Information Technology Services Strategic Plan

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www.portphillip.vic.gov.au

Information Technology Services Strategic

Plan

Prepared by Ellen Lee

March 2007

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The ITS strategy aims to align the infrastructure by

function, and improving efficiency by identifying

interdivisional needs

Bus. Unit MO Web

(e-pathway) phone counter street

Networks IT infrastructure

Property data base Name & Address Register

Customer Identification database

3rd_party

Pathway Business rules owned by BU

Shared channels across business units

Bus. Unit MO Bus. Unit MO Bus. Unit MO Bus. Unit MO Channels Shared IT infrastructure

Key Issues Strategies

• There is no corporate approach to the collection, storage and utilisation of the vast sets of information

• Streamline and strengthen the collection and use of information across the organisation, developing a single

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KRA 1.

–

Stakeholders

Issues Solutions Benefits 10 year costing

z Lack of security framework hinders implementation of technological advancements and exposes council to risk

– Informed decision making by management for implementation requests – More flexible approach to

implementing medium/high risk applications such as Library Link Victoria – Prevent malicious attacks

against council including illegal accessing of

information on customers by external parties

– Help prevent corporate data theft

– Establish & Implement ratified security policy – Implement software to

support security policy – Implement hardware to

support security policy

– Total : $914,000

– One off capital purchase $254,000

– Ongoing costs over 10 years $660,000

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KRA 1.

–

Stakeholders

Issues Solutions Benefits 10 year costing

z IT Services requires a robust disaster

prevention & recovery process to ensure continuous operations of council services

– Implement technology that will allow for easy recovery of essential services.

– Design procedure to regularly test and

evaluate effectiveness of recovery process

– Implement an alternate communication link between St Kilda and South Melbourne

– Rapid recovery of lost data and services to another site in the event of a disaster therefore if St Kilda Town Hall inactivated council operations would continue as normal from South Melbourne

– Minimised risk of interruption to council activities for example digging up of cable would currently destroy all communications between council staff

– Total : $2,298,800

– One off Capital Purchase $110,040

– Ongoing Costs over 10yrs $2,188,760

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KRA 2.

–

Financial

Solutions Benefits 10 year costing

z The design and

implementation of new corporate systems needs to be undertaken in a financially responsible manner

z New technology needs

to generate cost savings and/or improved service to warrant implementation

– New/improved technology will face rigorous testing and business case review – Previously investigated

solutions will provide cost savings to council

– Strengthen Project Management

methodology to ensure timely delivery and cost effectiveness

– The costs of

implementation of new systems will be

managed such as the scoping of council’s GIS requirements and future potential

– Systems which produce high return on investment will be implemented for example replacing costly telephone subscriptions (~$4800 per month) with low cost internet telephony

– Total : $4,802,243 – One off Capital Cost

$383,003

– Ongoing Costs over 10yrs $4,419,240

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KRA 3.

–

Customers

z Solutions z Benefits z 10 year costing

z Potential new customer service channels are not being exploited by council

z Efficiencies offered by new technology are not always achieved z There is no single view of council’s customers which leads to overservicing or duplication of effort

– Actively create new customer service channels to streamline council activities

– Provide the organisation with access to new

technology which enables better and more efficient service

– Develop a consistent method to record sufficient information about council’s customers

– Improved and more diverse customer service reduces inappropriate allocation of resources, therefore simple customer requests can be serviced automatically – Technological advances can

be fully leveraged to enable council to more efficiently deliver services, ie: web services

– One view of customers will provide them with a more satisfying experience, less inconsistencies in services – Council staff will be able to

operate more effectively from remote sites, such as utilising mobile computing to

– Total : $1,233,807 – One off Capital Cost

$297,303

– Ongoing cost over 10yrs $936,504

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www.portphillip.vic.gov.au

KRA 4.

–

Internal Processes

z There is no consistent approach to managing and improving core software systems and processes z Management of IT hardware is done without the aid of trend analysis z The services

provided by ITS are not appropriately documented and disseminated across the organisation

– Implement procedures to ensure the management of council’s core systems is undertaken in a

consistent manner

– Analyse utilisation levels of IT hardware to ensure efficient and appropriate investment and servicing – Develop and maintain a

catalogue of all services provided by ITS and assign ratified Service Level Agreements

– More efficient use of council resources in developing and maintaining core

systems responsibilities are clearly defined – Management decision

making is supported by appropriate data

analysis so new

hardware is not bought unless there is a

demonstrable need – Internal customers

have a clearer

understanding of what services they can receive from ITS

– Total : $127,272

– There are no identified ongoing costs

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KRA 5.

–

People

z ITS needs to help promote greater collaboration across the organisation z In order to provide a higher level of service to the organisation ITS needs to develop greater Project Management and service delivery competencies

– Implement software and hardware which will enable and promote collaboration both within Council and with the public

– Staff are appropriately skilled in Project management methodology – Service delivery is improved through analysis of customer satisfaction – Collaborative projects will result in efficiencies and improved delivery of council services, and result in a better

relationship with external customers for example using

Sharepoint to enable the public to have input on council projects – Higher skilled staff

reduce inefficiencies and develop innovative solutions

– Total : $89,120

– There are no identified ongoing costs

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www.portphillip.vic.gov.au

Project Cost Breakdown

ICT cost breakdown for 10 years

$-$200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000

6months Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10

Years Co s ts Other Software costs Network equipment Infrastructure costs Web designer Technical Writer Consultant Maintenance Licensing Managed services Leasing

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Financial Impact

$500 $500 $500 $500 $500 $500 Capital Contingencies

Assumptions: $400K taken away from 2006/07 IT Capital Expenditure will be returned to future budgets

$100K has been taken from 2006/07 Capital Expenditure (funded by savings of approved projects). 3% increase has been factored in recurrent operation budget.

The IT capital plan has taken the time value of money into account and no further adjustments need to be made for price fluctuations.

$182 $202 $202 $202 $41 -$416 -$373 Gap $798 $818 $798 $798 $959 $1,416 $1,448 IT Strategy Forecast $1,500 $1,500 $1,500 $1,500 $1,500 $1,500 $1,075 $1,500 Capital Expenditure $3,483 $3,381 $3,283 $3,187 $3,094 $3,004 $2,949 Recurrent Operation Budget 2012/13 2011/12 2010/11 2009/10 2008/09 2007/08 2006/07 2005/06