the other key initiatives within the government; and future directions for innovation.

Guiding Principles

SSC is driven by principles that were developed at the outset of the engagement process with the ICT sector.

The principles are as follows:

  • Fairness, transparency, inclusiveness and integrity are the foundation of our value system;
  • Market-based competition is the best vehicle to deliver the most efficient, effective and highest value solutions;
  • The current federal government policy framework governs our execution;
  • Portfolio and individual project risk will be managed at all times;
  • Our horizon is biased towards the future; and,
  • Leading edge innovation will be an important determinant in assessing alternative solution.

Proposed Membership

The approach to the ITIR membership has been developed to be consistent with SSC’s guiding principles, while supporting the goal and purpose that has been set for ITIR. Since expert outside advice on complex and various topics is considered a pivotal component of ITIR’s success, various types of membership have been proposed.

Permanent Membership

The following representatives will sit as permanent members on ITIR:

  • President of SSC (Chair);
  • Chief Operating Officer of SSC (Vice-chair);
  • Up to three members outside the federal public service with significant IT knowledge and experience (e.g., academic community);
  • Senior official from Industry Canada; and
  • Senior official from Treasury Board of Canada Secretariat.

Agenda-specific Subject Matter Experts

Associations would be invited to identify subject matter experts from their membership to participate at the ITIR as called upon based on specific agenda items. Each association would be allocated a single subject matter expert seat for each agenda item. SSC will allocate additional seats to associations based on the agenda item as appropriate. In addition, should SSC feel that sufficient subject matter expertise has not been identified for a given agenda item, the Department will invite additional ICT sector representation to ensure adequate outside advice and a substantive dialogue. This approach is intended to ensure every association has an opportunity to identify a subject matter expert while also providing the flexibility to ensure discussions have the benefit of as much outside advice as possible. This will also keep the number of participants to a manageable size which will help to encourage active participation and momentum per agenda items.

In order to support a more diverse regional representation at ITIR, SSC intends to solicit the support and participation of additional regional associations over the coming months. These regional associations would also receive one subject matter expert seat per agenda item.

Ex-officio

Ex-officio members will act as observers and will be able to attend ITIR at their choosing. Ex-officio membership is proposed as follows:

  • A representative from each association;
  • Senior ADMs of SSC;
  • Head of Analytics, SSC; and
  • A representative from the President’s Office, SSC.

Advisory Committees

The ITIR will be supported by Advisory Committees, led by SSC. The seating allotment for the Advisory Committees which will support ITIR will be distributed in keeping with the ITIR model while recognizing the need to tailor the membership of each Committee to ensure it supports their specific mandate.

Advisory Committees are created to address a particular area in which the input and expertise of the ICT sector is required to help advance SSC’s transformation agenda. The Advisory Committee Structure (Annex A) will be modified as required to ensure it reflects the evolving priorities of SSC and the ITIR. The work of the Advisory Committees supports the forward agenda of the ITIR.

Meetings

The roundtable will meet quarterly with additional meetings scheduled at the discretion of the Chair.

Secretariat Support

SSC will provide all secretariat support for the ITIR and its supporting Advisory Committees.

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