Joint ICT InfrastructureOutline 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 connectivity 4 months

Replace SAN (SCDC) 9 months

Replace SAN (WDC) 9 months

Grow Citrix farm 12 months

Implement Citrix Terminals Phased

Implement targeted VOIP (SCDC) 4 months

Quick wins 6 months

How long will it take?

Install Data Link

Replace SAN (WDC)

Replace SAN (SCDC)

Grow Citrix Server Farm

Phase 2 - Joint Applications

ImplementVOIP (SCDC)

Quick wins

Implement Citrix Terminals (SCDC)

6months

12months

18months

What it will save (infrastructure)Saving type Yr 1 Yr 2 Yr 3

Staff costs £55K £70K -

Reduced call costs £5K - -

General procurement costs

£5K £5K £5K

PC Replacement programme

- £15K £15K

Utilities costs £3K £2K -

Totals £68K £92K £20K

What it will cost (infrastructure)

CAPITAL COSTS Cost

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

SCDC WDC

Investment £277.5K £110.5KOrganisational specific

expenditure•Replacement SAN

•Citrix Farm / terminals•VOIP installation

•Replacement SAN

Joint expenditure •Data 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…..