GC Enterprise Architecture/Board/When to come
What do I do first?
Step 1
Self-assess against the of your initiative against the "Criteria" in the Directive on Service and Digital to determine if the initiative should be presenting to the GC EARB.
Section 4.1.1 the departmental Chief Information Officer (CIO) is responsible for:
4.1.1.2 Submitting to the Government of Canada enterprise architecture review board proposals concerned with the design, development, installation and implementation of digital initiatives:
4.1.1.2.1 Where the department is willing to invest a minimum of the following amounts to address the problem or take advantage of the opportunity:
4.1.1.2.1.1 $2.5 million dollars for departments that do not have an approved Organizational Project Management Capacity Class or that have an approved Organizational Project Management Capacity Class of 1 according to the Directive on the Management of Projects and Programmes;
4.1.1.2.1.2$5 million dollars for departments that have an approved Organizational Project Management Capacity Class of 2;
4.1.1.2.1.3$10 million dollars for departments that have an approved Organizational Project Management Capacity Class of 3;
4.1.1.2.1.4$15 million dollars for the Department of National Defence;
4.1.1.2.1.5$25 million dollars for departments that have an approved Organizational Project Management Capacity Class of 4;
4.1.1.2.2That involve emerging technologies;
4.1.1.2.3That require an exception under this directive or other directives under the policy;
4.1.1.2.4That 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
4.1.1.2.5 As directed by the CIO of Canada.
If the investment meets at least one of the criteria above, the department must bring forward the proposal to GC EARB.
Step 2
a. If REQUIRED to come: Complete a draft of the GC EARB Presenter Template (French Presenter Template) and send the presentation to the TBS EA team (EA.AE@tbs-sct.gc.ca)
OR
b. If NOT REQUIRED to come: Provide rationale in an email then forward to:
the TBS EA team (EA.AE@tbs-sct.gc.ca)
Things to note
Ensure that all proposals submitted for review to GC EARB have first been assessed by your DARB (Departmental Architecture Review Board) where one has been established as described in the Directive on Service and Digital.
Section 4.1.1.1 The departmental Chief Information Officer (CIO) is responsible for: Chairing a departmental architecture review board that is mandated to review and approve the architecture of all departmental digital initiatives and ensure their alignment with enterprise architectures.
Ensure your departmental initiatives are evaluated against and align to the requirements set out as the Enterprise Architecture Framework
How do you go about getting on the agenda?
- Look at forward agenda and send a request to EA team to schedule a date
- Complete a draft of the GC EARB Presenter Template. (French Presenter Template). For items that are informational or follow-up reports on conditions or actions from previous presentations, and where there are no concerns to raise, can be considered as “consent agenda items.” The review agenda items are not allocated any presentation time at the meeting. Departments are requested to use the Condition Templates DRAFT English GC EARB Condition Template / DRAFT French GC EARB Condition Template to demonstrate compliance with conditions.
- Email the draft GC EARB presentation to the EA team (EA.AE@tbs-sct.gc.ca)
- GC Enterprise Architecture will contact you to review and conduct initial assessment.
Architectural Alignment
- The TBS EA team will use the details provided in the departmental GCEARB presentation to summarize the alignment to the EA Framework.
- A summary is prepared that summarizes the level of alignment across business, information, application, technology and security domain, areas of possible concern and finally recommendations for endorsement and any application conditions are noted.
- This EA summary is shared with the departmental contacts, the GC EARB Co-Chairs prior to the meeting and is presented as the summary slide by the TBS EA at the GC EARB presentation.
Meeting Logistics – How It Works
2-3 weeks ahead
- TBS EA shares your draft with the other subject matter experts (SMEs) from TBS Cyber, CCCS, SSC EA, etc...
- A meeting with the SMEs and department is setup for feedback and review
1 weeks ahead
- Monday (end of day): Draft English deck for the co-chair pre-brief is due
- Thursday: Co-chair pre-brief happens and any final feedback from them will be shared
Week of EARB
- Monday (end of day): FINAL presentation materials (both French and English) is due
- The Secretariat will extend the calendar invitations to the presenters (typically 1-2 people)
- Packages are prepared and distributed to GC EARB members for their review prior to the scheduled meeting.
Day of
- Documents for the meeting are posted on GCEARB GCconnex site.
Virtual
- Attend via Join Microsoft Teams Meeting link found in the meeting invite. Link also available on the GCconnex site
In Person
- Present yourself to the separate security TABLE and see the OCIO Secretariat Representative. (Note: It is recommended to arrive 15 minutes prior to the meeting)
- You will be signed in and provided a temporary security pass.
- Make your way to the identified meeting room.
- Once in the meeting room, please RETURN the temporary pass to OCIO representatives.
Post EARB Meeting
- A Record of Discussion (RoD) is prepared after the meeting to capture any highlights that the Board noted, as well as the decision of the Board with any conditions.
- Invite will be sent from the OCIO Secretariat for the Monday following the meeting for the presenters to review the draft RoD and contribute any edits
- The RoD may take several weeks to be officially published, but will be made available on the GCEARB GCconnex site.
- A decision letter is sent from the co-chairs to confirm the conditions and endorsement if applicable
- The RoD is brought to a future meeting to be approved by the members