ict unit - business plan 2013 unit business plan 2013.pdf · ict unit - business plan 2013 software...

ICT Unit - Business Plan 2013

Role of the ICT Unit:

To provide a range of Information and Communications Technology (ICT) services to the OPW which support its business functions, both

operational and strategic.

To manage and maintain OPW's server and storage area network estates.

To arrange for the supply, installation and maintenance of office equipment (e.g. PCs, printers, fax machines, photocopiers etc.)

To provide a telecommunications infrastructure for the OPW that supports its communications needs, both voice and data. This includes

telephones, mobile phones, tablet devices etc.

To assist in the delivery of ICT Training to meet Business Unit needs.

To manage the OPW’s Internet infrastructure (e-mail & Web access)

To provide advice to senior management on ICT issues

To ensure that the OPW ICT systems are secure from the threat of viruses, spyware and unauthorized access

To provide ICT expertise during the implementation of ICT projects within OPW

Services provided by the ICT Unit include:

Design, development and implementation of ICT systems to support the various functions performed by the individual Business Units in the

OPW.

Development, management and maintenance of computer networks.

Provision of Internet e-mail and Web facilities

Provision and support of a ll telecommunication services, computer hardware and software, directly or through third parties.

Provide a Help Desk facility for ICT and Office equipment issues

Procurement of a range of hardware, software and ICT-related services

1

ICT Unit - Business Plan 2013 Software development

Procurement, management and support of mobile devices (e.g. mobile phones, Blackberries etc.)

Management of printing and plotting facilities

Provide an ICT environment free from security threats

Advice to staff on how to get the most from information technology

Provide advice on Data Protection issues

Contribute to policy formulation

______________________

Liam Stewart

HEAD OF ICT UNIT

27th November 2012

2

ICT Unit - Business Plan 2013Strategy

StatementProgrammes:

Action to be taken by the Business Unit:

Staff responsible for the actions

Time scale and other

performance indicators

Estimated Costs

associated with the

Action/Project in 2013

Other key playersInternal/External

Review arrangements

Major Projects to be advanced in 2013:

(Prioritised)Public Service Reform - State Assets (2.4.4)

Property related matters (& 2.5.2)

1 Provide ICT support for the implementation of a new facilities management (to replace Facility Centre & Visibility)

Liam Kelly AP1 RFI issued to the market in November 2012.

New system to be operational by Q1 2014 (assuming procurement process commences in January 2013).

Project will incorporate the replacement of Visibility, the provision of a helpdesk function and an interactive portal for customers.

This is a very complex project cutting across

500K Internal• Property

Management• Property

Maintenance• Projects

Division• Architectural

Services• Engineering

Services• BMS• M&E• ICT Steering

Group

External:• Supplier• Other Public

Bodies• D/Per

Formal project management structure needs to be established.

Weekly internal meetings

Monthly progress meetings (Project Board).

Review by ICT Steering Group.

3







Estimated Costs

associated with the



Review arrangements

multiple business areas. The delivery of this project is dependent on the availability of resources.

Ireland's Presidency of

the EU in 2013 (2.5.7)

2 EU Presidency 2013

Liam Stewart PO

Peter Brady HEO

Provide 2 no. and possibly more full-time on-site ICT resources for the Presidency to assist with network troubleshooting, equipment set-ups etc. Sites involved are Dublin Castle, Castletown House and Farmleigh.

80K Internal:• Dublin Castle

staff• National

Historic Properties

• M&EExternal:

• Contractors• Internet service

providers• D. Foreign

Affairs

Regular progress meetings.

Cross Organisational objectives

3 Deliver a new ICT Strategy

Liam Stewart PO Business Unit buy-in is essential for the success of this initiative.

This process commenced in Q4 2012 and will continue into

The project is managed entirely in house, no substantial costs are envisaged apart from staff time.

Internal:• All business

units and support services in OPW.

• ICT Steering Group

• MAC• Senior

Reports submitted to ICT Steering Group.

4







Estimated Costs

associated with the



Review arrangements

2013. Workshops will take place with Business Units to establish priorities and business objectives. Process should be substantially competed by Q1 2013.

Draft ICT Strategy to be submitted for approval by ICT St eering Group by Q2 2013.

A figure of 10K should be included for quality assurance by external parties.

managers network

External:• Third party

review by consultant

• CMOD

eGovernment Strategy 2012-15

4 Deliver OPW action plan to support eGovernment Strategy

Liam Stewart PO Draft to be submitted to ICT Steering Group Q1 2013

N/A Internal:

• All Business Units

• ICT Steering Group

• MAC

External:• D/Per

5







Estimated Costs

associated with the



Review arrangements


5 Enhance Electronic Informationand Document ManagementSystems across the OPW

(“Document Management”)

Liam Kelly AP1

Gráinne McDonnell, HEO

Alfresco has been running in trial mode in OPW for over 12 months and has gained in popularity as staff see its potential.

Formal roll-out has been delayed while awaiting the report on Records Management (John Gallagher). The creation of rules for naming conventions, metadata will be crucial features in the move to a document management system.

Upgrade Alfresco system to enterprise-ready version.

Software is free.

Staff training (20K)

Expert review (5K)

Internal:• MAC• ICT Steering

Group• All Business

Units• John

Gallagher's records management group

External:• LGMA

Regular meetings with pilot users to assess progress and resolve difficulties.

Reports submitted to ICT Steering Group.

6







Estimated Costs

associated with the



Review arrangements

(Q1/2013).

Conduct information sessions, workshops and publicity campaign on benefits of a document management system (incorporating recommendations from John Gallagher's team). (Q1/2013).

eGovernment Strategy

6 Assist Policy Unit in developing and “open data” policy for OPW. Provide technical support to assist Business Units in identifying

Liam Stewart PO

Liam Kelly AP1

Adrienne O' Driscoll HEO

Consultation with other public bodies, Dublinked etc. Q1/2013.

Staff information / publicity campaign Q1/2013.

Audit of data sets

None. Internal• Business Units• Policy Unit• Public

Relations Office

• FOI officer

Internal review meetings.

Reports to ICT Steering Group and MAC.

7







Estimated Costs

associated with the



Review arrangements

and preparing data sets for publication on the Web.

in OPW Q1 & Q2 / 2013.

Draft policy to be submitted to MAC Q2/2013

External• CMOD• D/Per• Dublinked

General 7 Upgrade obsolete database servers supporting critical Oracle applications: Integra, Facility Centre, WISKI database as some of these are 10 years old, well past end of life, and liable to fail without warning. Replacement servers can be re-purposed as applications are retired/replaced.

Peter Brady HEO

Liam Kelly AP1

Issue RFT to the market Q1/2013.

Place contract Q2/2013.

Roll-out new hardware Q2 /2013.

15K External• Successful

tenderer

Internal staff meetings in ICT Unit.

Updates to ICT Steering Group.

8







Estimated Costs

associated with the



Review arrangements

Provide additional server for DR.

Replace CorePay web and database servers with retired VMware servers.

Physical servers are required to avoid prohibitive Oracle costs.

Replace MIF Reports SAP-Business Objects/Facility Centre Web Server with Virtual Machine

General 8 Upgrade 20+ file and print servers at

Peter Brady HEO

Liam Kelly AP1

Issue RFT to the market Q1/2013.Roll-out new

80K • Internal • Business Units

Regular staff meeting in ICT Unit to assess

9







Estimated Costs

associated with the



Review arrangements

remote sites.

Existing services are end of life and out of support.

hardware Q2 & Q3/2013.

progress

General 9 Upgrade key VMware host servers and software in 52 & Trim. Current servers are approaching end of life. This is critical infrastructure

Liam Stewart PO

Liam Kelly AP1

Peter Brady HEO

Issue RFT Q1/2013.


Replace equipment Q2 & Q3/2013.


tenderer



General 10 Upgrade disk controllers on Storage Area Network (SAN). Increase Disk Capacity. This is critical infrastructure

Liam Stewart PO

Liam Kelly AP1

Peter Brady HEO

Issue RFT Q1/2013.




tenderer



General 11 Redesign of OPW network. This will include the creation of

Liam Stewart PO

Liam Kelly AP1

Issue RFT Q1/2013.

Place contract


tenderer


10







Estimated Costs

associated with the



Review arrangements

an independent Internet service into Trim HQ.

Peter Brady HEO Q2/2013.



General 12 Upgrade bandwidth at remote sites (where resources allow and where it is technically feasible to do so)

Liam Kelly AP1

Peter Brady HEO

RFT to issue Q1/2013

Contracts placed Q1/2013

Services installed Q2 & Q3/2013

80K Internal:• Business units.

External:• Service

providers

Internal staff meetings.

Reports to ICT Steering Group on progress.

General 13 Assist Public Relations Unit in creating new OPW Web site

Liam Kelly AP1 Public Relations Unit to decide.

Staff time. Internal:• Public

Relations Unit• OPW Web site

review committee

External:• Public

Liaison with PRU.

General 14 Continue roll out of new personal computing equipment (and re-allocation of

Laura Burke HEO

Liam Kelly AP1

Roll out was held up for technical and logistical reasons in 2012.

Programmed roll-

None, apart from travel & subsistence.

Internal:• Business units.

Internal staff meetings.

Reports to ICT Steering Group on progress.

11







Estimated Costs

associated with the



Review arrangements

upgraded workstations).

out will commence in Q1/2013 and continue for the rest of the year.

Speed of deployment will be dependent on the availability of ICT staff and third parties.

All end users will require training in Windows 7 so that could slow up the roll-out.

General 15 Replace Lotus Notes e-mail with Zarafa.

Add in additional functionality such as calendar-sharing, self-service room

Grainne Mc Donnell HEO

Liam Kelly AP1

Prototype system currently up and running in ICT Unit.

Formal pilot to commence in Q1/2013. Target is to migrate 400 no. users at least by Q4/2013.

15K Internal:• Business Units

External:• Third party

company• LGMA


12







Estimated Costs

associated with the



Review arrangements

booking and instant messaging.

General 16 Assist Accounts Branch with the upgrade of Integra.

Liam Kelly AP1plus others to be assigned.

Timescale will be determined by Accounts.

60K Internal• Accounts• Business Units• Management

Accountants External:

• Service Provider )(Capita IB)

Liaison with Accounts Branch.

Data Protection Legislation

17 In conjunction with Policy Unit, develop guidelines and policy in relation to Data Protection.

Liam Stewart PO

Laura Burke HEO

Guidelines to issue Q1/2013.

Draft policy to be submitted to MAC Q2/2013.

None. Internal:• Policy Unit• Personnel• MAC• John

Gallagher's records management committee

• Partnership?

External:• Data Protection

Commissioner


13







Estimated Costs

associated with the



Review arrangements

General 18 Assist Heritage Services with the roll-out of EPOS devices at visitor sites.

Liam Kelly AP1

Peter Brady HEO

Agree timescale with Heritage services.

Costs to be covered by Heritage Services.

Internal:• National

Monuments• National

Historic Properties


Provider

Liaison with Heritage Services

General 19 Tender competition for mobile phone management (single provider)

Suzanne Mitchell HEO

Liam Kelly AP1

RFT to issue Q1/2013

New contract in place by Q2/2013.

This relates to monthly phone bills.

N/A Internal review meetings.

1.3.4 Corporate Services

20 Replacement of ASR (Industrial Personnel system)

Liam Kelly AP1


Continue liaison with other Departments that have Industrial staff to determine agreed requirements.

Issue RFT Q2/2013.

Place contract

25K Internal:• Industrial

Personnel

External:• CMOD• Successful

tenderer• Other

Departments with industrial

Project Team to be established.

Regular meetings with Industrial Personnel and supplier

Progress reports to ICT Steering Group.

14







Estimated Costs

associated with the



Review arrangements

Q3/2013.

Implementation by Q4/2013

staff

General 21 Deployment of Fleet Management system for Engineering Services


Liam Kelly AP1

Project was delayed in 2012 due to interventions by CMOD.

Project to formally commence Q1/2013.

System to go live by Q2/2013

25K Internal:• Engineering

services• CEW• ICT Steering

Group

External:• Etain Ltd.• Waterways

Ireland

System may be rolled out later to:

• National Monuments

• Furniture Branch

• BMS

Project team to be established.

Regular meetings with Engineering Services and supplier

Progress reports to ICT Steering Group.

Government Architectural Policy (2.5.4)

22 Building Information Modelling – Pilot Scheme

Liam Kelly AP1 ES, AS and M&E need to select a suitable project for a pilot project..

Hardware and software have been acquired. Training will

Internal:• Architectural

Services• Engineering

Working group meetings.

Monthly progress

15







Estimated Costs

associated with the



Review arrangements

ICT Unit will provide support services.

Timescales will be dependent on the type of project selected and its duration.

need to be funded). Additional costs will be incurred if a decision is taken to extend the scope of the pilot or to increase the proliferation of BIM within OPW.

Services• M&E• QS• ICT Steering

Group

External:• CITA• Construction

Industry

meetings with pilot users.

Formal report to be prepared for ICT Steering Group at the end of the pilot.

General 23 Investigate solutions to replace existing PQ system and improve archive search

Liam Kelly AP1


Commence investigation in Q1/2013.

None at this point.

Internal:• Minister's

office• Policy Unit• Business Units

External:• Oireachtas

Liaise with Oireachtas and Minister's Office on requirements. Update them on progress.

General 24 Continue piloting Ubuntu (open source desktop operating system) with a

Liam Stewart PO

Fergal O' Brien EO

Project commenced in 2012.

Aim for at least 50 full-time users

None, apart from staff time.

Internal:• Business Units

Regular feedback sessions from plot group.

16







Estimated Costs

associated with the



Review arrangements

view to a live roll-out across selected sites in 2013.

in 2013.

General 25 Upgrade document search facility across OPW (Exalead)

Liam Stewart PO

Peter Brady HEO

Project is dependent on upgrade of hardware (see 8 above)

12K External:• Support

company

Meetings and communications with supplier.

General 26 Develop a Web-based system to replace current Art Management database.

Develop a Web-based system to catalogue National Botanic Gardens (NBG) art and museum collections, wirh aim, of extending this to other heritage site

Liam Kelly AP1 Art Management has agreed to use Collective Access (open source).

NBG have also expressed an interest in Collective Access .

Scope of work to be agreed with Art Management and NBG in Q1/2013.

Working prototypes to be available in Q2/2013.

None. Internal:• Art

management• Library• National

Botanic Gardens

Internal meetings with Art Management.

Internal meetings with National Botanic Gardens.


17







Estimated Costs

associated with the



Review arrangements

collections


27 Investigate Business Intelligence solutions

Liam Stewart PO

Liam Kelly AP1

A requirement for this type of application is emerging from business reviews in OPW.

Not possible to estimate at this point.



providers



28 Investigate Customer Relationship Management (CRM) Systems

Investigate the possibility of replacing the Correspondence Database for Engineering Services.

Liam Stewart PO

Liam Kelly AP1

A requirement for this type of application is emerging from business reviews in OPW.




Providers• LGMA


1.3.2 Flood Fisk Management

29 Provide assistance, as resources allow, in respect of GIS development in OPW

Liam Stewart PO

Liam Kelly AP1

Timescale for delivery is a matter for Engineering Services.



External:• State Agencies• LGMA

Liaison with Engineering Services

Total Costs 1.327M

18

ICT Unit Business Plan 2013

Strategy Statement

Programmes:

Action to be taken by Business Unit

Staff responsible

for the actions

Time scale and other performance indicators

Estimated Costs associated with

the Action/Project in 2012

Other key playersInternal/external

Review arrangements

Actions in support of the Strategy Statement programmes:

ICT Support services

Increased scrutiny of costs incurred on printing telephony etc.

Liam Kelly APO


Adrienne O'Driscoll HEO

Ongoing.

Reports / Feedback to Line Managers.

None. Internal:• Business

Units


providers



Manage and support office equipment such as printers, plotters, copiers and fax machines

Laura Burke HEO

Ensure that support calls in respect of equipment are dealt with in a timely fashion in accordance with SLA.

Printer maintenance.

Est: 5K

Plotter maintenance

Est 15K


providers


Customer feedback (Helpdesk survey)

ICT Support Manage and Laura Burke Ensure that support calls in N/A External: Internal review

19

ICT Unit Business Plan 2013Strategy



Staff responsible

for the actions





Review arrangements

services support personal computer estate

HEOPeter Brady HEO

respect of equipment are dealt with in a timely fashion in accordance with SLA.

• Service providers

meetings.



Supervision of external service providers, namely Helpdesk (Trim and Dublin) and “break-fix” service (remote sites).

Laura Burke HEO

Efficient performance of OPW Helpdesk.

Positive customer feedback on Helpdesk performance.

Call response times in accordance with SLA.

N/A External:• Service

providers




Manage mobile phone estate


Up to date records on mobile phone usage.

Monitoring of mobile phone costs.

Accurate Asset Register.

Enforcement of mobile phone policy.

Good quality phones provided to those that need them.


providers• Mobile

phone companies


Spot checks.

20




Staff responsible

for the actions





Review arrangements


Manage digital camera estate


Accurate Asset Register.

Good quality cameras provided to those that need them.


providers• Camera

companies


Spot checks


Manage and support storage area networks and virtualisation architecture

Peter Brady HEO

Aim for 99.9% server uptime

Aim for 99.9% SAN uptime.

160K External:• Service

providers



Manage and support security infrastructure inc. Mailsweeper, McAfee, Websense, Tipping Point, Endpoint, RADIUS, Netilla and firewall.

Peter Brady HEO

Ensure critical security systems are available at all times.

Est: 30K External:• Service

providers


Automatic notifications of system failure.


Manage and support local and wide area networks.

Peter Brady HEO

Aim for 99.9% router uptime

In house costs.

Data line costs, switch & router maintenance:


providers



21




Staff responsible

for the actions





Review arrangements

Est: 200KICT Support services

Manage backup infrastructure

Peter Brady HEO

Regular updates to Business Units on backup schedules.

Backups run on schedule.


providers



Review desktop software usage using specialised tool to free up unused or little-used licences and return them to the common pool. Tool will also assist software licence compliance.

Gráinne McDonnell HEO

Tool to be run every 3-4 weeks.

6K maintenance cost.


provider

Internal review meetings


Management of OPW's e-mail infrastructure (inc. Lotus Notes, Blackberry and Mailmeter)

Gráinne McDonnell HEO

24*7 uptime on e-mail system

Upgrade to be undertaken Q1/2012.


provider


System alerts.

ICT Support Manage and Peter Brady 24*7 uptime on phone Est: 80K (inc. data External: Internal review

22




Staff responsible

for the actions





Review arrangements

services support OPW's telephony infrastructure (approx. 100 no. phone systems)

HEO systems switches with voice capability)

• Service provider

meetings

System alerts.

ICT Support Services

Develop software systems to meet business requirements

Liam Kelly APO

Small systems are developed as time and resources permit.

Not possible to determine at this point.


provider



Manage major software applications such as Visibility, CorePay, Facility Centre, Integra etc.

Liam Kelly APO

100% uptime on major applications during core business hours.

Approx. 100k External:• Service

provider


System alerts.


Provide back end support for Public Relations in managing the Intranet and the Web content management system.

Liam Kelly APO

Content management system available to PR as required.


provider


System alerts.


Manage and support Novell file servers at remote

Peter Brady HEO

100% uptime on Novell servers during core business hours.

Cost inc. in Infrastructure support.

External:• Oki


23




Staff responsible

for the actions





Review arrangements

sites. System alerts.General Introduction of

new internal procedures in relation to procurement, document management, stock control and asset management

Laura Burke HEO

New procedures came into effect in 2012 and will be refined in 2013.

N/A N/A Internal review meetings

General Management of Uninterruptible Power Supply (UPS) systems

Peter Brady HEO

UPS systems have sufficient battery power to survive a short power cut.

20K (replacement of batteries)


providers


System alerts.General Management of

wireless networksPeter Brady HEO

100% uptime during core business hours.

Acceptable performance for end users.


providers


System alerts.

Total Costs €0.656M

24







Review arrangements

Cross-Functional /Internal ActionsRisk assessment and management

Liam Stewart PO

Risk review completed by end of Q1 2013.

ISO procedures should reflect controls for risk management

Internal:• Chairman & MAC• Internal Audit • Business Units

External:• Service providers

The risks will be reviewed quarterly

Ensure PMDS is carried out within the Business Unit and staff are trained as follows:- (1) as identified in the course of PMDS meetings for competency development (2) Training related to the business function(3) Personal development training

Liam Stewart PO

Personnel

The meeting of deadlines in completing interim and annual reviews under PMDS.

Personnel reporting to Management

The timely submission of Prioritised Training Needs for the Business Unit to T & D Section.

Internal:• Personnel&

Development Services

• Training & Development Unit

External:• D/per• CSTDC

As required under the PMDS guidelines

Ensure that staff are familiar with the QCS Plan and that prompt action is taken on correspondence, requisitions, PQs, FOI

All Staff Timescales in line with QCS commitments and reflected in ISO requirements

Internal:• QCS Officer• Policy Unit• Minister’s Office• Chairman’s Office

Review in line with central updating of QCS Action Plan at Business Unit Meetings

25







Review arrangements

Requests and representations in accordance with the guidelines in the QCS Plan and any relevant statutory obligations.Respond promptly to press queries to protect the reputation of the Office.

• Public Relations

External:• Questions Office• Deputies• Members of the

Public• Journalists/Media

Health & Safety Responsibilities

All staff To monitor Health & Safety issues and incidents.To review the Office’s Safety Statement (This is a statutory requirement).

Internal:• Personnel/Internal

Facilities Mgt.• Health & Safety

Unit

External:• HSA

SMAC meetings to review Safety

ISO Accreditation All staff Investigate the possibility of ISO 27001 and ITIL accreditation.and identify improvements.

Common procedures for common activities across business units (Take the best procedure in one section and make it common for all)

External:NSAI

As required

26







Review arrangements

Official Languages responsibilities

All staff To contribute to the OPW's compliance with language responsibilities under the Official Languages Act, 2003 and the Office Official Languages Scheme

Internal:• Policy Unit• Press & Media

Relations Office

External:• Official Languages

Commissioner• Dept of Arts,

Heritage & the Gaeltacht

• Clients and Customers

• General Public

Review regularlyto ensure compliance

Compliance with legislation:• Data Protection Acts• Procurement

Directives

Laura Burke HEO

Ongoing Internal:• ICT Unit

External:• Data Protection

Commissioner• NPPPU, D/PER• EU Commission

Internal meetings.

Familiarity and compliance with OPW practices and

All Staff Ongoing Internal:• Personnel

27







Review arrangements

procedures as contained in Office Notices.

• Business Units submitting appropriate instructions.

28

BUSINESS UNIT – RISK ASSESSMENT FOR 2013

[INSERT RISK ASSESSMENT TABLE for the Business Unit on this page]

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