The remit of the Committee under the following core, agenda-aligned headings is:

(a) Strategic development, planning, performance monitoring and resourcing: items for consideration and/or decision

• To screen specific project proposals in line with the Financial Regulations which are escalated to the IIB by programme boards (or equivalent) on the basis of exceeding programme board expenditure levels and/or due to the novelty, risk or other significance associated with the project
• To ensure that a robust, fully costed and value-centred business case exists for all projects, whether decision-making and monitoring resides with IIB or a programme boards, or equivalent, within the financial expenditure range and strategic and risk scope of the its work, including:

1. 1. The strategic purpose and return and wider benefits from the investment
   2. The totality of the cost implications associated with the space, including wider removal, installation and preparation of the space, digital requirements, and third party requirements and costs
   3. All legal, regulatory, banking, treasury and stakeholder matters are addressed

• To ensure that the initiation of individual projects factor in existing, current and proposed projects.

(b) Policy and regulatory matters

1. To approve changes to the Capital Procedures, with the exception of provisions which require UEB or Finance Committee approval (e.g., requirements which require an amendment to the Financial Regulations)
2. To set and agree suitable project management frameworks within which all projects are managed via a programme and project board model
3. To monitor systematically that the delivery of the complete portfolio of capital, enterprise and infrastructure projects are within the agreed scope, cost and timescale, and requesting or identifying recovery actions or mitigations where this is not the case
4. To set tolerance levels in terms of scope, contractual, timescale and cost changes within which projects can operate without seeking approval of the Programme Board, and approving variations to the projects which fall outside the tolerances, providing that these are within the total financial envelope agreed by UEB
5. To ensure that a process for assigning spend to revenue and capital accounting categories is documented.

Authority

Integrated Infrastructure Board (IIB) reports to University Executive Board (UEB).

IIB has budgetary control and decision-making authority as set down in these terms of reference and related policy and documentation, including the Scheme of Delegated Authority (SoDA).

Reporting to UEB

IIB reports key points arising from its meeting to UEB as follows:

• Frequently: Through summaries of the minutes of each of its meeting to the next UEB meeting
• Annually: An internal Annual Report on the Integrated Infrastructure Plan
• Periodically: The reporting of the University's strategic key performance indicators (KPIs)
• Ad hoc: Where urgent University-wide matters require direct escalation to UEB for decision or discussion and in particular the Integrated Infrastructure Plan.

The Group provides assurance via UEB to Finance Committee and onwards to University Council:

• Annually: The annual internal report on the Integrated Infrastructures Plan (for final approval by Council)
• Periodically: The reporting of the University's strategic key performance indicators (KPIs)
• Ad hoc: Reporting of any significant matters arising from the Integrated Infrastructure Plan which have been escalated from UEB to Finance Committee and for final approval by Council.

Reporting to the Board

IIB has the following core committees reporting into it:

• Digital Transformation Board (formerly Changing the Work Programme Board)
• DTEF Programme Board
• Estates Utilisation Group
• Modernising IT Infrastructure Programme Board
• Net Zero Programme Board (formerly the Decarbonisation Programme Board)

Beyond this, IIB is empowered to establish its own sub-groups and committees to reflect the requirements of University-level initiatives, promoting a task and finish approach where possible. The actions of the above Groups (or updates drawn from these in writing) should be presented to IIB on a timely basis.

The Committee’s membership comprises both ex officio members and those appointed by nomination as representatives of academic faculties.

Other membership considerations

Academic and Professional Support members are drawn from across the University and between them have sufficient experience to be able to speak to the matters discussed by the IIB from a range of levels and experiences.

In consultation with the Chair, members may authorise an appropriate colleague to represent them if they are unable to attend a meeting. Individual colleagues may be invited to attend in order to advise and inform on select items as and when the need arises.

Ex Officio

• Professor Ken Badcock, Deputy Vice-Chancellor and Provost (Chair)
• Nigel Alcock, Chief Financial and Operating Officer
• Tyrrell Basson, Director of Information Technology
• Vikki Goddard, Chief Academic Support Officer (CASO) (or nominee in her absence)
• Professor Kieran Gibson, Associate Pro-Vice-Chancellor for Integrated Infrastructure
• Professor Tracy Lightfoot, Pro-Vice-Chancellor for Learning, Teaching and Students (or nominee in her absence)
• Professor Matthias Ruth, Pro-Vice-Chancellor for Research (or nominee in his absence)
• Roger Ward, Director of Estates
• Three Faculty Deans (or in their absence their respective Director of Faculty Operations)
  • Professor Andy Dougill (Dean of the Faculty of Sciences)
  • Professor Duncan Petrie (Dean of the Faculty of Arts and Humanities)
  • Professor Karen Rowlingson (Dean of the Faculty of Social Sciences)

In attendance

• Rachel Barson, Director of Communications
• Adele Christie, Finance Manager - Capital and Estates
• Simon Donoghue, Director of Strategic Planning and Performance
• Gill Gibbins, Governance and Regulation Officer, (Secretary)

• In attendance on behalf of other members or attendees only when they are absent 
  • Tom Banham, Director of Student Academic Services (in the CASO's absence)
  • Joe Connor, Capital Planning Finance Business Partner (in the Finance Manager (Capital and Estates)’s absence)
  • Jamie Holliday, Finance Director (in the CFOO’s absence)
  • Professor Steve King, Associate Pro-Vice-Chancellor for Learning, Teaching and Students

Quorum

50% of members, or 50% rounded up where the number of members is odd.

Meeting frequency

IIB will meet a minimum of six times per year.

Meeting modes

Meetings to be held either in-person, online or via a hybrid format, subject to agreement by members.

Meeting dates 2024-25

The deadline for papers is always midday on the listed date.

Meeting dates 2025-26

The deadline for papers is always midday on the listed date.