01 - RA - Draft ICT Governance Policy Document Version 1.0 20241126
01 - RA - Draft ICT Governance Policy Document Version 1.0 20241126
Version 1.1
Document Ownership
Revision History
Version Author Date Revision
1 Mr. Joseph Mwale 25.08.2024
2 Mr. Alinafe Mbendera 01.09.2024
Signature
Effective Date
The Roads Authority of Malawi, which primarily is focused on road construction and
maintenance, has lacked a formal ICT Governance Policy, exposing the organization to
significant risks such as inconsistent ICT practices, cybersecurity vulnerabilities, and
misalignment with strategic goals. The growing reliance on ICT systems across all operations
highlights the critical need for a standardized governance approach to mitigate these risks and
ensure efficiency.
To address these challenges, the Roads Authority requires an ICT Governance Policy aligned
with international standards like COBIT 5 and ISO/IEC 27001. This policy will provide a
comprehensive framework for managing ICT resources across all departments, ensuring
consistency, security, and alignment with the Authority’s strategic objectives. Implementing this
policy will enhance operational efficiency, minimize risks, and support the Authority’s mission to
improve Malawi's road infrastructure.
1. Introduction
The Roads Authority of Malawi (RA) depends on robust Information and Communication
Technology (ICT) systems to fulfill its mission of delivering quality road infrastructure services.
This policy defines the governance framework for ICT, ensuring it aligns with the RA's strategic
objectives, effectively manages risks, maximizes value delivery, optimizes resources, and
supports continuous performance improvement. The policy is aligned to COBIT 5 principles,
recognized globally for IT governance and management.
2. Purpose
3. Scope
This policy applies to all departments, divisions, and units within the Roads Authority of Malawi,
including but not limited to:
● Planning Department
● Major Projects Department
● Corporate Services Department (HR, Admin, and ICT Divisions)
● Public Relations Unit
● Internal Audit Unit
● Procurement Division
● Maintenance Department
● Regional Office
The ICT Governance Policy for the Roads Authority of Malawi applies to all departments and
units, ensuring consistent management of ICT systems across the organization. This unified
approach integrates governance into key areas, from project planning to communication,
supporting the Roads Authority’s strategic goals by minimizing risks and enhancing efficiency.
By establishing consistent standards across all levels, including regional offices, the policy
ensures secure and reliable ICT systems that are essential for the smooth operation of the
Authority. This cohesive governance framework promotes operational effectiveness and aligns
ICT efforts with the organization's overall objectives
4. Governance Principles
The ICT Governance Policy of the Roads Authority of Malawi is anchored in the following
COBIT 5 principles, each tailored to the unique structure and needs of the RA organization:
Ensuring ICT initiatives deliver value and align with stakeholder expectations.
Policy Statement:
ICT governance shall be applied organization-wide, extending beyond the ICT
department to all processes, decisions, and resources related to ICT in every
department and division.
Utilizing COBIT 5 to establish consistent governance practices across all ICT functions.
Policy Statement:
The ICT governance framework will integrate seamlessly with other organizational
frameworks such as risk management, financial management, and performance
measurement, ensuring comprehensive governance.
Policy Statement:
There will be a clear distinction between ICT governance (which focuses on setting
direction, monitoring, and evaluating ICT use) and ICT management (which is
responsible for planning, building, operating, and monitoring ICT services).
● Strategic Alignment: Ensuring ICT strategies and initiatives support RA’s strategic
objectives.
● Value Delivery: Maximizing value from ICT investments by ensuring efficient service
delivery and measurable benefits.
Policy Statements:
6.1 The ICT Governance Committee, shall be chaired by the CEO or a designated
Director, is responsible for providing strategic oversight and ensuring that ICT
governance aligns with the Roads Authority's strategic objectives.
6.2 The ICT Division shall be led by the ICT Manager, who will be tasked with the
implementation of ICT governance policies, management of ICT operations, and
ensuring that ICT activities are aligned with the Roads Authority’s strategic goals.
6.3 Departmental Heads are accountable for integrating ICT governance practices within
their respective units. They shall collaborate with the ICT Division to ensure that
departmental ICT needs are addressed and that ICT projects align with departmental
and organizational objectives.
6.4 The Internal Audit Unit shall provide independent assurance on the effectiveness of
ICT governance, risk management, and compliance with policies. The unit shall conduct
audits to evaluate the efficiency and effectiveness of ICT controls and governance
processes
The Strategic Alignment Policy ensures that the ICT strategy, objectives, and initiatives
are consistently aligned with the overall business goals and strategic objectives of the
Roads Authority of Malawi.
The Risk Management Policy ensures that ICT-related risks are effectively identified,
assessed, mitigated, and monitored to minimize their impact on the Roads Authority's
operations.
The Resource Optimization Policy ensures the efficient use of ICT resources—
technology, human capital, and financial investments—to maximize their contribution to
the Roads Authority’s strategic objectives.
The Performance Measurement Policy ensures that the performance of ICT systems,
services, and governance practices is regularly evaluated to verify their effectiveness in
supporting the Roads Authority’s strategic goals.
The Compliance and Assurance Policy ensures that all ICT activities, processes, and
systems within the Roads Authority of Malawi comply with relevant laws, regulations,
standards, and internal policies
The Change Management Policy ensures that all ICT changes—whether to systems,
infrastructure, or processes—are managed in a controlled and systematic manner to
minimize disruption to operations and mitigate potential risks.
The Data Privacy and Security Policy ensures that the Roads Authority of Malawi
protects sensitive data from unauthorized access, use, disclosure, or loss.
The Vendor Management Policy ensures that all interactions with third-party vendors
and service providers are managed effectively to achieve optimal performance, mitigate
risks, and ensure alignment with the Roads Authority of Malawi's objectives
The Business Continuity and Disaster Recovery Policy ensures that the Roads Authority
of Malawi can continue its critical ICT operations and recover swiftly in the event of a
major disruption or disaster.
The Roads Authority of Malawi shall ensure that all ICT initiatives and projects are
aligned with the Authority’s strategic objectives. ICT strategies and plans must support
and enhance the organization’s mission, goals, and objectives. Regular reviews and
updates will be conducted to ensure continued alignment with evolving business needs
and priorities.
COBIT 5 Area: Align, Plan, and Organize (APO)
ICT investments shall be managed to maximize value and ensure effective delivery of
services. The Roads Authority of Malawi will establish and maintain processes to
evaluate, prioritize, and manage ICT projects and investments, ensuring they deliver
measurable benefits and support organizational goals. Value delivery will be monitored
through performance metrics and feedback mechanisms.
COBIT 5 Area: Deliver, Service, and Support (DSS)
Efficient management and allocation of ICT resources shall be a priority for the Roads
Authority of Malawi. The organization will optimize the use of financial, technological,
and human resources to achieve maximum efficiency and effectiveness. Resource
planning and allocation will be guided by established priorities and performance targets.
COBIT 5 Area: Align, Plan, and Organize (APO)
The Roads Authority of Malawi shall establish and monitor key performance indicators
(KPIs) to evaluate ICT performance and ensure continuous improvement. Performance
metrics will be aligned with strategic objectives and used to assess the effectiveness
and efficiency of ICT processes and services. Regular performance reviews will drive
improvements and inform decision-making.
COBIT 5 Area: Monitor, Evaluate, and Assess (MEA)
The Roads Authority of Malawi shall adhere to all relevant laws, regulations, and
industry standards related to ICT. The organization will implement compliance
measures, conduct regular audits, and ensure that ICT controls are effective in meeting
legal and regulatory requirements. Compliance and assurance activities will be
documented and reported to relevant stakeholders.
COBIT 5 Area: Monitor, Evaluate, and Assess (MEA)
Changes to ICT systems and processes shall be managed through a structured change
management process to minimize disruption and ensure service quality. The Roads
Authority of Malawi will establish procedures for planning, approving, implementing, and
reviewing changes. All changes will be documented and communicated to affected
stakeholders.
COBIT 5 Area: Deliver, Service, and Support (DSS)
The Roads Authority of Malawi shall ensure the effective management and delivery of
IT services through well-defined IT service management processes. Service delivery
will be monitored against agreed-upon service levels, and continuous improvement
initiatives will be implemented to enhance service quality.
COBIT 5 Area: Deliver, Service, and Support (DSS)
The Roads Authority of Malawi shall implement business continuity and disaster
recovery plans to ensure the resilience of ICT systems and services. These plans will
include strategies for maintaining critical operations during disruptions and recovering
The Roads Authority of Malawi shall ensure compliance with this ICT Governance Policy
through regular audits, reviews, and performance monitoring. The Internal Audit Unit will provide
independent assurance on the effectiveness of ICT governance practices, and compliance
reports will be submitted to the ICT Governance Committee and senior management.
This ICT Governance Policy will be reviewed annually or as needed to reflect changes in the
organization’s strategic objectives, ICT environment, or regulatory requirements. All updates will
be approved by the ICT Governance Committee and communicated to relevant stakeholders.
Non-compliance with this policy may result in disciplinary action, including termination of
employment or contract. The Roads Authority of Malawi will enforce this policy through training,
awareness programs, and regular monitoring.
Project Planning Ensure projects Inconsistent Some projects not Develop project Planning
align with strategic alignment aligned with goals alignment criteria Department
goals
Performance Monitor progress Limited Insufficient KPIs Implement robust Major Projects
Tracking against strategic tracking and tracking performance Department
objectives methods tracking
Stakeholder Align ICT initiatives Partial Some stakeholder Conduct regular Public Relations
Engagement with stakeholder alignment needs unmet stakeholder Unit
needs reviews
Cybersecurity Data breaches High Medium Firewalls, anti- Enhance ICT Division
and virus software security
cyberattacks protocols and
training
Compliance Non-compliance Medium Medium Regular audits, Conduct more Internal Audit
with regulations compliance frequent Unit
checks compliance
reviews
APO02 - Manage Define and maintain the IT Strategic Alignment, Helps RA align ICT strategies with
Strategy strategy to support Value Delivery organizational strategies and ensure
organizational strategies that ICT investments drive value by
and objectives. supporting key business initiatives
and objectives.
APO03 - Manage Define and maintain the Strategic Alignment Ensures that the architecture
Enterprise Architecture enterprise architecture to supporting RA’s ICT infrastructure
support the IT strategy. aligns with its strategic goals,
facilitating efficient and effective IT
operations.
APO05 - Manage the IT Optimize and manage the Value Delivery, Focuses on managing ICT
Investment IT investments to maximize Resource investments to ensure value is derived
value delivery. Optimization from these investments, optimizing
resource use, and enhancing overall
efficiency.
APO12 - Manage Risk Identify and manage IT- Risk Management Provides a structured approach to risk
related risks to ensure that identification and management,
IT-related risks are ensuring that RA can address and
addressed. mitigate ICT-related risks effectively.
BAI01 - Manage Manage IT programs and Value Delivery, Ensures that ICT projects are
Programs and Projects projects to ensure they Strategic Alignment managed effectively to deliver value
meet business needs. and align with RA’s strategic
objectives, supporting successful
project execution.
BAI02 - Manage Define and manage IT Strategic Alignment, Ensures that ICT requirements are
Requirements requirements to ensure Value Delivery well-defined and align with RA’s
Definition they meet business needs. business needs, driving value through
effective solution implementation.
BAI03 - Manage Build and deliver IT Value Delivery Focuses on the development and
Solutions Identification solutions to meet business deployment of IT solutions that meet
and Build needs. the defined requirements and deliver
value to the organization.
MEA01 - Monitor, Evaluate the performance Performance Provides a framework for monitoring
Evaluate, and Assess and compliance of IT Measurement, and assessing IT performance and
Performance processes. Compliance and compliance, ensuring alignment with
Assurance governance standards and continuous
improvement.
MEA02 - Monitor, Evaluate the effectiveness Compliance and Ensures that internal controls are
Evaluate, and Assess of internal controls over IT. Assurance effective in managing and
the System of Internal safeguarding IT processes and
Control assets, maintaining compliance with
relevant standards and regulations.
This document provides a comprehensive, high-quality ICT Governance Policy for the Roads
Authority of Malawi, grounded in the principles of COBIT 5, and tailored to the organization’s
unique needs and challenges.