2008 to 2010
A review of the Authority’s Information and Communications
Technology (ICT) was undertaken during 2007/08. The review
considered current provision of ICT services and identified areas for
ICT is a critical support service, underpinning many of the Authority’s
operational and developmental activities. This strategy sets out aims
and objectives to continuously improve the service so that it remains
fit for purpose and supports the Authority’s Corporate Plan.
2. ICT Strategy Aims
The aims of the ICT strategy are:
To provide an effective and efficient ICT infrastructure to
meet current and future needs.
To maintain current systems whilst continually reviewing
service needs against market developments.
Delivery of this strategy will be managed by the Corporate Services
Manager and achieved through the services provided by the
Corporate Services Section.
3. ICT Strategy Objectives
3.1 Corporate Infrastructure
To implement a 3 year replacement programme for PC’s and
Laptops (approx 15 per year) and 4 year replacement
programme for servers (one per year).
The Authority will maintain its ICT Infrastructure to meet current
demands whilst planning for future requirements. Acquisitions will be
primary market products and equipment will be procured in line with
the Authority’s Contractual Procedural Rules.
The ICT inventory will be maintained and will include an expiry date
against each item consistent with the replacement programme targets
to determine when it is to be replaced.
To procure goods and services which support the Authority’s
sustainable development programme and are aligned with its
The procurement of hardware including laptops and workstations,
servers, printers and VDU’s will consider the environmental
performance of goods in addition to value for money as part of the
Software and working practices which reduce the Authority’s
environmental impact will be developed and where appropriate,
included within the ICT Protocol. Printer services, for example, will
be provided to meet operational requirements whilst considering
value for money and environmental impact.
3.2 Software Packages
To operate Microsoft products as standard and phase out the
reliance on Lotus Smartsuite by 2009/10.
Lotus Smartsuite is no longer supported and the Authority will
therefore phase out information systems which were developed using
To ensure that installed software is appropriately licensed and
available to staff where cost/benefit has been demonstrated.
The Authority provides a range of software applications to staff.
Adequate controls must be in place to ensure that such applications
are licensed. Licenses for additional users will be determined on a
cost-benefit basis by the relevant Assistant Director in consultation
with the Corporate Services Manager.
3.3 Information Systems
To maintain and continuously improve the provision of
information systems to deliver efficient and effective methods of
working which take full advantage of current technologies.
The Authority has a range of information systems to meet its
information needs. Information Systems which have been developed
in-house will include full documentation to ensure continuity as a
result of staff turnover. Such documentation will include data
structures and maintenance records.
The benefits of a Waste Management Information System are being
explored to deliver performance management information to the
Authority and its stakeholders and to facilitate the transition between
existing and new waste contractors anticipated during 2008/09. To
ensure compatibility and appropriate system specification, this project
will not be taken forward until the Waste Management Recycling
Contractor has been appointed.
3.4 File and Data Integrity
To implement an ICT Protocol during 2008/09 which will
establish clear guidance and instructions to staff on the
responsible, efficient and secure use of ICT services.
The Authority will ensure that electronic files and information are
managed effectively, efficiently and securely. The use of the existing
Document Management System will be reviewed to optimise its
The ICT Protocol will reflect and inform HR Policy and will ensure
compliance with statutory requirements to deliver efficient and
effective storage and retrieval of information.
3.5 Security and Maintenance
To implement disaster and recovery systems which mitigate or
remove the risk of data loss and disruption to services to
Data backup and disaster recovery procedures will be implemented
to reduce the risk of disruption to the Authority and the services it
provides in the event of deliberate or accidental data loss. The
disaster recovery system will be implemented during 2007/08 and will
replace the current backup procedures. The disaster recovery will
consist of a mirror system located in the Authority’s premises and a
remote recovery data store held by a third party.
The Disaster Recovery System will only backup networked drives and
staff will be instructed not to store files locally to PC’s as part of the
To provide effective maintenance of ICT systems which will be
reviewed on an annual basis and continually reduce the
Authority’s exposure to the risk of service disruption.
The Authority will provide an Uninterrupted Power Supply (UPS) to its
main servers to protect systems from temporary loss of power and
ensure controlled closure of systems in the event of a lengthy
Firewall and Anti-Virus applications are in place and will be
maintained to control inappropriate access or downloading of
Maintenance agreements are in place and will be reviewed on an
annual basis to provide the most efficient and cost effective use of
3.6 Internet and Remote Access:
To make optimum use of existing and emerging technologies to
improve the provision of services to staff and stakeholders.
The Authority recognises the benefits and promotes the application of
e-governance. Electronic service delivery will continue to be
developed to provide improved services and consultation
mechanisms to the public and other stakeholders. This includes the
development and maintenance of website and intranet services and
the implementation of a web-enabled asbestos service.
Access to external information systems for which the Authority has no
direct control are widely used. The Authority will ensure that staff
access such systems with the same level of consideration to propriety
and security as would be expected with its own systems.
Security remains an issue and the ICT Protocol in conjunction with
HR Policies will be developed where necessary to ensure responsible
working practices which do not expose the Authority to external
threats such as hacking, unlicensed software use or viruses.
Remote home-working is available on an ad-hoc basis and the
control and management of this facility will be considered as part of
the current HR review.
To provide an effective and efficient telecommunications
The Authority provides the following services:
Head Office Landlines for telephone and fax
Landline access is provided to all staff. Mobile phones are provided
to the Director and Assistant Directors and on a pooled basis to other
staff. The need for permanent mobile phone provision for individuals
shall be determined by the relevant Assistant Director in consultation
with the Corporate Services Manager. HR policies on usage will be
developed as required.
Contracts for telecommunications will be procured and reviewed in
terms of value for money on an annual basis.
Due to the high level of support required, PDA’s are provided to the
Directors and Assistant Directors only.
4. Current Drivers for Change
The need to develop ICT systems within the Authority has never been
stronger. There is a need to develop and improve the availability and
use of ICT within the MWDA.
Current drivers for change have been identified:
Increased reliance on ICT for communications and information
Contractual arrangements in relation to data flows due to
change as a result of the Procurement Project.
Performance and Project Management Development.
Critical data handling as a result of the Procurement Project and
Increased requirement for joint working.
Freedom of Information Act
5. Existing Developments – 2007/08
Specific developments within this strategy will be implemented on a
project by project basis in line with the current MWDA Corporate and
The following developments are currently underway or have been
Development Priority Timescale for Estimated Cost
Implementation of High February 2008 In-house
Intranet Medium April 2008 £7K
Recycling Credits High October 2008 In-house
Asbestos E- Medium April 2008 In-house
Email and High April 2008 £4K or in-house
6. Future Developments – 2008/09 onwards
Additional requirements will be identified as part of the consultation
process for this strategy and will also be determined through Service
Planning. Potential ICT plans identified to date are:
Development Priority Timescale for Estimated Cost
Waste Data Info High December 2008 £150K
Permit Scheme Low October 2008 In-house (ICT
(subject to Member support only)
7. Resource Implications
The ICT budget for 2008/09 has been set at £41,000 (subject to
approval on 1st Feb 2008).
This budget comprises the following:
Server replacement: £6000
PC replacement: £6000
Annual Contracts (various): £12000
Software & licences: £6000
Phone system: £500
Information System Development £6000
The acquisition of a Waste Management System has not been
approved at the time of writing and therefore no budget provision
made in 2008/09. In the event that approval is given, leasing options
or the slippage of the project into 2009/10 will be considered.
ICT Resources are provided as follows:
Corporate Services Manager – Day to day management.
Information Systems Officer - Day to day delivery of ICT services.
In addition to this, third party services are in place to provide
maintenance and specialist services when required.
The reliance on and application of ICT has dramatically increased
over the last few years. All staff now require comprehensive
computer skills to carry out their duties, ranging from office
applications, email and internet skills and an increasing number of
project specific applications.
There is also a wide variance in the level of skills achieved to date. It
is therefore essential that a skills audit is undertaken to determine
ICT training requirements and incorporated within the Staff
8. Risk Management
Identified Risk Likelihood Consequence Risk Mitigation
Rating Rating Value
Failure to 3 3 9 Review ICT budget
allocate and staff resource
appropriate in Section reviews.
Localised loss 3 4 12 Backup Systems;
of data or UPS; Disaster
Remote 1 4 4 Review security
access creates measures within
Management 3 3 9 Thorough systems
Info Systems analysis during
do not meet development
9. Performance Measures
This strategy and the continuous improvement it aims to deliver will
be measured by the following:
Performance Indicator Actual Target
Overall User Satisfaction TBC 85%
Services electronically enabled as per 100% 100%
BVPI 157 definition (%)
Delivery of ICT Strategy Action Plan N/A Completed
As part of the formulation of this strategy, the following stakeholders
have been / will be consulted:
Consultee Completed By:
All Users June 08 User Survey via intranet.
Management Team Jan/Feb 08
11. Sustainability Statement
The Authority promotes sustainable solutions across all if its activities
and is committed to the following in terms of this ICT Strategy:
Procurement of goods and services
Goods will be procured taking into account economic, social and
The energy consumption and associated climate change factors of
goods will be considered.
Reuse of redundant equipment
Redundant equipment will be offered for purchase by staff or donated
to charitable or environmental enterprises where appropriate.
Disposal of equipment will be compliant with WEEE Directive.
When goods have reached their ‘end of life’ take-back for
deconstruction and recycling will be considered favourably.
This strategy will support the development of sustainable working
practices to improve energy and resource efficiency, for example, by
reducing the use of consumables and travel requirements.
This strategy supports the delivery of the Authority’s Corporate and
Service Plans. The strategy will be implemented through the Action
Plan identified in the ICT Review 2007/08. A copy of the Action Plan
is attached at Appendix 1.
The next review of this strategy will be aligned with the scheduled
review of the Corporate Plan which is due to take place in 2010.
13. Action Plan
Task ICT Objective: Lead Officer: Deliverable: Complete By:
Implement a hardware replacement programme in line Objective 1 R Farrell Replacement dates April 08
with the ICT Strategy. included with inventory.
Identify Approach databases still in use and schedule Objective 3 R Farrell Schedule for re- April 08
reviews with a view to phasing out use of this engineering.
Identify resource needs for waste data management Objective 5 A Valentine Proposal February 08
as part of the Post Contract Award review.
Documentation for in-house systems to be produced. Objective 5 R Farrell System Documentation September 08
ICT Protocol for staff to include File Structure, naming Objectives 2 + 6 A Valentine ICT Protocol June 08
convention and password security to be developed.
Audit Log for Ordering System (Internal Audit Objective 7 R Farrell Revision to system 30/11/07
Disaster recovery arrangements to be identified and Objective 7 R Farrell Disaster Recovery February 08
budgeted accordingly for 2008/09. Agreement
Maintenance Contracts to be reviewed with a view to Objective 8 R Farrell New contracts October 08
increasing service levels.
UPS to be enabled on main servers where necessary. Objective 8 R Farrell UPS installation February 08
Licence Audit to be undertaken and guidance issued Objective 4 R Farrell Licence audit and review July 08
to staff to avoid misuse of software. timetable
System Developments identified in para's 5 and 6. Objectives 5 + 9 R Farrell Delivery of system As per schedule
Consult users via the intranet when available. Objective 9 R Farrell Customer Feedback / June 08
HR Policy development to consider ICT Strategy. Objective 9 P Pocock HR Policy as appropriate April 08
Develop further application of the Document Objective 6 A Valentine New procedures. March 09
ICT Training to be highlighted in 2008/09 SDI Process. Objective 5 P Pocock Training Plan April 08