Institutional structure The
The institutional structure is an important part of the provision of
any private or public service, and to maintain and develop its work accurately in
a continuous way.
The institutional structure of Saudi Arabia and its government
departments in general and King Faisal University in particular has been taken
care of. Based on the directions of the Deanship of Information Technology at
King Faisal University for the management, maintenance, contracting and
follow-up of the projects emanating from it according to approved international
methodologies and ensuring its success, the Office of Institutional Structure
was established in the Deanship of Information Technology at King Faisal
This document aims to identify the institutional and methodological
evidence used by the university as well as the definition of the institutional
structure office and to clarify the procedures used in the management of the
institutional structure of the university.
: The Definition of institutional evidence:2
According to the e-government program, the institutional structure can
be defined in a simplified manner as follows :
The institutional structure is the practices and controls that apply
the vision and strategy of the government by making the necessary changes to
align the business objectives and actions of the entity with the information
technology (applications, data, and technology infrastructure) used to achieve
framework of cooperation with the e-transactions program, "Yesr",
King Faisal University has implemented the transformation plan to document the
institutional structure of business, applications, data and technology as a
first step in the continuous development and updating of the institutional
evidence of the university.
King Faisal University aims to achieve
a high level of maturity in all aspects of the institutional structure.
special office for the institutional structure, whose functions are to be
defined later, was established.
Methodology of institutional structure at the university:3
As part of the development of its technological and technical staff,
King Faisal University through training or polarization has developed the
capabilities of the Institutional Evidence Team on a global methodology in the
development of institutional structure.
In this context, King Faisal University trained the team on the TOGAF
methodology of the institutional structure. The team also reviewed the NORRA
(National Overall Reference Architecture) methodology. The NORA methodology was
adopted as the framework of the institutional structure at King Faisal
: The electronic
trading program is facilitated by NORA as follows
The development of YESOR is part of the program's efforts in line with
the objectives of Vision 2030 for the government sector. The methodology works
to assist government agencies in developing the institutional structure in a
convenient manner and in stages and steps to ensure good governance in
implementation and compatibility with the governmental work.
aim is to adopt the National Institutional Structure (NORA) methodology.
. Determining the scope and requirements of the institutional structure
in government agencies *
. Helping government agencies to implement the institutional structure
smoothly and efficiently*
Ensure the efficiency and quality of the institutional structure and
its outputs in the government body through consistent processes and
To align the direction and objectives of the institutional structure of
the government with the national institutional structure and national
operational plans to support the government's approach towards digital
transformation more comprehensively.
- Facilitate the use of the institutional structure and
enhance awareness and capacity building in government agencies.
: The NORRA methodology is characterized by
the following methodologies
- It was built as a guide to building and developing the institutional
structure to suit the needs and aspirations of government agencies.
All phases of the institutional structure lifecycle were
described in detail with examples and illustrative examples of outputs at all
stages to help government agencies for better understanding..
balanced approach to building an institutional structure that focuses on both
actions and building the required outputs.
and customizable to suit different requirements and needs of government
Institutional Infrastructure Office:
4.1 Definition of the Office of
The Office of Institutional Architecture is
a basic structure within the Deanship of Information Technology, although it is
under the direct supervision of the Deanship of Information Technology.
However, this Office is in direct and continuous contact with the various
providers of services related to the work of the University. The Institutional
Infrastructure Department manages all institutional evidence work within King Faisal
University, particularly those related to aligning the strategic directions of
the University with the projects being launched and implemented.
2 :The Functions of the
Office of Institutional Infrastructure:
Office of Institutional Architecture will do the following:
Documenting and automating the
institutional structure and managing the institutional structure system.-
Review and update the institutional structure whenever the
- Corporate governance and continuous modernization of the
institutional structure and alignment of IT projects with strategic direction.
Coordination with the Office of Project Management in all
matters related to the implementation of IT projects.-
- Setting the structure and policies of the Office of Institutional
-Training and awareness of all aspects of the institutional
Definition of the institutional principles of King Faisal
University (Architecture principals).-
- Select and customize the framework of the institutional
structure according to the needs of the university (Tailor Architecture
- Determining the general structure of the institutional
structure and the content framework (EA Metamodel and Content Framework)
Determination of Implement Architecture tools.-
- Identifying the vision of the organizational structure
(Architecture Vision), and contains elements of vision and principles of
business structure, applications, data, and technology.
Determining the current status of the institutional
structure (Baseline Architecture).-
- Determining the desired status of the Enterprise
Architecture in line with best practices including application integration to
be Service Oriented:
desired state of business structure.
desired state of application architecture.
desired state of the data structure.
desired state of technology structure.
Analysis of the gap between the current and future status
of the institutional structure and the definition of projects and initiatives
required to be implemented and the writing of specifications and specifications.
Setting the priorities and sequence of implementation to
move from the current situation to the future situation.
of the requirements of the institutional structure.
of the Office of the Institutional infrastructure: 4:The
The PMO is composed of a
Office Manager: Responsible for the leadership and management of the activities
of the Office and to ensure that its units complete their work in accordance
with the agreed upon program of work. His duties include:
the work of the Office of Institutional Infrastructure.
the preparation and implementation of
the Office's work plan.
of the operation of the Office of Institutional Infrastructure.
- Be sure that projects are aligned with the objectives
of the Strategic Plan.
- Follow-up of project implementation with the PMO.
the communication relationship between the office and the various university
Consultant Team/ Advisory
consultation and documentation on the institutional structure.
and review of various university projects and their impact on the institutional
procedures for managing the institutional structure and introducing it to
various university bodies.
a road map to improve the level of maturity and development of the university's
to raise flexibility and response to change, in line with best practices and
to find an effective mechanism to alert management in a timely manner on issues
and matters that require critical intervention, and offer possible steps for the
resolution and corrective action.
are: Application consultant: Some of his duties
provide advice on applications that the university intends to have.
provide consultation on the interconnection of systems.
provide advice on the techniques and frameworks used in KFU.
To provide support for applications and
systems, share information and follow up progress.
on application architecture
: Infrastructure and Networks
of consultancy on the infrastructure and
networks that the university intends to provide.
To provide advice on existing infrastructure
provide advice on the technologies and frameworks used in the field of
infrastructure and networks.
infrastructure and networks, share information and track progress.
Data Structure: From his duties
consultancy in the field of data demonstration related to enterprise
advice on data structure.
advice on the techniques and frameworks used in data structure.
Infrastructure: Procedures for managing institutional :4.4.
institutional governance at all levels, the procedures for managing the
institutional structure have been defined to ensure that the work is not
repeated and documented as well.
aim of these procedures is to ensure that all changes to the institutional
structure are documented from the business structure to all other stages.
of Managing the work infrastructure :
We mean all business services provided by
different departments of the university to its employees through electronic
services, systems or applications in order to serve the last user whether a
student, employee or faculty member.
as to get the approval on any amendments
to the business structure, whether internally through the development teams of
the university or through the introduction of external projects, these
amendments must be made through the eCommerce Committee of the university,
which in turn transfers them to the Office of Institutional Infrastructure,
which conducts a comprehensive study of requests for amendment and submit
recommendations to the Commission on Electronic Transactions.
manage the business structure in a better way, follow the following procedures: 1.The Office of Institutional Structure shall
prepare at least monthly reports on the state of business evidence and
development of the University. These reports shall be presented to the e-commerce
Committee and shall indicate their conformity with the strategic direction of
The Institutional Infrastructure Office shall document at least all
institutional on paper at least according to the institutional amendments,
3.In the case of requests for an amendment to the business
structure, these requests shall be referred to the eCommerce Committee, which
shall refer them to the Office of Institutional Structure for study and opinion.
The Office of Institutional Infrastructure shall examine the requests for
amendment and prepare a detailed report on the impact of requests for changes
and to clarify how best to complete the applications as compared to the
University's Strategic Plan and Institutional Vision.
5.The report shall be
submitted to the e-transactions committee which decides to develop or reject
Procedures of the Applications of the Architecture Management
The Office of Institutional Architecture
should document the application architecture, either on paper or through the
institutional infrastructure. In case there are approved modification requests, the
architecture applications should be updated as follows:
1,Review the progress reports of internal or
external projects and completion reports.
2.According to the progress and receipt of
project outputs, the application structure is updated.
Within the framework of corporate governance, coordination with the PMO should
be undertaken and the Office of Institutional Structure should be included
among the main stakeholders of all internal or external projects.
All outputs and their
documentation will be delivered from the User Manual and the Systems Management
Manual to the Office of Institutional Infrastructure.
After the test and the
completion of the projects, the Office of Institutional Infrastructure updates
the application evidence to the institutional or paperwork system at least.
Data Structure Management Procedures:4,4,3
Office of Institutional Infrastructure should document the data structure,
whether on paper or through the institutional structure. If there are approved
modification requests, the data structure should be updated as follows:
progress reports of internal or external projects and completion reports should
to the progress and receipt of project outputs, the data structure is updated.
3. Within the framework of corporate governance, coordination
with the PMO should be undertaken and the Office of Institutional Structure
should be included among the main stakeholders of all internal or external
projects, internal or
All outputs and their documentation will be delivered from the User Manual and
the Systems Management Manual to the Office of Institutional Infrastructure.
.After the test and the completion of projects, the Office of Institutional
Infrastructure updates the data evidence on the institutional or paperwork
system at least.
. Technical Structure Management Procedures:4. 4. 4
Office of Institutional Infrastructure must document the structure of the
technology, whether on paper or through the institutional structure system, and
if there are requests for an approved amendment.
architecture, we mean all servers, applications, data, relationships, and
technical structure of the technique is updated as follows :
Review the progress reports of internal or external projects and completion
According to the progress and receipt of project outputs, the technical
structure is updated.
Within the framework of corporate governance, coordination with the PMO as well
as the Networks Section should be carried out with the Deanship of Information
Technology and the inclusion of the Office of Institutional Structure among the
main stakeholders of all projects, internal or external.
After the test and the completion of the projects, the Institutional
Infrastructure Office updates the technical evidence to the institutional or
paperwork system at least.