2. Guiding principles

The following principles guide how the e-GIF is to be developed in the future, and define how agencies are expected to respond to it.

2.1. Purpose

The purpose of the e-GIF is to create a common basis across government for the cost-effective delivery of e-government to the public and business, and between government agencies. The design and content of e-GIF is driven by the need to enable inter-agency electronic business arrangements. Its primary value results from its application by agencies as part of their e-government efforts.

2.2. Adoption of the e-GIF by agencies

Cabinet has made use of the e-GIF mandatory for all Public Service departments, the New Zealand Police, the New Zealand Defence Force, the Parliamentary Counsel Office, the Parliamentary Service, the Office of the Clerk, the New Zealand Security Intelligence Service, and the Government Communications Security Bureau from 1 July 2002.

It has directed that these agencies will adopt the e-GIF on the following basis:

2.2.1. Application of e-GIF

• Current information systems, software applications, or electronic data/information resources do not need to immediately comply with the NZ e-GIF.
• Any new information system, software application, or electronic data/information resource (or current instances of these being redeveloped or replaced); or systems for interfacing with the same; must comply with the e-GIF except in instances where:
• it is certain that interoperability will never be a requirement; or
• the current version of the e-GIF does not, and could not, include policies, standards or guidelines concerning the technologies the agency needs (not wants) to employ; or
• an alternative approach to achieving interoperability (e.g. EDI) is justified.

2.2.2. Exemptions from e-GIF

• Where an agency believes there are grounds for exemption from the e-GIF, it must:
• conclusively demonstrate, to the satisfaction of the e-GIF Steward where the current version of the e-GIF cannot meet requirements, or why an alternative approach to achieving interoperability is justified; and
• where sensible, contribute to the updating of the e-GIF.
• Where an exemption is approved it will only apply to a specific information system, software application, data/information resource or business process; not the entirety of an agency's information and technology environment and/or business processes.

2.2.3. Special provisions

• Specialist systems employed by, or sponsored by, the security and intelligence agencies are automatically exempted where compliance with the e-GIF is inappropriate.

The benefits of the e-GIF are not specific to the Public Service, or central government. Cabinet has encouraged organisations in the wider State sector to adopt the e-GIF, and invited local authorities to also adopt it.

The e-GIF is open to use by non-government organisations, the business community, and the public. It is also open to use by other jurisdictions.

2.3. Alignment with international environment

The e-GIF provides a framework that facilitates business solutions between agencies at a national level. It must also contribute to this across national borders. To meet this objective, design and maintenance of the e-GIF will ensure that it provides government agencies with a supportive framework that is aligned with the international environment of interoperability policies, standards, and guidelines.

The e-GIF is based on the use of internationally accepted standards. Bespoke policies, standards, and guidelines (i.e. those written by the NZ Government) will only be developed where deemed strictly necessary. Wherever feasible and relevant the e-GIF:

• utilise existing information and technology policies, standards and guidelines [Seeglossary] that are proving useful in the New Zealand public sector;
• mirror established and open international standards for interoperability (where relevant to NZ); and
• draw upon the Interoperability Frameworks developed in other jurisdictions [e.g. The UK Government's E-government Interoperability Framework (UK e-GIF)].

2.4. Governance of the e-GIF

2.4.1. Governance principles

The e-GIF is an important public asset. The value of the asset must be maximised and maintained across time. A key to this is the governance arrangements that surround the e-GIF. The design of these arrangements reflects the following principles:

• the principles of stewardship and custodianship developed as part of the Policy Framework for Government-held Information [CAB (98) M 22/27 refers];
• clarity of roles, responsibilities and accountabilities; and transparency of decision-making processes, is essential;
• a clear chain of accountability flowing from a Cabinet Minister with appropriate portfolio responsibilities is required;
• consistency of e-GIF governance with public sector legal arrangements is required;
• balancing of the collective interest of government in the e-GIF with the interests of individual agencies and their stakeholders must be a priority. Where this is not possible, the collective interest should be given the greater priority;
• e-GIF maintenance, development and implementation processes should be inclusive and as consensual as practicable; and
• agencies that are required to adopt the e-GIF must be provided with the opportunity to participate in governance of the e-GIF; and must have access to a process for raising valid concerns over decisions made by the Steward or Management Committee.

Governance arrangements must also:

• be supported with adequate organisational resources and capabilities;
• account for the complexity of e-government stakeholder and operating environments;
• ensure ongoing alignment of the e-GIF with the e-government strategy and the Review of the Centre (especially the work stream focussed on integrated electronic service delivery);
• build confidence in, and commitment to, the e-GIF from all its stakeholders; and
• with regard to day-to-day operation of the e-GIF, show a close fit with the responsibilities and capabilities of the organisation(s) involved.

2.4.2. Interim governance arrangements

Based on the above, Cabinet has approved the following as interim governance arrangements for the e-GIF:

• the State Services Commissioner is the Steward of the e-GIF, having accountability (and corresponding decision-making authority) for its ongoing development and management;
• the State Services Commissioner may convene, at his discretion, an e-GIF Management Committee to act on his behalf in overseeing the ongoing development and management of the e-GIF;
• membership of the e-GIF Management Committee may be drawn from the senior ranks of agencies adopting the e-GIF;
• in the first instance, the Steward will appoint the E-government Unit (EGU) of the SSC as custodian of the e-GIF, with the responsibility to undertake day-to-day operation of the e-GIF under the oversight of the e-GIF Management Committee;
• the Steward may, at his discretion, outsource the day-to-day operations of the e-GIF to any suitable public or private sector organisation(s); and
• the EGU will establish mechanisms to allow for appropriate input into the development and maintenance of the e-GIF by government agencies and other parties affected by it, including processes for appealing decisions.

2.5. e-GIF enhances the capability of agencies

Use of the e-GIF provides an environment whereby government agencies can be more efficient through using the same standards and information exchange environments in different projects and with different agencies. This in turn enhances the value these agencies provide to their stakeholders. To assist agencies in capturing the benefits of the e-GIF, all interoperability policies, standards and guidelines will be clearly defined, beneficial, applicable to agencies of any size, and formulated to encourage good practice.

2.6. e-GIF complies with legislation

The e-GIF will comply with all relevant NZ legislation and Government policy. In particular, personal privacy and the security of data and information held by government are paramount, and will not be compromised by the design or application of the e-GIF.