draft ict strategic plan 2023 - nyandenilm.gov.za€¦ · 8.11. antivirus software eset is deployed...

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ICT strategic plan 2023

DRAFT ICT STRATEGIC PLAN 2023

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DRAFT INFORMATION TECHNOLOGY STRATEGIC PLAN TABLE OF CONTENT

Details

Page No.

1. Introduction 3 – 3

2. Objective of the ICT strategy 3 – 3

3. ICT Vision 3 – 3

4. Goals 4 – 4

5. ICT strategic values 4 – 4

6. Challenges 4 – 4

7. Section and services 5 – 6

8. Status of technology 6 – 9

9. Governance 9 – 9

10. Wi-Fi Broadband 10 – 10

10. Municipality’s ICT strategies 11 – 15

11. Revision of ICT strategy 15 – 15

12. Time Frames 16 – 16

13. Commencement of the strategy 16 – 16

14. Permanent / temporal waiver of the strategy 16 – 16

15. Amendment of the strategy 16 – 16

16. Conclusion 16 – 16

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1. INTRODUCTION

This is the first Information and Communication Technology (ICT) strategy formulation

document for the municipality. This document is envisaged to be user friendly and

deals with key ICT requirements that will support the municipality to function better,

effectively and competent. This ICT strategic document will emphasize the importance

of moving from the traditional approach of treating ICT as the separate tools that are

not linked to the municipality’s goals. It will also focus on ensuring that business

processes of the municipality are supported by the information and communication

technology.

As this is the first of its kind for the municipality, it will endeavor to outline the

principles of using the information processes to ensure accurate decision making in

the municipality. Also it is vital for the municipality to first assess its existing ICT

solution to establish whether business vision can be achieved with existing IT

infrastructure. Secondly the new or additional ICT infrastructure and solutions will be

determined so that the municipality achieves its vision.

This document entitled “Information and Communications Technology Strategic Plan

2023” abbreviated as “ICT Strategic Plan 2023” serves to provide the strategic guidance

for the deployment and management of the Nyandeni Local Municipality’s Information

Infrastructure over the next five years. The year 2023 refers to the implementation

end date of the 5-year term of the document.

2. OBJECTIVE OF THE ICT STRATEGY

The purpose of Nyandeni Local Municipality’s ICT strategic plan is to ensure

that the municipality and ICT will allocate resources and establish priorities using the municipality’s broader vision to enhance the business processes.

3. INFORMATION AND COMMUNICATION TECHNOLOGY VISION

The vision statement of the municipality is to promote the efficient and cost

effective use of information and communication technology to provide speedy service delivery to the municipality’s consumers, sharing of information within and with the stakeholders in promotion of co-operative and responsive government.

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4. GOALS

To achieve this vision, the municipality will:

Improve provision and accessibility of municipal services to its communities through information technology.

Bring services to the customer’s doorsteps or to their vicinity.

Create political presence using social media

Make information easily and broadly available.

Promote intergovernmental relations within the three spheres of government

Promote community participation and active involvement.

Play a leadership role in utilising technology to enable service delivery.

Leverage investments to improve quality of service.

5. INFORMATION AND COMMUNCATION TECHNOLOGY STRATEGY VALUES

The municipality’s ICT strategic values focus on municipal staff and stakeholders:

Customer services - listening and delivering what is needed by the stakeholder

(community, business partners, sector departments, etc.) and staff.

Quality Deliverables - providing technology solutions that offer stakeholders and staff the ability to be more efficient, effective and responsive.

Communication- exchanging information openly, respectfully to our stakeholders and staff.

Integrity - treating stakeholders and staff honestly, fairly and equitable at all times.

Needs Focused–prioritizing projects based on the need of our stakeholders and staff.

6. CHALLENGES

Although the municipality has such a big vision and goals, this will require the municipality to perform beyond its limiting challenges. For the municipality to succeed in its goals and mission a variety of challenges must be addressed in the next few years:

• Poor network connectivity

• Shortage of computer skills within the municipal area of operation

• Keeping pace with the changes in technology is always critical to maintain a secure and stable computing environment.

• Limited budget

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• Illiteracy of its community regarding the use of information Technology

• Ongoing and improved remote support to municipal employees from service providers or ICT consultants.

7. SECTION AND SERVICES

The municipality ICT Section comprises 4 staff: ICT Systems Manager, ICT

Technician and two ICT Assistant Technicians.

I.C.T. section provides the following key services for its users:

Workstation management: Provision and management of PCs, user access and password management;

Communications: Phones, email, etc;

Mobile Connectivity: Remote access, mobile phones and 3G cards;

Infrastructure services: LAN, WAN, server administration, ICT security.

File and Print: Managed File & Print services;

Personal productivity: Word, Excel, PowerPoint, Internet access.

7.1. Systems: Promun- Financial management, asset management, SCM and payroll Barn-owl- governance, risk management, compliance and audit software Website- hosted by Vodacom and updated internally. 7.2. Infrastructure services:

Local Area Networks

Wide Area Networks

Server Administration

I.C.T. Security, including:

Firewall Management

Antivirus

Backup/Restore

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7.3. Support

The I.C.T. section provides first and second level support to users in each of the department’s offices although the section doesn’t have the dedicated helpdesk. The service is currently offered by the I.C.T. intern. SysAid system is used to log faults. I.C.T. section provides both Level 1 support (i.e. call logging and limited telephone support) and Level 2 support (onsite / desktop support), between 8:00 and 16:30. Third-line support is not provided as there is no service provider appointed to perform such support. This usually involves advanced levels of support that require specialized technical expertise

8. STATUS OF TECHNOLOGY

Currently there are hundred and forty-two users; all have personal computers with standard desktop tools and access to printers, email and internet. I.C.T. infrastructure is upgraded as resources and budget permits. Systems, network and printing are centrally managed The I.C.T. Technician and Assistant provide assistance/support to all users as requested. The user requirements for the municipality were sourced through the envisioning process. Questionnaires were distributed to ICT users to determine their satisfaction levels with the current technology and systems. The feedback from the questionnaires was analysed and are summarised below

Need faster response from network

Provision of reliable connectivity

Need to improve ICT support including faster response time

ICT related trainings should be conducted

To always have access to printing services

Users should be appropriately capacitated to ensure productive use of systems

Provide management tools to assist in the management of ICT infrastructure

Proper policy on replacement of laptop and desktop PCs

Increase access permissions of financial system in order to view department budget

Conduct awareness on ICT policies and procedures

Update Website timeously

8.1. Desktop/Laptop Environment A standard desktop based on Windows 7 professional and small number of Windows 8 is deployed across the municipal departments. About 50% of computers are old and has been in use for more than four years

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Desktop hardware is predominantly HP Laptop and HP Desktop PCs, although there are a small number of Acer as well. PC suppliers are selected following a procurement process provided by Supply Chain Management section. To maintain the infrastructure of software and hardware we plan to replace hardware on a 3 year rotating cycle. A policy of one PC per staff member is being developed and so total numbers of units are unlikely to increase significantly in coming years. Staff is allocated with personal printers in their offices as approved by management. Laptop PCs are only deployed to Senior Managers, Middle Managers. Senior Managers and Middle Managers are also allocated 3g modem devices to connect to internet and email whilst out of the office.

8.2. Software

Application software- Microsoft Office 2013 product is used on desktops and Laptops and is illegal. Procurement of legit software and licensing is in progress. Operation system- There is no volume license on desktops, only OEM supplied by venders when computers are procured. Servers use Windows server 2008 that is licensed.

8.3. Server Environment The Municipality operates in excess of five servers in a virtualised environment

HP Proliant Server: DL380P G8- Win server 2008 R2

o Desktop backup system

o Barn-owl system

o Active Directory and WSUS

o Active Directory and ESET

o Promun- Financial management system and Payroll

Dell PowerEdge T110II – Linux – not in use.

Lenovo System x3300M4- Windows 2008 R2- not in use.

Server support is provided by third party. Servers are backed up daily.

8.4. LAN

Each office has a dedicated switched local area network providing 100Mbps to the desktop

over minimum Category 5e cable, with a fibre backbone. Switches are typically 24-port

HP and Trendnet 10/100mbps unmanaged. Windows domain with Active Directory also

exist.

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8.5. WAN

The municipality’s buildings are linked by a Wide Area Network (WAN).

The municipality has three sites namely: Main Municipal Building, Traffic Department as well as Ngqeleni Offices.

Traffic department is linked via microwave provided by Vodacom at 4mbps

Ngqeleni Offices is linked via diginet line provided by Vodacom at 2mbps

8.6. Internet connectivity The internet speed is 6mbps provided by Vodacom. Users are complaining from time to time.

8.7. Email

The municipality’s email system is hosted exchange contracted to Vodacom (nyandenilm.gov.za).

8.8. Telephone Telephone service is provided by Telkom and provided to each office in the form of

telephone extensions and handsets (PABX leased lines). The service provider also

provides telephone management system for user pin codes management.

8.9. ICT Security ICT security is provided by Vodacom (Fortigate). It is a shared service, report are sent weekly via the email. 8.10. Data backup and restore

All servers are backing-up daily and register is developed and signed weekly. Desktop backup system is installed and centrally managed.

8.11. Antivirus Software

ESET is deployed on desktop PCs, laptops and servers.

8.12. Physical Environment

The municipality has servers located in dedicated room (server room) located in the

municipal main building. The current server room condition:

Access: - Security door with biometric access control.

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Air conditioning

Fire suppression system

Raised floor

Environmental monitoring system

Racking and cable management

All the above systems are not maintained as there is no maintenance contract.

8.13. Social media

Social media has become an effective complement for reaching audiences like communities that cannot be reached face-to-face such as remote audiences, younger participants, and busy working people. Future political effectiveness is going to be based on social networks as communities have access on smart phones. The municipality has a Facebook page (Nyandeni Local Municipality) that is used as a communication tool to Nyandeni community.

9. GOVERNANCE

I.C.T. governance framework was approved on the 31st of May 2016 which its aim

is to institutionalise the I.C.T. governance as an integral part of corporate governance within the Municipality in a uniform and coordinated manner

The I.C.T. Policies and procedures are being reviewed to set forth rules and guidelines for use of municipal computers, systems and access to the email and internet systems by the computer users.

The I.C.T. Steering Committee exists to represent the municipality’s ICT interests and provides feedback in relation to the performance of the ICT and associated support services. The committee meets at least quarterly and comprises one representation from each department of the municipality; is chaired by the independent personnel. ICT governance is a standing item on Audit Committee meeting’s agenda.

I.C.T. Risks are being identified on a strategic and operational levels to provide mitigating actions.

There are no ICT disaster recovery and continuity plans in place to provide guidance to municipality’s Information and Communication Technology function in recovering the ICT infrastructure and systems in the event of a disaster.

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The I.C.T. section’s budget for 2018/2019 amounted to R 1 653 311.00. This figure covers items such as support and maintenance, equipment procurement, consulting services, projects, cartridges, toners but does not include the costs of telephone lines; 3G cards, cellular phones and photocopying machines which are paid under Administration section. Procurement is centralised to Supply Chain management section under Budget and Treasury Department.

10. WIFI- CONNECTION TO NYANDENI COMMUNITY

Nyandeni Local Municipality has been identified as one of the pilot sites to rollout broadband infrastructure. The project has undertaken in government departments such as educational facilities, health facilities and hotspots. So far the project has started and Nyandeni Broadband Technical Committee has been established. The committee is comprised of one government department representative within Nyandeni, Nyandeni LM, OR Tambo DM and USAASA. The project will be competed on the 30th of April 2018.

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11. MUNICIPALITY’S ICT STRATEGY

The municipality has to ensure that it has viable ICT strategies to meet both goals and challenges faced by the municipality to

conduct its business effectively, efficient and quickly. These strategies may be classified as short-term, medium-term and long term

to ensure continuity of the municipality. This simple means the municipality has to list possible projects that will support the day-

to-day activities of the municipality for the betterment of the municipal service delivery. It is essential that the ICT strategies are

directly linked to the Integrated Development Plan of the municipality and are reviewed after two years or annually if needed.

The municipality to gain a competitive advantage in the use of Information and Communication Technology has to ensure that the following are implemented as Medium-term projects:

Strategy 1: Network Connectivity

Outcome statement Activity / Methods Time frame Estimated budget

1.1 Upgraded and constant Connectivity.

1.1.1 Upgrade LAN connectivity of all buildings in to Gigabit Ethernet

2018/2019 R 200 000

1.1.2. Implement network monitoring application 2019/2020 R 100 000

1.1.3 Plan, design and implement a fibre-optic backbone. 2019/2020 R 300 000

1.1.4 Establish secure remote access capabilities 2019/2020 R 50 000

1.1.5 Upgrade wireless connectivity. 2019/2020 R 50 000

1.1.6 Analyse internet utilisation and upgrade to meet the demand

2019/2020 R 150 000

1.1.7. Link Traffic department with Fibre 2020/2021 R 200 000

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Strategy 2: Review the Financial Management Systems


2.1 Financial Management Systems that complies with the Municipal Finance Management Act (MFMA)

2.1.1 Review the functionality and usage of existing systems 2018/2019 N/A

2.1.2 Develop and deploy disaster recovery plan for core transactional systems

2019/2020 R 50 000

2.1.3 Provide for key systems user training 2019/2020 R 50 000

2.1.4 Enhance business process support from existing systems 2020/2021 N/A

2.2 Payroll system that is fully integrated to the HR systems the Financial Management

2.2.1 Review the functionality and usage of existing systems 2018/2019 N/A

2.2.2 Develop and deploy disaster recovery plan for core transactional systems

2019/2020 R 50 000

2.2.3 Provide for key systems user training 2019/2020 R 50 000

2.2.4 Enhance business process support from existing systems 2020/2021 N/A

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Strategy 3: Website Functionality & Web focus


3.1 Updated and fully operational municipal website.

3.1.1 Regularly update website 2018/2019 R 25 000

3.1.2 Conduct training to all website operators

3.1.3 Ensure that the website is linked to the relevant website that will promote local economic development and tourism.

3.1.4 Ensure that website is fully compliant with MFMA S75

3.1.5 Link website with Facebook page to include notices and events

3.1.6 Roll-out intranet 2019/2020 R 150 000

Strategy 4: Hardware and Software


4. 1 Standardized licensed hardware

4.1.1 Establish the existing hardware and software within the municipality.

2018/2019 N/A

4.1.2 Establish if all software and hardware is licensed. 2018/2019 N/A

4.1.3 License those that are not licensed. 2018/2019 R 200 000

4.1.4. Conduct analysis of renting out hardware vs owning it 2018/2019 N/A

4.1.4 Evaluate the benefit of having the standardized hardware and software within the municipality.

2018/2019 N/A

4.1.6 Procure relevant hardware and software for the users. 2019/2020 R 1 500 000

4.1.7. Servers replacement and setup 2020/2021 R 800 000

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Strategy 5: Implementation of Document Management Systems


5. 1 Fully operational electronic document management system

5.1.1 Draft the specifications of the Electronic document management system document management system.

2018/2019

R 800 000

5.1.2 Roll out Electronic document management system

5.1.3 Conduct training to system operators

Strategy 5: Implementation of ICT governance framework


5. 1 Institutionalised ICT governance

5.1.1.Implementation of phase 1 2017/2019 N/A

5.1.1. Implementation of phase 2 2018/2019 R 200 000

5.11. Implementation of phase 3 2019/2020 R 200 000

Strategy 6: E-mail facility


6. 1 In-housed email facility

6.1.1 Procurement of MS exchange server 2016 software 2019/2020 R 400 000

6.1.2. Configuration and setup of MS exchange server 2019/2020 R 200 000

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10.1 Wireless Technologies

Wireless technologies (e.g. WLAN) will be implemented to enhance flexibility and mobility. Use of such systems will require particular attention to the increased security risks they present.

10.2 Bandwidth

It is vital that an appropriate bandwidth is supplied to ensure a fast, reliable network. The

greatest risk to communications is not complete failure; although technical breakdowns are

occasionally experienced, they are not common. The absorption of the bandwidth of the

network, through increased usage, causes all applications to run slower – at the extreme

they become unusable. There are a number of different consumers of bandwidth.

10.3 Email

E-mail is an increasingly utilised service but generally absorbs only a modest amount of bandwidth.

10.4 Video

Video is a very large consumer of bandwidth and since it is likely to be used more widely in the future we may need to increase network bandwidth to cope. Usage will be monitored to ensure that requirements are met.

10.5 Voice

We will look at the revision of current telephone and voice services to take advantage of

Voice over IP (VOIP) technologies where this provides efficiencies of operation or cost

efficiencies.

10.6 Training

Ensure that staff is properly trained if we are to make the best use of increasingly ICT

systems. We will ensure that ICT staff is trained in new technologies to ensure that they can

support municipality users.

11 REV ISION OF THE ICT STRATEGY

The ICT strategy must be revised annually taking into account any changes in the municipal strategic plan and the Integrated Development Plan.

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12 TIME FRAMES

The identified ICT projects are seen as short to medium term project that should be implemented between 2018/2019 and 2022/2013 financial years.

13 COMMENCEMENT OF THE STRATEGY

The policy will come into effect on the date of adoption by council.

14 PERMANENT/TEMPORAL WAIVER OR SUSPENSION OF THE STRATEGY

This strategy may be partly or wholly waived or suspended by the Municipal Council on temporary or permanent basis.

The Municipal Manager/Council may under circumstances of emergency temporarily waive this

strategy subject to reporting of such waiver or suspension to Council.

15 AMENDMENT AND/OR ABOLITION OF THIS STRATEGY

This strategy may be amended or repealed by Council as it may deem necessary.

16 CONCLUSION

In order to facilitate the effective and efficient implementation of the ICT Strategic Plan 2023 successful consideration of the following implementation actions will be mandatory:

Council must adopt the ICT Strategic Plan 2023 in order to assume ownership

Accommodate the investment requirements in the annual budget of the municipality

Ensure that the ICT Steering Committee is mandated to manage the implementation of the plan

Implement the various strategic action plans in accordance with the goal frame.

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