Joint ICT Infrastructure Outline Business Case Joint Partnership Board July 2010

Recap… - Rationale for integrating To provide an ICT infrastructure that will facilitate shared working across the two Councils To reduce the on-going costs of the ICT infrastructure and support To provide improvements and greater resilience to existing IT solutions To focus ICT design principles around the user

Recap…. – options appraisal Various high-level options considered. –Preferred option: Move to WDC infrastructure Enables shared services across the organisations Cost effective, stable and secure solution Strong resilience (technical & skills) Shared ICT team Improved facilities at SCDC / Microsoft Outlook at WDC Joint approach to future ICT needs Joint capital expenditure in relation to currently required individual capital expenditure Flexible for overall programme Single infrastructure / service – broader range of future service options Phased approach ………

Phased approach Phase 1 - Infrastructure –To provide a single ICT infrastructure that is cost effective, provides corporate solutions and can support the development of joint working. Phase 2 – Applications –To move to single applications, per service to enable joint working, based on individual business cases

Progress Improvements made at SCDC to IT setup Independent assessment of both Council’s infrastructures = clearer understanding of both infrastructures +/- Two high level options considered Technical review of solutions and technologies Potential timeline High level costs for the project Benefits better understood – financial and service Assumptions Risks and issues – organisational and ICT specific

Thin client? What is it? Moves the ‘computing’ to the central servers Different models of thin client Provides greater IT flexibility What are the benefits? Simplified application deployment and management Longer desktop lifecycle – reduced cost of replacement programme Quicker processing Easier to deploy flexible, remote and home working Improved data security and regulatory compliance Improved network security Reduced helpdesk calls & administration – do things once approach Greener IT – reduced energy costs

Why Citrix? Citrix was founded in 1987, and is now regarded as an industry leader in the virtualisation market Established alliance between Microsoft and Citrix (Desktop Virtualisation partners) Citrix XenApp deployed for WDC Officers and members. Introduction at SCDC takes advantage of WDCs investment in the technology (including WDCs support base). Provides the capability to deliver any Windows application to users anywhere on any device XenApp reduces the cost of desktop management by up to 50 percent by simplifying the management and delivery of all Windows applications Secure design

High level options……. North South Option 1 Implement substantial data link(s) between the two sites Grow the Citrix Server Farm at the WDC site Migrate data servers to WDC over time with applications Maintain reduced infrastructure at SCDC for disaster recovery SCDC effectively becomes remote site on WDC infrastructure

High level options……. North South Option 2 Implement substantial data link(s) between the two sites Use existing experience and replicate the Citrix Server Farm at SCDC Mix and match approach for data management / application management Infrastructure supports disaster recovery plans

High level options….. Option 2 –Each authority has its own infrastructure –Ownership retained at organisational level –Easier to divorce –Significantly more costly –More resource intensive to implement –Greater administration / support requirements Option 1 –Easier to implement –Quicker to implement –Reduced ICT administration –Reduced ICT support requirements –More difficult to divorce

Recommendation Option 1 “hybrid” –Reduced infrastructure at SCDC but with sufficient Citrix disaster recovery longer term –Benefits Easier to implement Quicker to implement Reduced ICT administration Reduced ICT support requirements But –Consideration given to a formal agreement over exit strategy

What it gives us. An joint infrastructure that will enable shared services via: Joint applications Access to other organisation applications Flexible and remote working improvements – staff and members Flexible solutions tailored to user needs Reduced infrastructure costs Single, skilled ICT Team reactive to needs More effective use of information across both organisations Single implementation of new, innovative or required solutions A single ICT Strategy and related policies More flexible communications methods between all sites Enhanced disaster recovery Greener IT

What will it look like? Most office workers –Dumb Terminals on desks –All required applications available – no visual change –Able to log in anywhere on the ICT network and receive the same service / data Home workers –Secure access via home P.C. or appropriate supplied devices –Same applications / data that would be available in the offices Remote workers –Access via appropriate technology solutions, including Members –Choice of appropriate solutions dependent on business case

What we need to do (infrastructure)? Task length Site to site connectivity4 months Replace SAN (SCDC)9 months Replace SAN (WDC)9 months Grow Citrix farm12 months Implement Citrix TerminalsPhased Implement targeted VOIP (SCDC)4 months Quick wins6 months

How long will it take?

What it will save (infrastructure) Saving typeYr 1Yr 2Yr 3 Staff costs£55K£70K- Reduced call costs£5K-- General procurement costs £5K PC Replacement programme -£15K Utilities costs£3K£2K- Totals£68K£92K£20K

What it will cost (infrastructure) CAPITAL COSTSCost Site to site connectivity£31k Replace SAN (SCDC)£90k Replace SAN (WDC)£90k Grow Citrix farm£100k Implement Citrix Terminals£50k Implement VOIP (SCDC)£17k Quick wins£10k Total£388k

Proposed cost apportionment SCDCWDC Investment£277.5K£110.5K Organisational specific expenditure Replacement SAN Citrix Farm / terminals VOIP installation Replacement SAN Joint expenditureData link* Quick wins*

ICT Phase 1 (infrastructure) - potential risks / issues ICT team structures and approaches Security on some devices Procurement lead-in time Differing Operating System versions Government Connect Not all apps can go thin client Asset registration / management

ICT Phase 2 (applications) - potential risks / issues Larger applications in EU Procurement range (12-18 months lead-in) Business process redesign requirement – resourcing capacity / capability Technical support to business case development Cost

Partnership risks / issues - non ICT specific Cost apportionment Governance –Staffing –Work programming –Portfolio responsibilities Resource (people) availability during programme How the service is managed Exit strategy Procurement / legal implications

Summary Benefits Payback Timescales Next steps…..