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Governance

TERMS OF REFERENCE

Revised on October 27, 2022, V.7

1.    PURPOSE:

 EWMS Maximo Sustainment Governance Committee (EMSGC): provides overarching Governance for the strategic direction of the Maximo Technology Platform and ensures alignment and coordination of IT operational services and IBM Product Roadmap with the overall strategic mission, vision, goals, and needs of end-users.

 Specifically, the EMSGC committee will:

• Govern the outreach and partnership with external Maximotechnology-related agencies and partners

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• Promote compliance with bylaws, policies policies, and regulations relevant to the direction of the technology platform and ensure appropriate protection of assets and stability of operations;

• Review and enable applicable policies and guide implementation standards for the Maximo Platform to support the guiding principles of:

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• Supports the mandate of the City of Toronto EWMS Technology based - Centre of Excellence;

• Advocate for the adoption of standard technology solutions and services, as appropriate, across the enterprise, as well as enforces the consistent implementation of functionality;

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Membership includes partnering Directors from all participating divisions:

·       Kevin Robinson, Business Solutions Services, Technology Services

·       Allan Foster, EWMS Project Director, Technology Services,

·       Monika Matel-Sousa, Service Manager, Technology Services

·       Jason Baker, Director Business & Tech Transform, Parks Forestry & Recreation

·       Richard Noehammer, Director of Customer & Technical Support, Toronto Water

·       Gregg Loane, Director of Business Performance, Transportation Services

·       Adam Gerrard, Director of Business Services, Solid Waste Management Services

ADD INFORMATION

Multi-Divisional Executive Steering Committee

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Membership includes partnering Managers from all participating divisions:

·       Monika Matel-Sousa, Technology Service, Service Manager

·       Bruce Chochinov, Manager Information Services

·       Simon Dimuantes, Manager Integrated Technology Systems

·       Faisal Shaheen, Manager Integrated Technology Management Water

·       Sylvia Do, Manager Transportation Business SupportADD INFORMATION

Special working groups maybe created and required to report back to the other governance teams. These groups may focus on the Enterprise Work Management Program, Enterprise Architecture Review Board, Enterprise Strategic Planning, Roadmap & Quarterly Work Plans, Maximo Compliance, Technical Development Standards, Business Process Optimization, Performance Measurement, Release Management & Centre of Excellence. Please note that Divisional SMEs will participate based on the subject at hand.

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·       Solid Waste Management Services Steering Committee

·       Parks, Forestry & Recreation Steering Committee

·       Transportation Services Steering Committee

·       Toronto Water Steering Committee

ADD INFORMATION

Each division establishes membership. Technology Services will have representation in this governance team to provide updates, address issues or provide consultation. Monika Matel-Sousa, Business Application Services Manager(s) and EWMS Supervisor Wajahat Ali will be these members. The division may decide to join steering committees with existing project committees within the divisions.  In cases such as these, the committee will set aside time to address sustainment and operational-related items as it relates to the technology platform. In this case, once all project related deliverables have been met, the focus will continue in ensure that sustainment activities are governed. 

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Sustainment Service Manager(s), Sustainment Service Supervisor & Team

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• Support implementation of Maximo 7. X and above as Enterprise Asset Management solutionstechnology appropriate versions

• Manage the development performance criteria and advise the steering committee regarding all development requirements

• Create and improve existing Maximo applications to enhance current operations

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• Recommend, develop and expand usage of under-utilized Maximo functions and ancillary software products which sustain daily operations

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Multi-Divisional Executive Steering Committee

·       Aligned with EWMS Program Cadence until the program ends.

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Separate meeting to address the following agenda topics:

• TMMS Slow Down & Decommissioning

• Enterprise Change Requests

• Enhancements

• Proof of Concepts

• Status of Capability Roadmap (from Program), which includes new features available

• Centre of Excellence Roadmap & Upcoming Activities

• IBM Maximo Technical Standards

• Information will be shared on:

  • Division Change Requests (not impacting Enterprise)

  • Quarterly Work Plan

  • Sprint notifications

  • Scheduled Upgrades

  • Sustainment Service Updates

  • Technology Health Check results

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At the following committee meeting, a presentation during the meeting will summarize work since it was last reported, including what the is bringing forward for discussion or approval, along with a written summary in advance of the meeting as an electronic agenda. Minutes will also be posted on the EWMS IBM Maximo Knowledgebase available to all members.

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The Committee is responsible for reviewing at least every two years, and more frequently, if deemed necessary (e.g., based on legislative changes or development in Governance best practices), the following Board and Board-approved organizational policies.

 Once the EWMS Program has been fully implemented and the Project Governance dissolves, the Sustainment Committee will continue to function and the purpose of the committee will be updated.

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