GC Enterprise Architecture/Board/Board Details
Terms of Reference
Background
On March 23, 2017, the CIO GC established the Government of Canada Enterprise Architecture Review Board (GC EARB) “to further the “whole of government as one enterprise” vision. It is integrated into the larger GC governance structure and looks at alignment of initiatives, system and solution gaps and overlaps, development of new digital capabilities and innovation opportunities, setting technology standards and providing IM-IT investment direction”.
Effective Date
The Government of Canada Enterprise Architecture Review Board was established on March 23, 2017. These updated terms of reference were approved by GC EARB on March 1, 2019.
Mandate
The Policy on the Management of Information Technology assigns responsibility to the Chief Information Officer of Canada to establish an implement an enterprise architecture review board that is mandated to define current and target architecture standards for the Government of Canada, and review departmental plans to ensure alignment.
Responsibilities
GC EARB will:
- Prescribe and recommend approval by the GC CIO government-wide architecture expectations;
- Define current and promote target architecture standards for the Government of Canada; and
- Review departmental plans to ensure alignment to those architecture expectations and standards.
The Directive on the Management of Information Technology requires the GC EARB to review proposals concerned with the design, development, installation and implementation of digital services or solutions, information systems, and applications (“digital initiatives”):
- where a department is willing to invest a minimum of the following amounts in order to address the problem or take advantage of the opportunity:
- $2.5 million dollars for departments without an approved Organizational Project Management Capacity Class or with an approved Organizational Project Management Capacity Class of 1;
- $5 million dollars for departments with an approved Organizational Project Management Capacity Class of 2;
- $10 million dollars for departments with an approved Organizational Project Management Capacity Class of 3;
- $15 million dollars for the Department of National Defence;
- $25 million dollars for departments with an approved Organizational Project Management Capacity Class of 4;
- That involve emerging technologies;
- That require an exception to any applicable Directive or Standard under the Policy on the Management of Information Technology;
- That are categorized at the protected B level or below using a deployment model other than public cloud for application hosting (including infrastructure), application deployment, or application development; or,
- As directed by the Chief Information Officer of Canada.
If the investment meets at least one of the criteria above, the department must bring forward the proposal to GC EARB.
Operation
GC EARB meets bi-weekly. As required and at the discretion of the Board’s Co-Chairs, special meetings may be called. Quorum must be met for when there are items requiring a decision. Quorum is defined as at least half of the members or their delegate being present. Should quorum not be met, items for decision will be deferred to the next meeting.
Secretariat support is provided by Committee Secretariat, Office of the Chief Information Officer, Treasury Board of Canada Secretariat.
Working groups and other supporting governance may be created, as necessary and at the direction of the Co-Chairs.
Presentation Requirements
The purpose of the GC EARB engagement must be clear (information, endorsement or exemption).
- Departments are encouraged to use the presentation template to ensure consistent provision of content to enable formal architectural assessment.
- Departments are encouraged to use the presentation template to ensure consistent provision of content to enable formal architectural assessment according to the requirements set out in Appendix C (Mandatory Procedures for Enterprise Architecture Assessment) of the Directive on the Management of IT.
- Departments are expected to submit their finalized materials in both official languages to the Office of the Chief Information Officer, Treasury Board of Canada Secretariat (TBS OCIO) no later than one week prior to the planned meeting date. Late materials may result in deferral of the presentation.
- Items that are considered low risk and/or where there are no concerns to raise can be considered as “consent agenda items”. The consent agenda items are not allocated any presentation time however if no concerns are raised at the meeting, the items are considered endorsed.
Membership
The GC EARB is co-chaired by:
- Marc Brouillard, Chief Technology Officer for the GC, Treasury Board of Canada Secretariat; and
- Luc Gagnon, Chief Technology Officer, Shared Services Canada
Membership is at the Assistant Deputy Minister level and is determined by the Co-Chairs. The membership will be updated on an annual basis, or as required. All proposed changes to the membership must be submitted to the OCIO Committee Secretariat, who will seek the approval of the Co-Chairs.
Members may appoint one delegate who is at the Director General level or above that will serve as an alternate member and be empowered to participate in discussions on their behalf. No other substitutes or delegates will be accepted.
Members are required to commit to a one year term and are expected to attend the majority of meetings. In the event that a member is absent from 6 or more meetings throughout their term, their membership to the EARB may be revoked by the Co-Chairs. The identified alternate may replace a member only when the member advises OCIO Secretariat 24 hours prior to the scheduled meeting date.
