ICT Strategy 2015-2020

Version 2

Prepared By

ICT Executive Manager

Corporate Services

September 2014

1. ICT Services - Strategic Vision and Direction

  • ICT Systems and Infrastructure will enable and support Council Aims and Objectives
  • ICT Services will work to maximise the benefits realised from existing systems and infrastructure – we will make better use of what we have.
  • ICT Systems and infrastructure will facilitate staff to do their jobs more efficiently.
  • ICT Systems will be secure.
  • Email will be available for all staff, including non-office based staff.
  • ICT Services supports home and flexible working for SIC staff.
  • All internal documents, policies etc will be posted on the Intranet.
  • All external documents, policies, council minutes etc will be posted on the Internet.
  • Corporate Information Systems will enable good management of budgets, staff and assets
  • Service Information Systems will assist in the delivery of citizen centred public services
  • Systems will be web-enabled where possible.
  • The Council will keep up to date with technology developments.
  1. Introduction

The ICT Strategy aligns the use and application of ICT with the Councils aims and objectives.

It is the purpose of this document to summarise the strategic direction and vision for the way ahead, including specific objectives for the next 5 years. In this way, a timeline of ICT Projects can be described and documented which will assist staff and managers to understand the plans, and reasoning behind these plans.

This Strategy covers the period 2015 – 2020, and was agreed by ICT Management Board in October 2014. It supersedesthe previous ICT Strategy which covered the 5 year period from 2014 – 2019.

  1. Overview

This document is a comprehensive list of the Council’s ICT systems and infrastructure, detailing the current strategy and identifying any strategic changes due in the next 5 years. This document does not include detailed plans, timescales, resources or costs of deliverables; this will be done separately on a case by case basis.

4A - Council & National ICT Strategies

The ICT Strategy will define the delivery of ICT services, and ensure that the Council aligns itself with National strategic initiatives where appropriate. The ICT Strategy will support the ICT Service Plan, the Directorate Service Plan, and the Corporate Plan.

Scottish Government ICT Strategy

The Scottish Government, in partnership with Solace and SOCITM, has developed a National Government Strategy, based on 3 themes:

  • Digital Services Online - Move to more services being online and ability for self service by citizens.
  • Collaboration and value for money –share systems, data, and infrastructure with Public Sector partners.
  • Scottish Wide Area Network (SWAN) – Supply of network services will be considered using the SWAN network, once the system is proven.

Heath & Social Care Integration

The ICT Service will work with all involved bodies to deliver the necessary technical model to support the implementation of this programme.

Financial Plans

The ICT service will continue to try to identify savings where possible through the use of ICT, and to work with other Services to deliver the Medium Term Financial Plan.

ICT Governance and management

The ICT Management Board is responsible for the development and implementation of the Council’s ICT Strategy.

The ICT Management Teamprepares and presents reports for the ICT Management Board meetings, which are held approximately every 3 months.

The ICT Management Board will provide information and report progress to the Corporate Management Team, Executive Committee and Departments where relevant.

The Schools ICT Strategy Group provides more detailed strategic direction forSchools ICT, ensuring that investment in ICT delivers benefits to Learning and Teaching.

4B – ICT Infrastructure

ICT Infrastructure can usefully be broken down into 4 main areas; Corporate Computing, School Computing, SPSnet (Shetland Public Sector Network) and Reprographics (copying/scanning/printing); each of these areas has a corresponding Capital Budget.

Corporate Computing

  • To continue to provide lowest cost, fit for purpose, computing to meet corporate requirements.
  • To keep up to date with industry standard specifications (both hardware and software) for mass market, corporate deployment.
  • To replace equipment that is no longer fit for purpose, rather than automatic replacement after a certain age.
  • To continue to use Microsoft Office as the Council standard to ensure ease of communication and minimise compatibility issues.
  • To offer tablet devices as an alternative to traditional laptop or desktop computers where there is a business case.
  • To reduce the number of printers and discourage unnecessary printing.
  • To continue to provide staff with mobile telephony as appropriate where there is a business case.
  • To upgrade operating systems and software versions to the newest stable release as soon as practicable.

School Computing

  • To support the delivery of learning and teaching across the whole curriculum through the use of ICT.
  • To provide equality of ICT provision across all schoolsusing the designated number formula.
  • To work with the Quality Improvement Service to ensure best use of ICT for Learning and Teaching.
  • To investigate innovative technologies to evaluate their potential in the Learning and Teaching environment.

SPSnet (the network)

  • To provide fit for purpose, affordable network connections for all Council and Service Partner sites.
  • To continue to work to improve broadband availability and bandwidth throughout Shetland by liaising and coordinating the activities of the ICT Service, Economic Developments Shetland Telecom Project, HIE BDUK Next Generation Broadband Project and Community Broadband Scotland through the ICT Network Strategy Programme Board.
  • To expand the usage of the network to other public, voluntary and independent sector providers in Shetland in line with the principles of the efficient government initiative.
  • To continue to provide freepublic Internet access (SICguest) provided there are no substantial additional costs.
  • BYOD (Bring your own device) is available across the network, using SICGuest.
  • To continue to use IP telephony
  • To encourage the sharing of the ICT Datacentre with other Shetland Public Sector Partners including providing the NHS with resilience.
  • To decrease acquisition, maintenance and running costs for the ICT Datacentre by using virtualisation technologies.
  • To continue to support Video Conferencing for council-wide use including schools. This will include continuing to support High Definition video conferencing in schools.

4C – Management Information Systems

  • Continue to select best reporting tools on a system by system basis, with a bias towards Business Objects XI if there is no obvious benefit in another tool.

4D – Application Systems

  • Continue to review systems annually, and upgrade to the latest stable version when appropriate.
  • Support services in making better use of existing systems.
  • New systems will be implemented where there is a corporate requirement or a business case.
  • When renewing or upgrading systems, consider whether better value can be obtained by using government G-Cloud or any similar initiative.
  • Packages will be preferred over bespoke developments, which will only be consideredwhere there is no alternative.

4E – Online Services

  • To make online services available when systems are capable of delivering this, and where there is a business case.
  • To support electronic authorisations and other electronic workflows where appropriate.
  • To support remote and flexible working, making this more secure by use of dual factor authentication.
  • To support CBT (Computer Based Training) such as Brightwave for Council staff training.
  • To support the library in offering online services including eBooks.

4F – Intranet & Internet

  • Support the CommunicationsTeam in improving the Internet in line with the SOCITM (Society of IT Managers) review.
  • Provide appropriate filtering for the different groups using the Internet, eg. Corporate staff, school pupils.
  • Encourage the use of the Intranet for Services’ electronic document management.
  • Allow access to Social Media where there is a business use, subject to any change in Council policy.
  • To enable council staff to access the intranet remotely.

4G – Policy, Standards and Procedures

  • Implement best practice for IT Service Management, using an ITIL model for ICT Service delivery.
  • Benchmark through SOCITM Scottish benchmarking group.
  • Support Services in carrying out LEAN analysis where appropriate, with the assistant of external consultants.
  • Continue to use PRINCE 2 to manage ICT projects.
  • To maintain PSN CoCo (Public Sector Network Code of Connection) certification to enable secure data transfer between Local and Central Government and other Public Sector Partners.
  • Comply with financial regulations for procurement and make use of national framework agreements where appropriate.
  1. Timescales and summary

In the table below the major strategic initiatives are listed in the appropriate year. In addition to these projects, ICT have an ongoing programme of replacing failed and obsolete equipment, and upgrading the software on existing equipment; this is important as old versions of software are not supported and can cause compatibility and security issues. Corporate and departmental system are reviewed annually, and version upgrades performed as necessary, again to ensure we are always running supported versions of systems.

The major strategic theme for Corporate and School Computingis to maintain the infrastructure within budget by replacing equipment which is not fit for purpose, rather than after a fixed time e.g. every 5 years. In addition, savings may be realised by using cheaper alternatives such as netbooks or tablets. Connections on SPSNet will continue to be reviewed for fitness. For Printers/Photocopiers we will reduce the number of printers and discourage unnecessary printing

15/16 / 16/17 / 17/18 / 18/19 / 19/20
Corporate Computing
School Computing
SPSnet
Printers/Photocopiers
Evaluate Windows 8/10 O/S / New AHS - ICT Support / Review Data Centre / Investigate data archiving solution. / Review printing and investigate print management system
Complete upgrade of all Windows Server 2003. / Mobile Management system review / Investigate VDI technology / Phase out remaining Windows 7 O/S.
For schools, ensure all computers are fit for purpose and offer Netbook/ tablets as alternatives to PCs and laptops. / Upgrade from Office 2007 / Review the Council’s use of the SWAN network. / Phase out remaining Server 2008 O/S.
Investigate Backup Strategy / Install fire suppression system for Computer Centre. / Upgrade email system.
DR centre at North Ness. / Review video conferencing
Review main WAN connections in light of SWAN / SharePoint upgrade
Digital Presencetrial
Project to evaluate tablet devices.
Evaluate non-Blackberry smart phones .
Investigate internet filtering products

2015/16

Windows 8 and Windows 9 Operating Systems will be evaluated, and potentially be rolled out if they prove stable and usable. All Windows Server 2003 servers will be upgraded by July 15. With the ever increasing amount of data held by the Council, a project to review what, how, and when we carry out backups of this data is required. We plan to install a facility at North Ness to provide a Disaster Recovery location as part of our Business Continuity plan. Digital Presence – software which allows messaging, voice and video contact between staff members – will be trialled. Finally, we will evaluate tablet devices and non-Blackberry smart phones to ensure we continue to provide devices which are both usable and best value.

2016/17

The major project for this financial year is ICT for the new Anderson High School. A project will look at how and when we will upgrade from Office 2007. We will also investigatea mobile management system to potentially replace the existing Blackberry system.In order to support ongoing savings by reducing unnecessary printing, a print management system will be introduced which may include print quotas. To make the physical security of the Data Centre at Garthspool less liable to damage, we will install a fire suppression system. We will carry out a review of video conferencing provision, to ensure the right solution is available.

2017/18

Having implemented server virtualisation technologies from 2013 – 16 by 2017 we will be in a position to fundamentally review options for provision of the Council’s Data Centre. We will also look again at virtualisation of the desktop. Also by this time the Scottish Government’s Digital Strategy will have developed to offer alternative options. Although the Council’s website and intranet will be supported and maintained in the interim, by this time the technology will be several years old and is likely to require major redesign and reimplementation.

2018/19

By this time the amount of data the Council holds will be such that a proper data archiving solution will almost certainly be necessary. We will review computer installations to ensure that there is a plan in place to upgrade all obsolete operating systems before they reach the end of support, i.e. Windows 7, Windows Server 2008.

2019/20

Review the Print Strategy, and investigate the requirement for a print management system.

  1. Financial Implications

There are no specific financial implications in this strategy as all projects are justified on their own merits and budgets for the four streams – Corporate Computing, SPSNet, Schools Computing and Printing/Reprographics – have been approved as part of the Capital Programme.

GCX43001200 – Corporate Computing – £150,000

GCX43121200 –Schools Computing - £195,000

GCX43191200 – Printing/Reprographics - £75,000

GCX43231200 – SPSnet £256,000

The strategy assumes similar funding over the period 2015 – 2020. Additional funding may be required for ICT projects not identified in this strategy, or if circumstances change significantly.

  1. Conclusion

The ICT Strategy 2015 - 2020 gives an overview of the detail and strategic direction for the Council’s ICT over the next 5 years.

Version 3Page 1 of 19

Area / Current Strategy / Changes or additions for 2015 - 2020
4A - Council & National ICT Strategies
  1. Scottish Government ICT Strategy
/
  1. The main themes of the SG ICT Strategy – Online services, Collaboration & value for money, and SWAN - are already addressed in several areas.
  2. SWAN – the Council will be able to review the systems and services provided.
/
  1. Implement solutions which reflect the themes of the SG ICT Strategy where practical.

  1. Health & Social Care Integration
/
  1. Some sharing of systems/data currently undertaken (OT Stock, Swift).
  2. NHS first line Service Desk provided by ICT Services
  3. ICT provided to a number of locations where SIC/NHS staff work together.
/
  1. Continue to deliver technical solutions to meet the needs of the health & Social Care Integration Programme.

  1. Financial Plan
/
  1. ICT Strategy is designed to be delivered within the budgets required by the Medium Term Financial Plan (MTFP).

4B – ICT Infrastructure
  1. Corporate PCs and Laptops
/
  1. Microsoft Desktop Operating system, which is still the de facto industry standard. The latest stable, usable version will be installed
  2. Numbers of staff requiring computers expected to remain stable, or decrease slightly.
  3. All corporate laptops are encrypted with pre-boot authentication.
  4. SSD hard disks installed if necessary to address performance issues.
/
  1. Evaluate Windows 8/9 at ICT, to determine upgrade strategy.
  2. Replace computers when no longer fit for purpose.

  1. Desktop Software
/
  1. Mixed Microsoft Office 2007 and 2010. 2007 as standard, 2010 where there is a requirement (e.g. PSN users)
  2. Microsoft Office Professional installed where there is a business case.
  3. Various Industry standard applications, e.g. adobe acrobat, internet explorer are maintained to latest versions.
  4. Anti-virus and security updates are deployed centrally.
/
  1. Investigate best value options for upgrading from Office 2007 in 2016 – 17.

  1. Tablet Devices
/
  1. Apple iPads are the standard tablet device for corporate and schools.
  2. Schools have option to select iPads as alternative to PCs, laptops or netbooks (within “designated number” of computer devices).
  3. Windows 8 devices are being evaluated.
/
  1. Standardise on a secure, Domain integrated tablet device/s.

  1. Printers and MFD’s
/
  1. Printers and MFDs are purchased rather than leased.
  2. ICT Print Strategy in place.
  3. Replace printers/MFDs when no longer fit for purpose, in line with Print Strategy.
/
  1. Continue to implement current ICT Print Strategy.

  1. Mobiles
/
  1. Mobile phones and Blackberry devices are provided subject to business justification and authority.
  2. Voice and data contracts through Procurement Scotland, with Vodafone.
  3. MobileIron deployed for management and dual factor authentication for Microsoft, Apple and Android devices.
  4. Blackberry Server for secure email integration and remote management of blackberry phones.
/
  1. Evaluate the security and practicality of a range of different device types in order to offer more choice and potential reduce revenue costs in 2015/16.
  2. Investigate using different providers e.g. EE for value for money and coverage.

  1. Server Infrastructure and Operating System
/
  1. A mix of virtual and physical servers in the Computer Centre, Lystina and Schools.
  2. The latest stable version of Microsoft Windows Server is installed as standard on all virtual and physical servers, unless there is a different technical requirement, for example UNIX, or older supported Windows Server O/S.
  3. Maintain the virtualised infrastructure to be fit for purpose, with sufficient storage space and processing power to meet business needs.
  4. Deploy the latest stable version of Microsoft Server, unless business case not to, e.g. supplier recommends Unix.
/
  1. Upgrade existing servers to the latest stable version of Microsoft Server, to ensure that they do not reach end of support.

  1. Schools computing devices
/
  1. Microsoft Desktop Operating system, currently Windows 7 and Windows 8 (Netbooks)
  2. Equality of ICT provision in schools is ensured by the designated numbers formula
  3. Offer choice of devices such as netbooks, laptops, or tablets.
  4. SSD hard disks installed if necessary to address performance issues.
  5. All staff laptops which are removed from the school are encrypted with pre-boot authentication; pupil machines are not encrypted.
  6. Interactive white boards are provided in teaching areas where there is a justification.
  7. Participate in the Education ICT strategy group, developing appropriate provision for education.
/
  1. Replace pre 2009 computers and other machines which are not fit for purpose.
  2. ICT Support for new Anderson High School.
  3. Large format touch screens are being piloted as an alternative to interactive white boards.