IT Governance in Abu Dhabi Municipality - Case Study Example

IT Governance in Abu Dhabi Municipality My Name Course Instructor Institution City/State Date Introduction Abu Dhabi Municipality (ADM) is an organization that strives to provide suitable and sustainable high quality life for the city dwellers (ADM 2013, p.1). The organization strives to design customer-centric services to its esteemed customer services. Business areas of the areas of ADM include providing municipal roads and other infrastructure, customer services, community services as well as land and property management (Mihyar, Hayder, & Muhammad, 2007). However, the organization needs an effective Information System for the management of its routine operations. Initially, ADM had IT governance that was ineffective with decentralized form of governance where operations were rather based on departmental decision making. This paper therefore looks at the new ADM and its proposed IT governance and management structure. On the other hand, the organization uses membership governance structure where members of different branches of the municipality have equal organizational roles. This structure suits community based organizations like ADM that involves the community or city dwellers in their operations (ADMb 2013, p.20). Thus the governance the membership governance integrates programmers, project leaders and information system managers. In this case, ADM has a governance committee that represents the various sectors of the organization. Information system department structure: role, divisions, processes and governance A good information system structure for ADM is the separate departments that are under a central control (ADMb 2013, p.30). This is the centralized system of governance since ADM has various information centers that must report to its central department. In this structure, the board of directors organizes all functions in the organization. Just like in the ADM organization, the board of directors who are close to the central government bare the responsibility of organizing all activities at the municipality. Chief Executive Director (CEO) of this information system structure is answerable to the board of directors. However, he or she has the responsibility of planning and organizing activities within the organization under information system. The CEO is followed in the hierarchy by deputies or vice presidents of different departments. These deputies include vice presidents of production, finance, marketing, human resources and finally the chief information officer of the overall information system. All of the deputies or the vice presidents have different duties that include manufacturing and production, finance and accounting, sales and marketing, human relations or human resources and information services (ADMb 2013, p.30). This structure represents how separate departments functions under a central control. In this case it is suitable for an organization like Abu Dhabi Municipality that has many departments spread across the city. IT Governance at Abu Dhabi Municipality The information system management at ADM is based on a model that develops programs through IT membership and business membership (Nada & Andrew 2001, p.10). In this case, the IT team has to make decisions on areas like architecture, principles of internal IT, internal infrastructure of the Information system, business applications needs as well as investment needs. The information management steering groups and business membership makes sure develops IT steering committee to oversee operations of the organization. The committee that makes sure that any IS governance strategy meets uses applications that meet business needs. This committee thus specifies to the management the business needs of purchasing or internally developing Information technology applications. The IS governance structure of ADM also sets certain principles of IT architecture. This ensures that the management team organizes logic for data, applications and that the infrastructure must be captured in a set of policies as well as relationships (ADMb 2013, p.60). Such step strives to achieve technical standardization and integration of IT processes. In addition, this governance structure ensures that the IT infrastructure is centrally co-ordinated. The structure also allows for sharing of IT services thus providing the foundation for ADM IT capability (ADMb 2013, p.112). This model also includes the provision for a technological governance committee that focuses on IT-based structure of decision making and methodologies for planning, organizing and controlling activities related to information technology. The IT governance that the company uses specifies decisions, accountability framework and rights that encourages desirable behaviors with regard to the use of technology. Relation between the governance structure and IS structure All of the two governance structures are based on a centralized system where commands come from. Moreover, the IT governance at ADM is divided into different departments or areas of reporting where deputies or vice presidents report to the CEO who is also answerable to the board of directors (Nada & Andrew 2001, p.10). This is comparable to the centralized system of IS where a technical committee has to make decisions important areas like IT architecture, internal IT principles, infrastructure of the IS as well as the business applications. The governance of ADM takes membership structure where those involved in decision making must be members of the municipality. This implies that the governance is strictly membership oriented and does not involve external members. This is comparable to its Information Systems structure where the Technical committee is involved in IT decision making. The implementation of IT governance requires members with the much needed competency to handle technological operations (ADMb 2013, p.102). Besides, it has a top management committee that oversees and monitors the operations of all IT operations. This is comparable to membership of the municipality governance where the overall manager oversees all municipal activities carried out by the municipal workers or members. Both the information system structure and the governance structure require individuals with certain competencies so as engage in its business activities (Nada & Andrew 2001, p.1). For instance, the IS or IT governance compels applicants to have certain qualifications pertaining to information technology. This system or structure of governance makes sure that the organization only absorbs those who are qualified for such positions. This is comparable to the governance structure of ADM that has a clear remuneration system where new recruits are absorbed in accordance with their qualifications. If, for example, ADM adopts this approach of IT governance, it will be possible to have a combined or an integrated system of carrying out the organization’s staffing activities. On the other hand, the management can simply modify their governance structure to incorporate IT in job recruitments. This means that ADM will be able to look for highly qualified individuals through the internet system. How the IT governance structure suits the organization (ADM) This IS structure best fit the organization since it will aid the company to align its projects with information technology. This will be instrumental in incorporate all the business strategies with developments in the IT sector thus adding value to all operations of the business (ADMb 2013, p.80). Besides, incorporation of the information structure as a system of governance will enable the organization to make its decision based on factual data. The IS structure thus provides a system of data collection from different departments or areas that is necessary for reasonable decisions. This structure will make sure that decisions are made comprehensively under the watch of highly competent executives. . Most important is a proper channel of communication. The IS structure gives a clear and transparent channel of information flow, from the board of directors to subordinate staff. This implies that the IT governance committee must speak with one voice for effective implementation of information system structure. In addition, the IS system or the centralized system will provide room for training employees (Ananda 2002, p.501). Any governance structure that is adopted must make sure that it develops and trains the staff. The traditional systems of governance like the ones that ADM was using before created little room for employee development. The centralized IS system in this, creates room extra training of the employees through various IT experts that exist in the organization. For instance, the organization may arrange with the IT experts to train employees for about 20 minutes each day before they break for home. Training opportunities are basis for success of any governance structure that an organization adopts (Nada & Andrew 2001, p.10). Most importantly, the IS structure separates functions of different departments that are co-ordinated from the top management or central governance. Separation of duties is vital since it acts to avoid cross-boarder disputes where one department may be stretching its duties. A proper separation of duties is always stated clearly in an effective IS structure that defines the organization in a chart form which is availed to different departments or sections of the organization. Conclusion In summary, for ADM to deliver best services to its customers, it must adopt the new IT governance that is becoming popular in the modern world. However, the organization is already adopting the new governance structure that is poised to improve its service delivery. The organization through IS governance has different teams that strive to implement its IT strategies and they include project managers, operational team, support team, strategy and planning team and most important is the IT administrator. The IT team has a variety of decisions to make including business application needs, IT infrastructure implementation among others. The IS governance structure (membership) is almost the same to the overall governance strategy of the organization thus it is possible to integrate it to the management strategies of the organization hence it best suits the organization. References (ADMa, 2013). Department of Municipal Affairs-Municipality of Abu Dhabi City (ADM). Retrieved from https://www.abudhabi.ae/egovPoolPortal_WAR/appmanager/ADeGP/Citizen?_nfpb=true&_pageLabel=p_citizen_departments&lang=en&did=14790 (ADMb, 2013). Abu Dhabi Municipality, technology and planning division 2010-2014 its strategic plan, pp1-123. Ananda, M 2002, ‘The evolution of information systems: their impact on organizations and structures’, Management Decision, vol. 40, no. 5, pp.497-507. Kasim R & Mathews, N 2011, ‘Leadership and teams in business: a study of IT projects in the United Arab Emirates’, International Journal of Managing Projects in Business, vol. 4, no.1, pp.28 – 48. Mihyar, H, Hayder, A & Muhammad, S 2007, ‘Business process reengineering in UAE public sector: a town planning case study’, Business Process Management Journal, vol. 13, no. 3, pp.348 -378. Nada K. K & Andrew, K (2001), ‘IS/IT governance: need for an integrated model’, Corporate Governance, vol. 1, no. 4, pp.9-11. Read More