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  • 1. Report To Cabinet 2 December 2008 Portfolio Holder Presenting: Planning and Infrastructure Subject: ICT Strategy 2009/10 to 2013/14 Status: Open Report Ref: Ward(s): N/A Key Decision: No Key Decision Ref: Report Of: Head of Customer Access and Corporate Support Geraint Davies – ICT Manager 01256 845484 Contact: geraint.davies@basingstoke.gov.uk ICT Strategy Appendices: Appendix A User Implications Papers relied on ICT Options Paper to produce this Council Plan report Community Strategy “Pride in our Place” SUMMARY 1 This Report 1.1 This report updates the Options Paper submitted to Cabinet in March 2008. It provides a synopsis of the ICT Strategy 2009/10 to 2013/14. 1.2 The ICT Strategy supports the council’s objectives by continuing the development of the council’s information and communications technologies. By moving towards the point where information will be accessed on an “any time any place” basis this strategy will enhance the council's ability to improve productivity, maximise service efficiency and improve customer care and benefit. 1.3 This will ensure the council has a fit for purpose ICT infrastructure, ensuring knowledge of all ICT assets, expertise, resources and systems together with clear and coordinated governance to oversee ICT investment and service delivery. In addition it will provide for a partnership between ICT services and business units. 2 Recommendation It is recommended that: 2.1 Cabinet approve the adoption of the ICT strategy. 1 of 7
  • 2. PRIORITIES, IMPACTS AND RISKS Contribution To Council Priorities This report accords with the Council’s Budget and Policy Framework Council Plan Ref 2008-11: A9, A15, A17, A19, AC14, AC69, AC91 3-Year Action Plan: 5-CC23 Other References: Contribution To Community Strategy Community Strategy 2006-16: P3 Impacts No Some Significant Type significant impacts impacts impacts Impacts Financial Para 12 for Personnel  BDBC Legal  Impacts Equality and Diversity  on Rural/Urban  Wellbeing Crime and Disorder  Health  Environment and Climate Change Para 11 Economic  Involving Communication/Consultation  Others Partners  Risk Assessment Number of risks identified: Number of risks considered HIGH or Medium: Yes Strategic: Already identified on Corporate Risk Register? No  Yes  Operational: Already identified in Service Plans? No GLOSSARY OF TERMS Term Definition Information Lifecycle Management Is a form of Hierarchical Storage Management which is policy-based management of file backup and archiving in a way that uses storage devices economically and without the user needing to be aware of when files are being retrieved from backup storage media. 2 of 7
  • 3. DETAIL/MAIN CONSIDERATIONS 3 Background 3.1 The ICT Strategy, outlined from point 5 below, is based upon the ICT Options Paper agreed by Cabinet in March 2008. 3.2 The creation of the Strategy involved consultation with Members, the Economic and Community Development Overview committee, the E- committee, staff members and Heads of Service. 3.3 Their comments and suggestions have helped to shape the ICT Strategy, which is now submitted to Cabinet to be adopted. 4 Introduction 4.1 The importance of Information and Communication Technology (ICT) continues to grow as organisations realise the increasingly critical role that ICT can play in enabling them to achieve their business aims and objectives. As take up of ICT among residents and enterprises increases this presents opportunities for the Council to enhance interaction with them and with partner organisations. 4.2 This ICT Strategy for Basingstoke and Deane Borough Council is the strategy for delivering the technology and services needed during the period from 2009/10 to 2013/14. It takes into consideration the council plan, the fit for purpose review, the Community Strategy and individual business unit needs. 5 The ICT Vision 5.1 In order to take ICT forward effectively and ensure the service matures in ways that will enhance the council’s ability to achieve its Priority Themes, a clear and understandable vision of the future is essential. 5.2 The vision for ICT is ‘To deliver agile, forward looking, flexible and enabling information, communications and technology to support the council’s ambition to be a provider of excellent and inclusive customer focused public services’. 6 Strategic Themes 6.1 To assist in the delivery of the ICT vision four strategic themes have been identified that will outline the future of ICT within the council. 1 Transforming Services – to focus on rationalising the number of applications used and developing those that remain to provide a catalyst for service and quality improvements 2 Exploiting ICT – maximise the contribution that technology can make to wider business transformations that will deliver a highly collaborative, responsive and flexible working environment 3 Robust and reliable infrastructure – maintain the existing technology that drives the council’s systems while implementing new technology with a goal of delivering an ‘always open’ service 3 of 7
  • 4. 4 ICT, A strategic enabler – ensuring an ongoing culture that will build and sustain commitment in delivering the strategy. 7 Principles 7.1 The vision when combined with the strategic themes will provide an ICT service to the council which delivers solutions that are cost effective over their whole life and capitalise on previous investment. Moreover, they clarify ICT responsibilities and ICT governance and allow for flexible infrastructure solutions in order to maximise interoperability. 7.2 The strategy will allow for an ICT service capable of delivering core infrastructure supporting services 24x7 365 day a year, including home and remote based solutions. The solutions proposed will endeavour to minimise points of failure including the security and environmental conditions necessary to maintain the computer room. Compliance with security best practice and regulatory requirements together with high availability and disaster recovery scenarios will be considered from the outset. 8 The Core Building Blocks 8.1 The main deliverables of the ICT Strategy to be found in the detail of the strategy can be summarised as follows. The Council Website  Provide a website that will deliver the step change improvements necessary to achieve the council’s strategic and service plans and keep pace with the expectations of an increasingly IT literate consumer base. My Basingstoke  Using the same technology as the website, provide a secure web based portal that enables complex long term transactions to be carried out and tracked electronically and develop the web forms necessary to support the transaction process. Partnership Portal  Develop and implement a portal that provides the secure infrastructure necessary for collaborative working and ensures that the sharing of information across partnerships complies with regulatory needs. Shared Services  Research and provide advice on opportunities for delivering shared services within the council and with other organisations and design and implement systems that will allow Basingstoke and Deane to take the lead on shared service opportunities. The Partnership Portal as described above will facilitate Shared Services Customer Relationship Management (CRM) and Contact Centre  Build on the capability of the existing CRM and provide the council with the infrastructure and support needed to achieve a single view of the citizen continuously update information and ensure smooth integration between front and back office activities. 4 of 7
  • 5. Information Lifecycle Management  Undertake a full storage review to categorise data and implement a lifecycle management system that is cost effective and ensures information is accessed, retrieved and protected according to its level of importance and immediacy. Flexible Working  Implement a package of technologies that will support the anytime, anywhere vision, facilitate flexible working and provide simplified, cost effective home working and mobile working options. Printing  Implement a copy and print management system that maximises printing efficiency, ensures control, minimises cost and provides easy access to joined up printing services across the council. Identity and Access Management  Put in place appropriate methods of identity and access management across the network to support collaboration and partnership working and ensure that the right people, and only the right people, have access to the right information at the right time. Access to Information  Identify and establish cost effective search facilities that will allow officers and members to locate information, people and emails simply and quickly. Green IT  Meet the commitment to deliver Green IT by introducing improvements that ensure what exists operates efficiently and make resource consumption a key consideration for purchasing decisions. Server Optimisation  Significantly improve the availability of systems and meet targets for addressing climate change by replacing existing servers with high performance servers over the next two years. The Server Optimisation programme will make a significant contribution to Green IT Security and Integrity  Implement a full range of protection systems that will prevent non compliant computers and devices from accessing the council’s network. (This is essential for flexible and home working and compliance with Government Connect.) ICT Service Improvements  Use the Information Technology Infrastructure Library (ITIL) to inform targets for service improvement and deliver a service that is sufficiently mature to respond dynamically to changing needs. 5 of 7
  • 6. Disaster Recovery  Implement a resilient infrastructure that will minimise the impact of any incident and ensure no single point of failure, and put in place disaster recovery arrangements that are aligned with business unit priorities. ICT, A Strategic Enabler  Through education, communication and governance encourage the development of a culture where all services work in partnership to optimise the use of ICT in delivering strategic priorities. 9 Sustainability 9.1 The ICT Strategy recognises that all solutions, as well as the core infrastructure design, must support the council’s carbon footprint reduction commitments. In addition improvements will be introduced to support the delivery of Green IT. Existing ICT functions will be enhanced to operate efficiently and purchasing decisions will make resource consumption a key consideration. 9.2 A significant sustainability element of the ICT strategy is the implementation of a scan, print and copy management system. This will maximise printing efficiencies; ensuring control in order to minimise cost and reduce energy consumption by the rationalisation of printing devices and the reduction of wasteful and unnecessary printing. 9.3 Server ‘optimisation’ has the capacity to reduce electricity consumption and heat generation. 10 Resources 10.1 Detailed costs of implementing the ICT Strategy are still to be finalised but the above mentioned items can be delivered within existing ICT capital and revenue budgets. This will be achieved through a combination of efficiency/procurement savings and scheduling works in line with council/LSP priorities and available funding. 10.2 The annual revenue budget for ICT is approximately £2.6M (shown below). In addition there is a capital programme amounting to £1,660,000 over the period 2008/09 to 2010/11. ICT BUDGETS 2008/09 Business Unit (Staff related costs) £1,592,000 Excludes Accommodation, support service recharges and capital charges Other Revenue (Equipment, supplies & services) £1,031,500 Excludes Accommodation, support service recharges and capital charges Total Revenue £2,623,500 10.3 Through “Fit for Purpose” the ICT Section is resourced to deliver against the ICT Strategy presented. However to deal with new initiatives as they present themselves resources will be continually monitored and reviewed. 6 of 7
  • 7. 11 Economic and Community Development Overview Committee The consultation with Economic and Community Development Overview Committee held on 4th November resolved: (1)To note the ICT strategy, and to propose it to Cabinet with no changes to it. (2) That a user group of Members (with a broad cross-section of ICT skills) should be created to assist with the roll-out of the ICT Strategy as regards Councillor-used ICT Systems (3) One of the systems that such a user panel could consider was the use of “Case Work” software (which could allow Members to collaborate on case work with other Councillors, Council Officers, Council Partners and Stakeholders) (4) Members of the Cabinet (both individually and collectively) are asked to make themselves aware at all times of all steps taken as regards data integrity and data protection in relation to their functions and responsibilities. 7 of 7