Strategic Information Technology Plan

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Brevard Workforce Development Board, Inc.

Strategic Information Technology Plan

Jointly developed in cooperation with:

and the

July 1, 2007

Brevard Workforce Development Board, Inc. 597 Haverty Court, Suite 40

Rockledge, FL 32955 Phone: (321) 394-0700 Fax: (321) 504-2065

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Kevin Neighbor

Information Technology & Facilities Director Brevard Workforce Development Board, Inc.

597 Haverty Court, Suite 40 Rockledge, FL 32955 Phone: (321) 394-0505 Fax: (321) 504-2065

[email protected] Randy Rister

Technology & Facilities Director Brevard Workforce Development Board, Inc.

597 Haverty Court, Suite 40 Rockledge, FL 32955 Phone: (321) 394-0503 Fax: (321) 504-2065

[email protected]

Lesa Densley

Brevard Workforce Development Board, Inc. 597 Haverty Court, Suite 40

Rockledge, FL 32955 Phone: (321) 394-0502 Fax: (321) 504-2065

Strategic Information Technology Planning Team

Kevin Neighbor Randy Rister Lesa Densley

Strategic Information Technology Plan

The Strategic Information Technology Plan for the Brevard Workforce Development Board, Inc. has been developed to provide a framework and a set of strategies for the utilization and management of information technology within the workforce.

Implementation of this plan and these additional efforts referenced above will provide the detailed tactical plans necessary to support the objectives defined in the plan.

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The plan is divided into five sections. Each of the sections is listed below with a brief description of its content.

I. Executive Summary

The Executive Summary provides a high level overview of the key components of the information

technology (IT) plan. The summary provides an overview of each of the following sections except for the appendices.

II. Principles, Objectives and Strategies

This section defines five guiding principles for the use of information technology in the Commonwealth. Objectives are defined for each of the guiding principles and a set of strategies have been identified for each objective. All IT related projects must conform to these principles, objectives and strategies. Agency and department IT plans must conform to the principles and objectives.

III. Public Policy Implications

This section discusses the Public Policy issues related to the deployment of information technology within BWBD and BJL.

IV. Plan Review and Key Implementation Steps

This section describes critical success factors for successful plan implementation and the key steps necessary to implement the plan. Plan review and modification steps are included.

V. Appendices

The appendices include a glossary, the acceptable use policy for internet and email, the results of the internal assessment and recommended large project management guidelines.

I. Executive Summary

Strategic Information Technology Plan Methodology and Approach

Background

The Brevard Workforce Development Board, Inc. provides for the development of an enterprise wide strategic plan for the use of information technology including the development of an IT architecture and standards. These efforts supported the development of the Strategic Information Technology Plan.

Three key technology initiatives are necessary to support BWDB and position the us for the future, based on the direction established in the current technology work..

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Purpose

The BWDB Strategic Information Technology Plan provides a framework for the effective management of IT. The primary role of information technology is to support the business objectives of the BWDB and to facilitate agency efforts to provide efficient and effective services to the citizens of the Commonwealth. The plan will guide agencies in the development of their technology planning, currently encompassed in the Information Resource Plan (IRP) process. Agency plans and ongoing activities will be reviewed for consistency with the strategic plan.

The plan also provides a foundation for an enterprise wide approach to the management of information technology. This environment requires technology which can communicate, interoperate and share data and resources while reducing the costs associated with training and support through the use of an enterprise architecture and standards for IT.

This plan is not intended to limit or stifle department or agency creativity but to provide a stable

infrastructure and environment in which to solve common business problems faced by many agencies and to allow the agencies to collaborate on significant efforts. The plan is built on the assumption of an IT management model which utilizes the best features of both centralized and decentralized IT management, support and decision making.

The plan also provides a foundation for the development of the IT architecture and standards. The architecture and standards are critical to ensuring the ability of multiple cabinets or agencies to share resources including applications and data. The standards provide for interoperability, consistency and more effective management of training and support costs. Exceptions may be necessary and these will be based on a business case analysis.

Technology Initiatives in Other States

As part of the Strategic Information Technology Plan, technology initiatives in other states were reviewed to gauge where BWDB ranked in respect to other regions. Although not comprehensive, it demonstrates that BWDB is facing many of the same issues as other WIB’s and that the breadth and depth of current or proposed investment in information technology is equal to or larger than these regions.

Information Technology Vision

YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5

PC upgrades(HW) Office surveillance (HW, Sec)

Vista(SW, Sec) Printers/copiers/faxe s(HW)

Vista(SW, Sec) Cell phones(P) Vista(SW, Sec) Virtual Server(HW) Backup solution(HW,

SW, N)

PC upgrades(HW) New backup tapes Office 07(SW, Sec) PC upgrades(HW) Disaster recovery New backup tapes

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(HW) (Sec) (HW) Disaster recovery

(Sec)

Virtual server(HW) UPS's(HW) Tech soup purchase (HW, SW) Disaster recover (Sec) Techsoup purchase (SW, HW) Printers/copiers/faxe s(HW) Email archiving(SW, HW) Upgrade websites (SW) Techsoup purchases (SW, HW) Ghost(SW) UPS's(HW) New backup tapes

(HW) Recover deleted items - Outlook(SW) Firewall/content filtering(HW, SW, Sec, N)

Real time backups (SW) IE 7 deployment

(SW, Sec)

IT laptops(HW) Disaster recovery (Sec) OCR scanning(SW) Disaster recovery

(Sec) Techsoup purchase (SW, HW) Techsoup purchase (SW, HW) Polycom phone(P) Call Manager update

(SW)

Paperless office (scanners, software)

(HW, SW, Sec, N)

YEAR 1

FY06-07 Information System Budget

Software

Techsoup purchase–Through Techsoup, we are able to receive up to 50 licenses of up to six different software applications for “free” (we pay a small administrative fee). This can result in significant savings in software purchases.

Ghost Enterprise–Ghost Enterprise allows for central creation and distribution of “images” for all our different desktops and servers. This allows for uniformity among all desktops and for quick and efficient management of all computers.

Recover Deleted Items from Outlook–Making the necessary registry ‘fix’ allows staff to restore items that have been accidentally deleted from their Outlook during a 30-day period without requiring IT staff to do a mailbox recovery from backup.

Internet Explorer 7 deployment–Internet Explorer 7 is the newest version of Internet Explorer and the upgrade is required to keep all our computers’ software current and secure.

OCR scanning–We currently offer OCR scanning in our Resource Rooms through use of either our ADA-compliant computers (with attached scanners) or with the Resource Room copier/scanners. This solutions may need a little upgrading to make it more user friendly for our customers and Resource Room staff.

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Network Security

Disaster recovery –

Internet Explorer 7 deployment–Internet Explorer 7 is the newest version of Internet Explorer, which has recently been released, and the update is required to keep all our computers’ software current and secure.

Hardware

PC upgrades–In order to maintain an inventory of dependable computers that will work with future software upgrades, we need to continually renew our inventory on a regular basis.

New backup tapes–Backup tapes need to be replaced on a regular basis. They allow for a limited number of backups to be run per tape.

Techsoup purchase–Through Techsoup, we have the option to receive certain hardware for “free” (we pay a small administrative fee). This can result in significant savings in hardware purchases.

Phone

Cell phones–

Year 1 Budget YEAR 2

Software

Vista–We need to keep our operating system current on all PC’s so they will continue to function correctly with all future software and security updates and upgrades.

Office 2007–We need to keep our PC application software current so it will continue to function correctly and allow for future software and security updates / upgrades.

Sonicwall content filtering–It is important to replace / upgrade our firewall content filtering software on a regular basis to block future inappropriate sites and protect the BWDB network.

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Techsoup purchases–Through Techsoup, we are able to receive up to 50 licenses of up to six different software applications for “free” (we pay a small administrative fee). This can result in significant savings in software purchases.

Call Manager update–The Cisco Call Manager software needs to be updated so that the phone system will continue to operate correctly.

Network

Sonicwall firewall/content filtering–It is important to replace / upgrade our firewall hardware on a regular basis to avoid hardware failures and so they will work as required with future software and network upgrades. It is important to replace / upgrade our firewall content filtering on a regular basis to continue to block inappropriate internet activity and protect the BWDB network.

Security

Vista–We need to keep our operating system current on all PC’s so they will continue to function correctly with all future software and security updates and upgrades.

Office 2007–We need to keep our Microsoft Office software current so it will continue to function correctly and allow for future software and security updates / upgrades.

Sonicwall firewall/content filtering–It is important to replace / upgrade our firewall content filtering software on a regular basis to block future inappropriate sites and protect the BWDB network.

Office building surveillance–In order to protect our staff and customers from physical threats, it is important to put a surveillance system in place in each of our Job Links offices.

Hardware

Office building surveillance–In order to protect our staff and customers from physical threats, it is important to put a surveillance system in place in each of our Job Links offices.

Virtual server–

Printers/copiers/faxes– Printers, copiers, and fax machine hardware needs to be replaced on a regular basis to avoid hardware failure and loss of use of the equipment.

UPS’s–Like all other hardware, UPS’s need to be replaced on a regular basis to ensure the hardware is able to continue to function correctly. It is very important that UPS’s are able to perform their function and keep servers running in case of power failures.

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Sonicwall firewall–It is important to replace / upgrade our firewall hardware on a regular basis to avoid hardware failures and so they will work as required with future software and network upgrades.

Phone YEAR 3

Software

Vista–We need to keep our operating system current on all PC’s so they will continue to function correctly with all future software and security updates and upgrades. We will implement the rollout of Vista as part of the PC upgrade process.

Email archiving–

Real time backups–

Paperless office–Going to a paperless office environment will allow us to save time, resources, money, and increase productivity.

Network

Paperless office–Going to a paperless office environment will allow us to save time, resources, money, and increase productivity. This will have some impact on our network. (??)

Security

Paperless office–Going to a paperless office environment will allow us to save time, resources, money, and increase productivity.There are security issues to consider. ??

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Virtual Server–

PC upgrades–In order to maintain an inventory of dependable computers that will work with future software upgrades, we need to continually renew our inventory on a regular basis.

UPS’s–Like all other hardware, UPS’s need to be replaced on a regular basis to ensure the hardware is able to continue to function correctly. It is very important that UPS’s are able to perform their function and keep servers running in case of power failures.

Email archiving–

Paperless office (scanners) –Going to a paperless office environment will allow us to save time, resources, money, and increase productivity. Scanner hardware will need to be considered as part of this solution.

Phone

Polycom phone–

YEAR 4

Software

Backup solution–

Upgrade websites–

Network

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Security

Hardware

Printers/copiers/faxes– Printers, copiers, and fax machine hardware needs to be replaced on a regular basis to avoid hardware failure and loss of use of the equipment.

Backup solution–

Phone

YEAR 5

Software

Vista–We need to keep our operating system current on all PC’s so they will continue to function correctly with all future software and security updates and upgrades. We will implement the rollout of Vista as part of the PC upgrade process.

Network Security

Disaster recovery Hardware

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Techsoup purchases–Through Techsoup, we have the option to receive certain hardware for “free” (we pay a small administrative fee). This can result in significant savings in hardware purchases.