Governance

Ideal structure

Roles and responsibilities

DVCR

• Responsible for the Steering Committee
• Sets terms of reference
• Provides direction and guidance
• Sets priorities
• Sets funding level
• Sets timeline
• Sets deliverables
• Appoints chair person
• Provides resources
• Promotes the project work to VC colleagues and subordinates

Steering Committee or Project Board

• Provides reports, advice and feedback to DVCR and other senior members of the university
• Owns terms of reference
• Monitors expenditure of funds
• Reviews management of project risk
• Ensures reports are regularly submitted to higher bodies and DVCR
• Offer professional advice and support
• Promotes the project work to colleagues and subordinates
• Recruits subordinates to assist project work
• Supports Project Manager
• Provides resources
• Provides support
• Provides feedback
• Provides guidance, direction and assistance  [including direction on how to respond to events or constraints that are outside the control of the project]
• Reviews project progress
• Reviews each completed phase and approves progress to the next phase

Key behaviours

Generally, the committee or board manage by exception Ensures that all members of the board are given equal opportunity to participate in board level decision making processes and feedback from all members is actively solicited Project Board members do not regularly delegate attendance at meetings

Steering committee/Project board roles

Chair / Executive

The Chair ultimately is responsible for the project, supported by the other board members.They ensure that the project is focused on achieving its objectives and delivering deliverables and outcomes that will achieve the projected benefits. The Project Chair will...


• Be the decision maker with overall authority for implementing the Project Plan

• Ensure that there is a coherent project organisational structure and a logical set of plans to deliver the project deliverables

• Ensure that risks are being tracked and mitigated as effectively as possible

Other members

Represent the interests of their departments to all researchers who will be involved in the project.

Have authority to resolve project requirements and priority conflicts

Ensure that appropriate quality control procedures are used to ensure the project meets ANDS and the universities own requirements

Project Manager

• Responsible to the Steering Committee 

• Promotes the project work to colleagues and subordinates 

• Responsible for day to day work of the project 

• Works with colleagues to deliver project outputs

COMMUNICATIONS

With any ANDS Seeding the Commons project it is really important to promote and communicate it's impact to the whole institution.The primary audience is researchers and also participants: readers, users, supporters or workers.

Project Blogs

Blogs are great ways to inform and communicate in a more casual way as would say a Facebook page. Choice will be part observing policy rules and part personal preference. You and or someone connected with the project can advise and assist if you are unsure.

Pros 

You can push information out and readers can respond with comments and questions 

Cons 

You have to be disciplined, write regular updates and respond quickly to readers and comments

Project Websites

These are great when the project is part of a major exercise to develop and promote Data Management across an entire university with full support from the DVCR etc. 

Many ANDS Seeding the Commons projects at other universities have examples that you can draw ideas and inspiration from. 

ANDS has a growing list available, click any of the links in the column: Data Management Tools

Pros

You can offer comprehensive information as it becomes available.

Cons

Time and expertise required to create and maintain

In summary

Start small with a blog/Facebook page and later establish a website