ICT Unit and Strategy & Performance Division

Pre-posting Training, June 2014

AN INTRODUCTION TOICT &

KNOWLEDGE MANAGEMENT IN DFAT

WHO WE ARE…... ICT UNIT

Provide the ICT infrastructure and services to enable DFAT achieve its High Level Goals

Support business units with the implementation of services:

• Passport Service, • Grant Management Services, • On-line Applications & • Websites, etc

ICT UNIT STRUCTURE

Customer Service Delivery

Admin

ICT Service Support

User Infrastructures

Infrastructure Service Delivery

Telecomms & Security

Infrastructure

Services Infrastructure

ICT Security Policy

Application Service Delivery

Intranet & Related Applications

Business Applications

On-line & Related

Applications

ICT INFRASTRUCTURE

How do we deliver ICT Services?

Architecture

Telecommunications Infrastructure

External Connections

Disaster Recovery

Security Infrastructure

SOME SENSE OF SCALE• 90+ sites• 1,900 users with PCs/ Desktops; • 200 servers • 450 +Mobile Mail users;• 350 RAS Laptop Users• 135 video conference units• 100 telecommunications links• 400 telecommunications devices, • 1900+ Cisco VoIP Telephony handsets

APPLICATIONS

Microsoft Office & Internet Explorer

The Intranet – Microsoft SharePoint

Passport Service

Consular

Náisiún –Certificate Services

Cabhair - Assistance & Crisis Management

Financial Management & HR Support systems

External / Shared– HRMS, AVATS, Oireachtas PQs

ICT METRICS JANUARY TO MAY 2014

Video-Conferences 771Mobile Mail / RAS Laptop Logins 60,634 / 8,694Telephone Calls

Total Calls to 4082000 48,919Av. daily calls over VoIP EU North America 2,500

E-Mail Traffic1,009,000 e-mails sent internally over past 30 days 2.8 Terabytes of e-mailbox accounts storage3.5m inbound messages (25% blocked as threat)1.6m outgoing messages

Files 3 Terabytes of files stored by HQ staff and Divisions

ICT SECURITY

What are the issues/ risks / threats?

What are our concerns?

Security Measures

What are your responsibilities?

HOW TO CONTACT US

Initial Point of Contact – Help Desk

E-Mail: #HQ-CSD ICT Help DeskPhone: #2583

Mary O’Donohue #2539

WHAT WE DO… STRATEGY & PERFORMANCE

Business Planning & Risk Management

Mission InspectionsBusiness Process ImprovementManagement & Performance

InformationPerformance Budgeting

HOW WE WORK WITH ICT UNIT

Identify DFAT business needs in line with strategic priorities

Set Knowledge Management work-plan

Review & Refine DFAT processes Support KM projects to

completion

HOW WE DO WHAT WE DO...

MAC Task Force on

Knowledge Management & Innovation

CAPTURE

capture key information

strengthen the business practices

implement common standard

methodologies

SHARE For maximum benefit from

knowledge we must be able to share strengthen our systems for

knowledge, information and records management

use the growing opportunities presented by Department websites

INNOVATEtransform and improve core business

processes to respond to evolving business needs and priorities

promote the use of common corporate tools and training to embed practices.

adopt appropriate standards and procedures around the structuring of knowledge, information and records

DELIVERING OUR VISIONinvolves commitment from every

member of staff especially important from senior

management at HQ and missionswill require us to prioritise actions

and allocate human and financial resources to support delivery

DELIVERING OUR VISION

There are three elements of success that underpin the achievement of our vision: LeadershipOwnership Communication

NEXT STEPSHandover project is in place for

summer rotationsDFAT Website – Missions RolloutBusiness planning/Risk ManagementA Contact Management projectIntranet Upgrade Project

WHAT NOT TO DO!

TO TAKE AWAY TODAY...

• Knowledge Management – we do it already! Let’s do it better and make it instinctive & intuitive.

• the intranet!

• RISK is real! Be risk aware

• ICT is your friend!! We can help!

• Have you: • Updated your Who’s Who entry?

• Completed your Handover Note?

And FINALLY…

Any Questions…?

Lesley #2655

Mary #2583