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OFFICE
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Architecture Governance - Purpose
Architecture Governance Definition (from TOGAF “The Open Group Architecture
Forum)
Architecture governance is the practice and orientation by which enterprise architectures and other
architectures are managed and controlled at an enterprise-wide level. It includes the following:
+ Implementing a system of controls over the creation and monitoring of all architectural components
and activities, to ensure the effective introduction, implementation, and evolution of architectures
within the organization
+ Implementing a system to ensure compliance with internal and external standards and regulatory
obligations
+ Establishing processes that support effective management of the above processes within agreed
parameters
+ Developing practices that ensure accountability to a clearly identified stakeholder community, both
inside and outside the organisation
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Architecture Governance - Features
The following are seen as the features of a successful governance process:
+ I Transparency - Decisions and advice should be clear and understood. Governance should be
conducted using clear and published assessment criteria.
+ Timeliness - The governance process should run to clear SLAs i.e. projects should be able to plan
the nominal time from submission to feedback
+ Enable the business - Decisions should clearly support POL business objectives
+ Provide specific feedback/ guidance - Outputs from review should be: Approved (no conditions),
Conditional Approval (with stated conditions), Rejected (with stated reasons)
+ Inform - Disseminate standards, policy, strategy to teams
+ Control - Assess and govern against Company/Enterprise policy and standards, with a view of
converging all decisions to a target (architecture).
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Architecture Governance - Ways of Working
In order to meet the criteria on the previous slide the following must be followed:
The governance bodies in this document are decision authorities, unless specifically tabled for
discussion (and time allows) artefacts and decisions must be FINAL versions presented approval only.
All meetings will be pre-scheduled, and artefacts must be submitted the appropriate length of time
before the next meeting to be allowed on the agenda.
Agenda, decisions log, and submitted artefacts will be centrally stored and accessible
Assessment criteria will be centrally stored and accessible
Disseminated documents will be centrally stored and accessible
Attendees to must prepare before the meeting, and must be enabled to provide a decision on behalf of
the unit they represent.
Decisions are FINAL, attendees should not subsequently revisit the discussions, unless the artefact is
being represented.
To enable clear understanding of which decisions are “architecturally significant”, and therefore must
be escalated to a higher level, a simple decision matrix will be provided.
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Post Office Executive Decision Making & Discussion Forums
AR
Architecture Governance Framework
Audit Risk & Compliance
General Executive
Ge
RCC: Risk Compliance Committee
IC: Investment Committee
QBR: Quarterly Business Review
TT Leadership team discussion & decision
Post Office Enterprise Architecture Group:
Weekly review, discussion & decision forum for
‘major technology architecture decisions. Output
er ey
Post Office IT Leadership Board:
forum; the route to PO Exec forums,
Post Office & Supplier Technology Strategy Foru!
Technology Quarterly technology strategy review with suppliers, and
StatagyForum I Fost Office CTO, Ops & Security Director, CIO, BU Ci0s,
Dir of Business Performance
from this forum feeds up to the ITLB
Post Office Technology Design Authority:
TDA is part of the EAG and is created for Programme's where the
volume of decision making requires more time than can be
supported by EAG, Other Development / Scrum Teams will come
directly to EAG
Management & Operational forums:
The forum for each IT area ensure that
architecture issues are raised and also
provide guidance inline with their operatin
standards a)
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Architecture Governance Forums
Technology
Strategy
Forum:
lo, BU Clos, T Ops & Secuty Director, TT Business
TT Leadership stratagle review of Key Architecture
sed by Enterprise Architecture Group
‘The Enterprise Architecture Group (EAG ) provides
a central point of governance prior to the proposed
solution entering the build phase. The EAG will
also approve any changes to the technical
standards and policies used within Post Office.
‘The Technical Design Authority (TDA) is a sub-
‘group of EAG and is formed for major programmes
‘of work. It is the working governance that
supports the development teams in the realisation
of the programme,
Where decisions are adjudicated as significant,
they will be passed up to the EAA for approval
Post Office & Supplier Technology Strategy forum
meets on a quarterly basis to share Post Office
‘Technical Strategy and direction,
nation Director, Finance Director,
HR Partner
Guests: On request
Group Chief Technology Officer, Enterprise Architects,
Domain Chief Technology Officer(s), Operations, Service
Management, IT Security, Supplier Technology Officers,
Solution Architects, Guests: On request
Domain Chief Technology Officer, Enterprise Architects,
Assigned Solutions Architects, IT Security, Operations,
Development, Business Analysts, Business Stakeholders
Post Office CIO's and CTO's, Enterprise Architects,
Security Architects, Supplier CTO's and Account Directors
Decisions
Approvals
Approval to Build
Approved Artefacts
Key Decision Log
Minutes
Guidance
Ratification of Low Level
Designs and Blueprints.
Design Decisions
Key Decision Log
Minutes
Guidance
‘Technology Strategy
shared and Feedback from
Suppliers
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Terms of Reference - EAG
Git Tecnwlgy Offer [ha] cro
Purpose: The Enterprise Architecture Group (EAG) i part of a revised Architecture
Governance structure for Post Office. It provides a central point of governance prior to the
proposed solution entering the build phase. The EAG will also approve any changes to the
technical standards and policies used within Post Offic.
‘The EAG will also review and approve all key architectural decisions whether they have
originated from the Technology Design Authority (TDA) set up for major programmes or
directly from a project.
The EAG wil:
‘+ Assure that all technology change aligns to Post Office's roadmap and strategy.
Lead and ensure that technology is planned for forward project demand.
Provide assurance of project solutions in line with architecture strategies and
technology roadmap.
Review and approve key architecture decisions ("KAD").
‘Assess new proposals for compliance to technology blueprints and standards.
‘Approve technology roadmap and strategy for endorsement by the IT Leadership
Board.
Ensure required progress is made against Post Office's technology roadmap.
Define technology standards and policies.
Define and maintain compliance checklist against which architecture review
certificates will be issued.
7
Mandatory Attendees
+ Enterprise Architects, Domain Chief Technology Officers,
Operations, Service Management, Security
Optional Attendees
+ Solution Architects, Supplier Technology Officers
+ Guests: On request
Logistics
‘+ Meetings to be held in Post office HQ (20 Finsbury Dials,
London EC2Y 9AQ) with conference facilities available
‘The Enterprise Architecture Group is a decision-making
authority, unless specifically tabled for discussion artefacts
and decisions must be final versions presented for approval
All meetings will be pre-scheduled, artefacts must be
submitted 3 days before the meeting to be allowed on the
agenda.
+ Agenda, Minutes, Decisions Logs, and all other artefacts will
be stored and accessible on the Architecture SharePoint site
Disseminated documents will be centrally stored and
accessible on the Architecture SharePoint site
‘Attendees must prepare before the meeting, and my
enabled to provide a decision on behalf of their a
Decisions are final, attendees should not subsequel
the discussions, unless the artefact is being represent
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zi
3
4
5
6
7
No I Output Recipient
1
Terms of Reference - EAG
TT Strategy Documents TT Leadership Board (ITLB), Chief Technology Officers and Enterprise Architects
Technology Roadmaps CChief Technology Officers, Enterprise Architects and Suppliers
Enterprise Technology Selection and Technology Standards ___Chief Technology Officers, Enterprise Architects and Suppliers
Technology / Product Decisions CChief Technology Officers, Enterprise Architects, Solution Architects and Suppliers
Project Architectural Artefacts Solution Architects and Suppliers
Escalation Technical Design Authority, Solutions Architects and Project Managers
(Cross Platform Impacts ‘Technical Design Authority, Solutions Architects and Project Managers:
Key Decisions - recorded in central Enterprise Architecture Group Attendees and Project / Programme requesting approval. ITLB for
Decision Log. high profile / high impact decisions.
Minutes Enterprise Architecture Group Attendees and Project / Programme requesting approval
‘Approved Artefacts Enterprise Architecture Group Attendees and Project / Programme requesting approval
Approval to Build Project / Programme requesting approval
Guidance to Technology Design Technology Design Authority (TDA)
Authority (TDA)
Escalations TT Leadership Board (ITLB), Chief Technology Officers
8 All documents will be stored on the Architecture SharePoint site which can be found via the link - Architecture Governance
Decision
Approval
Action
Decision
Decision
Guidance
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Terms of Reference - TDA
DonancTo [oar] oonancro
Purpose: A Technical Design Authority (TDA) will be formed for each major programme of
work if the Enterprise Architecture Group (EAG) determines it would be beneficial.
‘The TDA is a working governance group that supports the development teams with the
day to day decisions, and ratification of design decisions. Where decisions are adjudicated
4s significant, they will be passed up to the EAG for approval after being assessed by the
TDA.
The TAD will
‘+ Assure that all technology change aligns to Post Office's roadmap and strategy.
+ Provide assurance of project solutions in line with architecture strategies and
technology roadmap.
Review and approve key architecture decisions ("KAD").
Record all Key Architectural Decisions in the central Log
Mandatory Attendees
+ Enterprise Architects, Domain Chief Technology Officer,
Operations, Service Management, Security
Optional Attendees
+ Solution Architects, Supplier Technology Officers
+ Guests: On request
Logistics
‘+ Meetings to be held in Post office HQ (20 Finsbury Dials,
London EC2Y 9AQ) with conference facilities available
The TAD is a decision-making authority, unless specifically
tabled for discussion artefacts and decisions must be final
versions presented for approval.
All meetings will be pre-scheduled, artefacts must be
submitted 3 days before the meeting to be allowed on the
agenda.
Agenda, Minutes, Decisions Logs, and all other artefacts will
be stored and accessible on the Architecture SharePoint site
Disseminated documents will be centrally stored and
accessible on the Architecture SharePoint site
‘Attendees must prepare before the meeting, and my
enabled to provide a decision on behalf of their a
Decisions are final, attendees should not subsequel
the discussions, unless the artefact is being represent
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Terms of Reference - TDA
a
1 TT Strategy Documents TT Leadership Board (ITLB), Chief Technology Officers and Enterprise Architects
2 ‘Technology Roadmaps Chief Technology Officers, Enterprise Architects and Suppliers:
3 _ Enterprise Technology Selection and Technology Standards: Chief Technology Officers, Enterprise Architects and Suppliers
al [kaya Daca hie Technology Oficers, Enters cites, Soliton Arcitects and Suppers
5 Project Architectural Artefacts: ‘Solution Architects and Suppliers
© Eecltons Solitons Architect and Proect Managers
7 roe Paton tnpacs Solitons Architect and Proec Managers
7 LE ne En
Seestontog Tis orhgh profie/ igh inpoc cecors. Poorest
2 Vinites Ti een ee
3 Approved Artefacts TDA Attendees, Head of Solutions Architecture and Project / Programme requesting approval Decision
4 Aoproval to Build Proect/ Programme requesting approval Detiston
= casio Ear Acne Gi ation
10 All documents will be stored on the Architecture SharePoint site which can be found via the link - Architecture Governance
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Terms of Reference -Technology Strategy Forum
ar_I Chief Technology Officer Chief Technology
Officer
Quarterly 3hours
Purpose: Quarterly technology strategy review with suppliers, and Post Office CTO, Ops &
Security Director, CIO, BU ClOs, Dir of Business Performance
‘The Technology Strategy Forum will
Communicate the Post Office technology roadmap and strategy
Provide opportunity for Suppliers to share how they can support the strategy
Allow suppliers to share their technology opportunities that could enhance POL
strategy
Mandatory Attendees
+ Chief Technology Officer, Domain CTO's, Enterprise
Architects, Security Architects, Supplier Technology Officers
and Account Directors.
Optional Attendees
+ Solution Architects, Guests: On request
Logistics
Meetings to be held in Post office HQ (20 Finsbury Dials,
London EC2Y 9AQ) with conference facilities available
All meetings will be pre-scheduled.
Agenda, Minutes, and all other artefacts will be stored and
accessible on the Architecture SharePoint site
Disseminated documents will be centrally stored and
accessible on the Architecture SharePoint site
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Terms of Reference -Technology Strategy Forum
1 T?Strategy Presentations TT Leadership Board (ITLB), Chief Technology Officers and Enterprise Architects
2 Technology Roadmaps Presentations CChief Technology Officers, Enterprise Architects
3 Technology Standards Presentations Chief Technology Officers, Enterprise Architects
4 Supplier Technology Opportunities Suppliers CTO
[vo Joutput I Recipient Nive
1 Informed Suppliers ‘Supplier Technology Officers and Account Directors. Information
2 Supplier Technology Opportunities Chief Technology Officers, Enterprise Architects Information
ta @
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Architecture Reporting
Enterprise Architecture Group - Governance
Enterprise Architecture Group
cer D. Lee oe
Olu on Archite: § Moi alee sort
slution Architectu -verall ‘game! [nimi
Us nasil
Solution Architecturo,
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IT Architecture Governance & Reporting Deliverables
ToR for all
forums owned
by IT
Architecture
TT Architecture
Charter
EAG and TDA
Metrics
Architecture
Monthly Report
IT Landscape
Document
14
EAG, TDA and Technology Strategy
Forum
Document describing our Vision,
Mission and Goals
Metrics derived from Key Decision
Logs
Report derived from Solution
Architects working on Projects
Document describing the current and
future IT Architecture Landscape
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IT Architecture Artefacts
All the IT Standards, Policies and other Artefacts can be found on the
Architecture SharePoint site via the link - Architecture Artefacts