Institutional structure The

 

.  Introduction:1

     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 University.

     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 this vision.   

     Within the 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.

A 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 University.

   : 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.

The 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 recommendations.

         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..

A balanced approach to building an institutional structure that focuses on both actions and building the required outputs.

Flexible and customizable to suit different requirements and needs of government agencies

 4.The Institutional Infrastructure Office:

4.1 Definition of the Office of Institutional Structure:

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:

The 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 need arises.-

- 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 Structure

-Training and awareness of all aspects of the institutional structure

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 framework).

- Determining the general structure of the institutional structure and the content framework (EA Metamodel and Content Framework)

Determination of Implement Architecture tools.-

-Capability Assessment

- 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:

The desired state of business structure.

The desired state of application architecture.

The desired state of the data structure.

The 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.

Specification of the requirements of the institutional structure.

Structure of the Office of the Institutional infrastructure:  4:The

 The PMO is composed of a team including::

The 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:

Coordinating the work of the Office of Institutional Infrastructure.

Supervising  the preparation and implementation of the Office's work plan.

Supervision 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.

.Enhancing the communication relationship between the office and the various university bodies.

The Consultant Team/ Advisory Group:

Provide consultation and documentation on the institutional structure.

Follow-up and review of various university projects and their impact on the institutional structure.

Establishing procedures for managing the institutional structure and introducing it to various university bodies.

Develop a road map to improve the level of maturity and development of the university's institutional indicators.

Work to raise flexibility and response to change, in line with best practices and global standards.

Work 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

To provide advice on applications that the university intends to have.

To provide consultation on the interconnection of systems.

To provide advice on the techniques and frameworks used in KFU.

 To provide support for applications and systems, share information and follow up progress.

Reporting on application architecture

: Infrastructure and Networks Consultant

Provision of  consultancy on the infrastructure and networks that the university intends to provide.

 To provide advice on existing infrastructure and networks.

To provide advice on the technologies and frameworks used in the field of infrastructure and networks.

Support infrastructure and networks, share information and track progress.

Consultant Data Structure: From his duties

Provide consultancy in the field of data demonstration related to enterprise applications

Provide advice on data structure.

Provide advice on the techniques and frameworks used in data structure.

Infrastructure: Procedures for managing institutional  :4.4.

For 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.

The aim of these procedures is to ensure that all changes to the institutional structure are documented from the business structure to all other stages.

4,4,1: Procedures 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.

So 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.

To 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 University.

2. The Institutional Infrastructure Office shall document at least all institutional on paper at least according to the institutional amendments, where available.

. 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.

4. 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 the amendments.

: 4.4.2  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.

. 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.

. 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

The 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:

1, progress reports of internal or external projects and completion reports should be read.

2.According 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 external.

4. All outputs and their documentation will be delivered from the User Manual and the Systems Management Manual to the Office of Institutional Infrastructure.

5 .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

The 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.

By architecture, we mean all servers, applications, data, relationships, and interconnection between them.

The technical structure of the technique is 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 technical structure is updated.

3. 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.

4. All outputs and their documentation will be delivered from the User Manual and the Systems Management Manual to the Office of Institutional Infrastructure.

5. 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.