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ICT Policy BoardAgency ICT strategy and Agency ICT asset

management plans template

Version 2, 22 May 2012

CONTENTS

Background....................................................................................................................................................................................... 3

Agency ICT Strategic Plan Template.................................................................................................................................4

1 Strategic context.............................................................................................................................................................. 41.1 Agency strategic business goals and priorities.....................................................................................41.2 Current state of ICT in the Agency..........................................................................................................41.3 Drivers, imperatives and issues for agency ICT Strategy...............................................................4

2 Agency ICT Strategy...................................................................................................................................................... 42.1 Intended future state of ICT in the agency...........................................................................................42.2 Strategic direction and principles for ICT..............................................................................................42.3 Proposed initiatives............................................................................................................................................ 4

3 Agency ICT governance and reporting............................................................................................................... 5

Agency ICT Asset Management Plan Template......................................................................................................... 6Business applications...................................................................................................................................................... 6Corporate applications................................................................................................................................................ 6Infrastructure..................................................................................................................................................................... 7

Attachments.................................................................................................................................................................................... 8A1 Business Case Summaries...............................................................................................................................9A2 Information Communications Technology Architecture............................................................10

A2.1 Introduction........................................................................................................................................................10A2.2 End user infrastructure *...........................................................................................................................10A2.3 Local area networks (LANs) *...............................................................................................................10A2.4 Wide area networks (WANs) *............................................................................................................11A2.5 Infrastructure – Midrange computing *...........................................................................................11A2.6 Infrastructure – Storage *.........................................................................................................................12A2.7 Infrastructure – Databases......................................................................................................................12A2.8 Infrastructure – ICT Facilities *..............................................................................................................12A2.9 Infrastructure – Radio *.............................................................................................................................12A2.10Infrastructure – Telephony and related services *.....................................................................12A2.11Security................................................................................................................................................................. 13A2.12Business applications *..............................................................................................................................13A2.13Corporate applications *...........................................................................................................................13A2.14Application design & development.....................................................................................................13

A3 ICT strategic planning and asset management planning steps.....................................................15A4 Agency ICT Asset Management Plan Background..............................................................................16

A4.1 ICT business applications asset assessment..................................................................................16A4.2 ICT business applications asset assessment strategy..............................................................16A4.3 Business application status and review methodology..............................................................17

Agency ICT strategy and Agency ICT asset management plans templateVersion 2, 22 May 2012 – of 21

Background

The ICT Investment and Decision Making Framework includes regular review of agency strategic ICT plans, agency ICT asset management plans and investment proposals.

This template is intended to guide agencies in preparing strategic ICT plans and strategic ICT asset management plans that are aligned to the agency’s strategic plan and the ICT strategy developed by the ICT Policy Board.

Throughout this document, guidance is in this font and colour.


Agency ICT Strategic Plan Template

1 Strategic context

1.1 Agency strategic business goals and priorities

Describe the business goals and priorities of the agency Explain how the objectives and other elements of the Tasmanian Government ICT Strategy are

factored into these priorities Describe any other business drivers, imperatives or challenges that the agency must respond to.

1.2 Current state of ICT in the Agency

Briefly describe the current state of ICT in the agency and the strengths and weaknesses for supporting the business goals and priorities

Include an assessment of the strengths and weaknesses against the Tasmanian Government ICT Strategy.

1.3 Drivers, imperatives and issues for agency ICT Strategy

Briefly describe the important factors that will drive the ICT strategy The factors should reflect the identified strengths and weaknesses They should also address emerging opportunities, threats and trends

2 Agency ICT Strategy

2.1 Intended future state of ICT in the agency

Looking ahead 3 years and beyond, briefly describe the intended future state for ICT and how it will be different to the current state

If useful, provide a vision for ICT Outline key goals Where possible, provide relevant KPIs for the goals

2.2 Strategic direction and principles for ICT

Provide a very brief and high level description of the strategy to achieve the future state and stated goals

Describe the direction and principles that underpin the strategy Explain how the strategy supports each of the principles and objectives of the Tasmanian

Government ICT Strategy.

2.3 Proposed initiatives

Describe each of the significant initiatives that are proposed to be undertaken by the agency over the next 3 years to implement the agency ICT strategy


Describe each of the significant initiatives or actions that are proposed to be undertaken at a government wide level over the next 3 years to implement the agency ICT strategy

For each of the proposed initiatives, provide an initial estimate of:

- What will be done- Why it will be done (ie which goals does it support)- How it will be done- When it will be done- Who will be responsible- Resources required

If appropriate, reflect the initiatives in the Agency ICT Asset Management Plan or Business Case Summaries.

3 Agency ICT governance and reporting

State or refer to the agency ICT governance arrangements Include how progress on the agency ICT strategy will be monitored and reported


Agency ICT Asset Management Plan Template

Assess agency ICT assets to determine appropriate course of action. Attachment A4 Agency ICT Asset Management Plan Background outlines the review methodology. This methodology is to guide assessment of existing ICT assets. The key information is what are the major assets and what are the likely plans or actions, together with indicative opex and capex figures, where they are readily available.

New requirements are identified through the agency ICT strategic plan.

Business applications

Environment Business Owner Description

Action Estimate – Capital expenditureEstimate – Operational expenditure Initial

DateYear 1 Year 2 Year 3 Year 4 Year 1 Year 2 Year 3 Year 4

<Item> CapExOpEx

CapExOpEx

CapExOpEx

CapExOpEx

Items or business applications as identified in A2.12 Business applications

Corporate applications




<Item> CapExOpEx

CapExOpEx

CapExOpEx

CapExOpEx

Items or corporate applications as identified in A2.13 Corporate applications

Infrastructure




<Item> CapExOpEx

CapExOpEx

CapExOpEx

CapExOpEx

Items as identified in:A2.2 End user infrastructureA2.3 Local area networks (LANs)A2.4 Wide area networks (WANs)A2.5 Infrastructure – Midrange computingA2.6 Infrastructure – StorageA2.8 Infrastructure – ICT FacilitiesA2.9 Infrastructure – RadioA2.10 Infrastructure – Telephony and related services

Key:Environment In production, proposed, under development, under review/refresh etcBusiness Owner Business owner of the applicationDescription Short description of the application, where possible identify the key budget outputs and policy outcomes supported by the

applicationAction Proposed action for the year, see methodology below for further detail. Actions are

Tolerate – Meets business and technical standards; re-evaluate or reposition.Integrate – Meets business requirements of several business units and meets technical standards; maintain and evolve.Migrate – Does not meet technical standards, hence reducing capability to support; re-engineer, modernise.Eliminate – No longer provides significant business value; retire, decommission.

Estimate Estimated capital and recurrent costs for the proposed actionInitial Date Date the application was initially implemented.

A business case summary should be developed where the action is either integrate, migrate or eliminate.


Attachments

A1 Business Case Summaries

For each proposed investment (which may be for a program of projects) develop:

Title Short title of the proposalReason for proposal

Identify the problem the proposal is to address Outline why the problem needs to be addressed Identify the opportunity and proposed solution and how they will resolve

the problemAssumptions Outline any assumptions made relating to the proposalExternal conditions (dependencies)

What external conditions or dependencies are critical to this proposal

Relationship to Government policy priorities

What Government policies, agency outcomes, and budget output groups supported by the proposal

Benefits / outcomes

Document impact of the proposal on the objectives of the ICT strategy Document high level benefits or outcomes that will be achieved by this

proposal, including links to Government policies. Outline how these benefits or outcomes will be measured. Outline expected timeframe to achieve the benefits or outcomes.

Risks What negative impacts to Government are likely to result from the identified solution, include a summary of agencies that may “lose” by the proposed solution.

Identify risks if the proposal is not successful (political, social, economic etc) Summarise the level of risk associated in delivering the proposed solution.

Timeframe Outline expected timeframe to commence and complete the proposal and any constraints on the timeframe.

Estimated total cost

Provide estimated capital and recurrent costs for the proposal, over the expected life of the system.

Proposed solution

Do other agencies have a similar business problem or need? Have a range of solutions been explored? Have a range of sourcing options (bespoke, purchase off the shelf, cloud,

etc) been explored?

For Common ICT proposals:

What is the current situation? Outline assessment of the options of a shared service, common ICT service

and common ICT approach Outline major benefits and risks to government Outline major benefits and risks to agencies


A2 Information Communications Technology Architecture

Agencies should separately maintain an ICT architecture, or infrastructure standards. The information below provides guidance on scope and structure of such a document.

Information covered in the ICT architecture or infrastructure standards document need not be covered in the agency ICT Strategy.

Where possible, the ICT architecture follows the taxonomy and definitions of the ICT benchmarking coordinated by the Office of eGovernment and the ICT Roadmap.

Items marked with a * should be reflected in the agency ICT asset management plan as a single line item

A2.1 Introduction

The summary of ICT architecture and standards of the agency is designed to provide an understanding of the overall ICT architecture and standards of the agency.

Provide a short summary of the agency and ICT arrangements.

A2.2 End user infrastructure *

Definition – services, hardware, software, personnel, functions, activities and responsibilities that are provided directly to end-users in the agency. Includes desktops, laptops, thin clients, associated software, management tools, peripherals, print servers.

Outline current, and if necessary legacy, specifications of the standard client computing equipment and software. The following is a guide to the content:

Desktop and laptop computers Mobile devices Printers and network photocopiers/multifunction devices Software Installation, testing and support

Summarise the agency policies and practices on purchase, installation, testing and support of client computing equipment.

A2.3 Local area networks (LANs) *

Definition – services, hardware, software, personnel, functions, activities and responsibilities that are providing LAN services in the agency. Includes wiring, switches and support software and services.

Outline current LAN services infrastructure standards, and where appropriate sourcing arrangements, of LAN services and infrastructure. Topics to consider include:

Network standards Redundancy, Reliability and availability


Network protocols IP addresses Active network equipment Switching equipment Wireless equipment Network cabling

A2.4 Wide area networks (WANs) *

Definition – services, hardware, software, personnel, functions, activities and responsibilities that are providing WAN services in the agency. Includes NT II services and agency costs to manage, monitor and provision the services.

Policy context: Agencies are required to use the Networking Tasmania II whole-of-government contracts established by TMD to obtain data communications, Internet and related services. Under this, each agency is to have its own policies and standards for services it procures

Outline and/or reference relevant agency policies and standards, topics to consider include:

Network standards Redundancy, Reliability and availability Wide area network services Remote access services Network protocols IP addresses Active network equipment and services Switching equipment and services Wireless equipment and services Network cabling and services

A2.5 Infrastructure – Midrange computing *

Definition – services, hardware, software, personnel, functions, activities and responsibilities that are providing midrange computing services in the agency that are typically housed in data centres. Includes services, hardware, software, management services (including virtualisation).

Outline current midrange computing services and operating environments of the agency, include (where appropriate) topics such as:

Sourcing arrangements Lifecycle support Virtualisation Operating systems Management systems

A2.6 Infrastructure – Storage *

Definition – services, hardware, software, personnel, functions, activities and responsibilities that are providing storage services in the agency that are typically housed in data centres. Includes NAS, SAN and management and support services.


Outline storage services and operating environments of the agency, include (where appropriate) topics such as:

Sourcing arrangements Lifecycle support Management systems Storage

A2.7 Infrastructure – Databases

Definition – preferred database environment for major corporate and business applications

Outline database services and operating environments of the agency, include (where appropriate) topics such as:

Sourcing arrangements Lifecycle support Database systems Management systems

A2.8 Infrastructure – ICT Facilities *

Definition – services, hardware, software, equipment, rent, personnel for the provision of data centres to the agency. Includes rent, racks, UPS, power, air conditioning and associated services.

Outline and/or reference ICT facilities sourcing and/or standards.

A2.9 Infrastructure – Radio *

If applicable to your agency, outline and/or reference radio sourcing and/or standards.

A2.10 Infrastructure – Telephony and related services *

Definition – fixed and mobile voice, video and related services, including handsets.

Policy context: Agencies are required to use the integrated communications services and arrangements provided by TMD. Under this, each agency is to have its own policies and standards for services it procures.

Outline and/or reference relevant agency policies and standards.

A2.11 Security

Policy context – agencies are required to comply with the Tasmanian Government Information Security Policy. Under this, each agency is to have its own information security policies.

Outline and/or reference relevant ICT information security policies.


A2.12 Business applications *

Definition – major business applications support and enable business functions of the agency. Examples include the List, Motor Registry, FINES, Patient Administration System, Student Management System, Jobs web site.

Costs include personnel, purchase, maintenance etc required to provision and support the application.

Outline current major business applications such as:

Product and technology Sourcing arrangements Lifecycle support

Each major business application should be reflected in the agency ICT asset management plan as a single line item.

A2.13 Corporate applications *

Definition – corporate applications support the back office functions of government. They should include, but not be limited to:

HR, payroll and related services Financial and related services Electronic document management and records systems (EDRMS) Web content management and collaboration services Help desk services.

Costs include personnel, purchase, maintenance etc required to provision and support the application.

Outline current corporate applications such as:

Product and technology Sourcing arrangements Lifecycle support

Each corporate should be reflected in the agency ICT asset management plan as a single line item.

A2.14 Application design & development

Definition – preferred procurement model, technical standards etc for application design and development for applications in the agency

Outline the preferred application environment for new applications commissioned by the agency. Summarise agency preferred:

Preferred sourcing models, eg commercial of the shelf, software as a service, etc Application infrastructure, such as databases, development platforms, web infrastructure,

authentication model


Development guidelines, including development methodology, architecture and design, implementation and testing environments and practices, deployment models, documentation and security standards


A3 ICT strategic planning and asset management planning steps


A4 Agency ICT Asset Management Plan Background

A4.1 ICT business applications asset assessment

The following approach to reviewing business applications was developed by the Department of Education, utilising a Gartner methodology.

A4.2 ICT business applications asset assessment strategy

ICT business applications asset assessment strategy includes the following goals:

Administrative workload and integration – with the aim to reduce time and effort spent maintaining infrastructure and applications, decreasing the administrative burden of staff, school and corporate areas. Where possible, new applications will reuse identity information, finance information, qualifications, etc. It is undesirable that the same information is maintained numerous times, sometimes by different business units. Business applications will integrate with other applications as appropriate.

Sustainable business application diversity – while it may be desirable to support a variety of business applications to cater for differing business needs, it must be recognised that this has an impact on:

- License cost (there may be no opportunities for state-wide licensing)- Support cost (may necessitate )- Professional development (as staff are mobile there may be a retraining effort as they

move from business unit to business and encounter different applications.)- Staff availability – due to a significant staff ‘churn’ it is desirable to standardise on a

number of platform and technologies

It is desirable that diversity is balanced against supportability and cost impacts.

Better reuse of identity information - every staff member and client should have a single identity (username and password) that they use during their interactions with the agency. It is desirable that all corporate and e-learning business applications are able to re-use these identities, rather than creating new ones. This also implies that a person identity remains constant as they move from business unit to business unit.

Agility – business applications developed will be responsive to changing political and technical environments, by virtue of exploiting new technologies and design approaches. For many branches, current business applications were built during a time of independent business processes and consequently silos were built with copies of data and with no real connection to each business application. Over time piecemeal integration has lead to even more complex IT infrastructure, with associated support costs. Organizational demands for business process flexibility and adaptability are often difficult in an environment of ‘one purpose’ hardcoded applications. There is a greater expectation for the agency to respond quickly to changing priorities. A fleet of old applications will make this increasingly difficult.

Better resource management - providing a consistent methodology for approval of ICT priorities investment. Taking a strategic approach to ICT investment will make it more likely to provide better forward planning and align:

- Internal IT staff resources


- Business staff resources - Industry vendor availability

Application architecture – using a standards based development approach to support integration and reuse of data. All applications that are bought or built as part of this strategy will be designed to be scalable, highly performing and allow for secure access by staff over the internet. There will also be a significant focus on leveraging of whole of government opportunities for application consolidation / hosting.

Strategic Direction

Assess business application against the Agency ICT Strategic Plan, Tasmanian Government ICT Strategy and ICT Roadmap.

Review with each of the business application owners the business application boundary and its ability to satisfy business requirements.

Confirm on-going business application requirement, or business application decommissioning as appropriate with business owner and users.

Utilise a software development and support panel of local companies to enable access to multiple software skill sets.

Where ever possible will purchase rather than build a software business application.

A4.3 Business application status and review methodology

The business application solutions strategy will follow the Gartner methodology of needs identification, essentially as a function of business value and technology risk.

Definition: IT portfolio management is a structured approach to categorize, evaluate, prioritize, purchase and manage an organization's technology assets (hardware, software and human), investments and projects based on current and future economic drivers — and the acceptable balance of value/risk desired by the business.

Key benefits:

Targets IT resources to meet business goals and increases IT and business alignment Better IT budget control and management across the agency and improved transparency on IT

expenditures

Tolerate those systems that still satisfy a significant portion of the business function and are on platforms that deliver high quality of service.

Integrate those involved in business processes that cross silos or where data volume precludes conversion.

Migrate those systems that are "burning platforms" or that use declining or irreplaceable skills.

Eliminate those that no longer provide significant business value.

A sustainable business application lifecycle planning requires funding to be available for system replacement upon retirement, and assumes that the original business drivers and processes for the business application still apply


Tolerate

Tolerate those systems that still satisfy a significant portion of the business function and are on platforms that deliver high quality of service.

Criteria:

Satisfies 80% of the business function Platform quality of service required Problem is access, not implementation

Strategies:

Presentation integration Code cleanup Restructure Code analysis / inventory

Integrate (maintain / evolve asset)

Integrate those involved in business processes that cross silos or where data volume precludes conversion.

Criteria:

New business drivers cross traditional stovepipe applications Data volume precludes conversion E-business needs offered by packaged solution are critical


Strategies:

Presentation integration Programmatic integration Business Process Management Desktop integration

Migrate (re-evaluate / reposition asset)

Migrate those systems that are "burning platforms" or that use declining or irreplaceable skills, or will be consolidated as part of the ICT Roadmap.

Criteria:

Burning platform Declining and irreplaceable skill sets Target for consolidation by the ICT Roadmap Manageable quality of service expectations Resolve merger and acquisition differences

Strategies:

Business application infrastructure (software and hardware) replacement Re-host Re-write Outsource Platform migration

Eliminate

Eliminate those that no longer provide significant business value, which requires some agreement on the parameters of business value.

Criteria:

Low business value Duplicate implementations Alternate implementations

Strategies:

Decommission


Alternate assessment model

The diagram below is of an alternate assessment model. This model also assesses technical and functional quality.


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