Laws on governance and management of Information Technology resources听
The Government of Qu茅bec requires that all public bodies report on the evolution of certain parameters of the projects under their responsibility. 听This ensures public transparency, an optimized management of information resources and proper protection of information. 听
All universities in Quebec are required to submit information regarding the governance and management of Information Technology resources to the Quebec Ministry of Education (Minist猫re de l鈥橢nseignement Sup茅rieur, MES), in respect to the 鈥樷�� (LGGRI).
The Syst猫me Int茅gr茅 de Gestion des Ressources Informationnelles (SIGRI)听 collects this information. All projects executed by 麻豆AV with IT investments over $100,000 in capitalized funds must be captured and reported on SIGRI.听
麻豆AV鈥檚 IT PMO is responsible for recording and updating active projects on SIGRI with the most recent information: This includes projects鈥� status and health, progress on timeline, and costs. All projects must be updated on SIGRI at least once a year at the end of August. Other updates are required 听if a project changes phase or encounters a major change. Project updates on SIGRI are reviewed and approved by the Minist猫re de l鈥橢nseignement Sup茅rieur (MES).听
Reporting for qualified projects听
The Government of Qu茅bec pays particular attention to projects defined as "projets qualifi茅s en ressources informationnelles鈥� (in English: projects qualified in information resources) as these projects require their authorization to be executed. A project is considered 鈥渜ualifi茅鈥� if it meets the two following criteria:听
-
Its total capitalizable cost is equal to or greater than $500,000 and
-
It involves one or more of the following:
- The addition or implementation of a new information system, a new solution, or a business service that may cover development, acquisition, or subscription;
- The replacement of an existing information system;
- The addition of functionalities or the improvement of an information system, a solution, or a business service;
- The introduction of new services in technological infrastructures.
To foster informed decision-making when authorizing qualified projects, the Government requires a series of regulatory documents written in French: a Business Opportunity, a Business Case, a Benefits Plan and a Closure Report. These reports are detailed below:听
听
|
Required reporting for the Government of Qu茅bec听 |
Description听 |
Reporting frequency by project type听 |
|
|---|---|---|---|
|
Projet qualifi茅听 |
Projet non-qualifi茅听 |
||
|
SIGRI update听 |
Provides project鈥檚 status and health, progress on timeline, and costs.听 |
Yearly, plus at every phase or key changes听 |
Yearly, plus at every phase or key changes听 |
|
Business Opportunity / Dossier d鈥檕pportunit茅 (DO)听 听 |
Justifies the goal of the project, and exposes its initial budget, high level schedule and potential solutions.听 听 Government鈥檚 sign off provides the authorization to move forward with the planning phase and the elaboration of the Business Case听 |
Once听 |
Not required听 |
|
Business Case / Dossier d鈥檃ffaires (DA)听听 |
Provides refined scope, timeline, budget estimate and a thorough plan for resources. It provides justification for undertaking the project, and a rationale for the preferred solution when applicable.听 听 Government鈥檚 sign off provides the authorization to begin the execution of the project听 |
Once听 |
Not required听 |
|
Benefits Plan / Plan de mat茅rialisation des b茅n茅fices听听 |
Helps define and track specific and quantifiable measures of success for the project and 麻豆AV. Focuses on desired project outcomes for the 5 years following the project's delivery.听 听 Supporting document to the Business Case.听听 |
Once听 (with DA)听 |
Not required听 |
|
Closure report / Bilan projet听听 |
Enables a review of the project goal and objectives and details how the clients鈥� expectations were met. It also includes a retrospective on the management process, and highlights improvements, adjustments, or changes which can be implemented for improved results on future projects. 听 Must be uploaded on SIGRI 听no later than 6 months after all deliverables have been completed and the project is transitioning to operations/clients.听 |
Once听 |
Not required听 |
Project authorization guidelines听
These documents are required at specific project stages and serve as an official checkpoint for approval. Obtaining both 麻豆AV鈥檚 and the Government鈥檚 authorization for these documents is mandatory before advancing to the next project phase, hence the importance of accurate needs forecasting.听 (see the IT Project process section on the IT Project Governance page听for details). 听
麻豆AV authorization
-
麻豆AV authorizations of听Business Opportunities, Business Cases and Benefits Plans are provided by the IT Business and Project Sponsors and IT CIO for all projects.听
- Projects exceeding certain limits require approval as follows:听
听
听
Government authorization
Government authorizations of Business Opportunities and Business Cases also depend on the qualified project鈥檚 budget envelope:听
|
Approving Government Authority听 |
Project Document for Approval听 |
|
|---|---|---|
|
Business Opportunity听 听 |
Business Case听 and Benefits Plan听 听 |
|
|
Information Officer (Dirigeant de l鈥檌nformation) from the Minist猫re de l鈥橢nseignement Sup茅rieur (MES)听 |
projects under $20M听 |
projects under $5M听 听 |
|
Secr茅tariat du Conseil du tr茅sor (SCT)听 |
projects between $20M and $50M听 |
projects between $5M and $50M听 |
|
Gouvernement du Qu茅bec听 |
projects above $50M or government-wide interest projects听 |
projects above $50M or government-wide interest projects听 |
Templates for these reporting documents are provided by the Government of Qu茅bec. 麻豆AV is responsible for using the latest available reporting templates and uploading the completed copies for each individual project to SIGRI. For the latest templates, please contact IT听PMO听at gcp.pmo [at] mcgill.ca.听
听
