Fit for Future Back Office. Project Board Meeting 18 May 2012 Agenda Item 2.1. Mobile Device Strategy

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1 Fit for Future Back Office Project Board Meeting 18 May 2012 Agenda Item 2.1 Mobile Device Strategy 1 Purpose 1.1 The purpose of this report is to; present for discussion and approval the proposed key principles and outcomes of the mobile device strategy provide a progress report on the mobile device management project 2 Scope 2.1 The mobile device strategy is concerned with the delivery of information and communications systems to the following devices; Mobile phone Corporate standard phone Smartphone Blackberry, iphone Tablet ipad Laptop Corporate standard laptop 3 Principles It is proposed that the Mobile Device Strategy will be based on the following principles; 3.1 The right mobile device for the right user - provide an appropriately specified secure mobile device to users based on business need, the solution should; Be affordable. Provide access to the required information and communications systems. Provide anywhere access to systems and information. 3.2 The strategy recognises the transformational change that is taking place in the use of mobile technologies by people in their personal and working lives. No longer is there a clear separation of function between corporately provided and personally owned technology. The increasingly ubiquitous nature of mobile consumer technologies has established expectations amongst ICT service users that these technologies will be embraced and exploited. This presents both an opportunity and challenge that the strategy will address. 3.3 The security and integrity of corporate information and systems assets will be a mandatory design principle for all mobile device solutions. 1

2 4 Mobile Device Management Project Deliverables 4.1 The Mobile Device Management project deliverables are to; Develop a solution that delivers secure network access from an encrypted corporate laptop. The solution must provide the following connectivity options; Wired network connection to the corporate network using single factor authentication (user name and password) Wireless network connection to the corporate network using two factor authentication (user name, password and RSA passcode) Wired and wireless network connection (home wifi or captive portal wifi access) to the corporate network using two factor authentication (username, password and RSA passcode) Status: Solution built and currently being tested within ICT and nominated users Develop a solution that delivers secure access to corporate /calendar and corporate mobile systems from a corporate smartphone i.e. Blackberry and iphone. Status: The Blackberry solution has been in use for a number of years. The additional option of using an iphone is built and currently being tested with ICT and nominated users Develop a solution that delivers secure network access from an encrypted corporate tablet i.e. ipad. The solution must provide the following connectivity options; Wireless network connection to approved corporate network resources using either single or two factor authentication via citrix. Wireless network connection (home wifi or captive portal wifi access) to the corporate network via a VPN using two factor authentication. Status: Solution built but awaiting scheduling of the test phase Develop a solution that delivers secure network access from a personally owned ipad (AKA Bring your own device BYOD) to replicate similar functionality as that offered by above. Status: The solution for remote access via a BYOD ipad has been provided. However, the additional option to provide BYOD access to /calendar is being developed Develop a solution that delivers secure access to corporate /calendar from a personally owned iphone (BYOD) to replicate similar functionality as that offered by above. Status: Solution built and is being tested within ICT. 2

3 5 Outcomes The following outcomes will be delivered by the Mobile Device Strategy; The integrity and security of the Council s information and communications systems to be maintained and where possible enhanced. Standardization of devices to assist in controlling purchase costs, support costs and efficiencies. A range of appropriate, cost-effective and affordable solutions to meet a broad range of business requirements, including the option to use a single device to meet multiple business and personal needs Offer solutions to assist in managing the potential impact that mobile technology can have on the interaction and sometimes blurring of working and home life Provide enhanced communication, collaboration and productivity tools Solutions that deliver applications and data to mobile users Effective, efficient and secure device management and support Training and support services that reflect the shift towards a greater degree of user self-service and self sufficiency Administration, billing and cost-recovery processes that are appropriate and costeffective, provide full visibility around expenditure and can be delivered within existing resources 6 Project Interdepencies The initial focus of the Mobile Device Strategy will be to put in place a number of technology solutions that will underpin and support the delivery of the following projects; Paper light; The objective of this project is to support new ways of working associated with the administration and conduct of meeting. The focus of the project will be on how technology can be used to reduce the amount of paper used at meetings. A prerequisite to making progress with the Paper Light project is having in place the toolkit of mobile solutions that can be used to introduce new ways of working i.e. a corporate laptop or ipad that can provide secure wireless access to the corporate network. Agile-Mobile Working; Similar to the Paper Light project progress with Agile- Mobile working is very much dependent upon having the toolkit of mobile solutions. Some of the solution such as remote access have existed for quite some time and are widely used. The solutions being developed within the Mobile Device Management Project will provide additional options for an increased number of mobile/agile workers. 3

4 Mobile Phone Transition and Support; A lot of work has already been invested in reviewing the eligibility and allocation of mobile phones. The development of the Mobile Device Strategy will build on this work and will take account of the experiences of the project. The development of the eligibility criteria to encompass all forms of mobile devices e.g. phone, Blackberry, iphone, laptop, Ipad etc. will be considered and used to control and manage the business need driven deployment of mobile devices. 7 Issues There are a number of ongoing issues around the use of mobile devices within the Council and these will be addressed through the development of the Mobile Device Strategy. The issues relate primarily to personal usage, the ongoing transition to the new network provider (O2) and the need to ensure that all solutions are appropriate, cost-effective, affordable and can be resourced from both a technical and administrative perspective. The issues that will be considered include Personal Usage Whether any level of personal usage of a council provided mobile device (including tablets) should be permitted and how the recovery of the costs for personal usage can be administered effectively Usage abroad while on holiday for either business or personal reasons Use of council-provided SIM cards in personal devices Use of a personal device for work purposes (i.e. BYOD), the provision of technical support and the need to, and process to, reimburse employees for business calls / data costs and the cost of the handset Consider the tax implications of personal usage for employee and employer Transition to O2 and future procurement / contract options The transition to O2 needs to be completed in a way that delivers the required savings but recognises that the council s business requirements around mobile devices are changing The requirements and timing of future procurement activity needs to reviewed to ensure these support the Mobile Device Strategy A full review of the costs and usage of all council mobile devices will be undertaken along with an assessment of all tariffs currently available in the market (including a review of the options to fund replacement handsets). This will inform the costing model for the Mobile Device Strategy and future procurement requirements and it will ensure that all solutions are affordable and cost effective Ensure that there is correct billing information for all council mobile device users. This will ensure that all costs are charged to the correct budgets, it will provide full visibility of the cost of the devices and the savings that are being achieved and it will remove the ongoing administration around unpaid invoices / unallocated costs 4

5 7.1.4 Eligibility criteria and assessment process The availability of an increased range of mobile solutions will require a review of the eligibility criteria and assessment process. This will ensure that all users are offered the best solution to meet their business requirements and that any personal requirements are considered in line with the agreed Strategy Ensuring the affordability and cost-effectiveness of the chosen solution will be a key outcome of the assessment process. This will be achieved by establishing strong links to related projects such as the Agile Working and Paper-Light projects. These projects are focusing on the organisation and cultural changes that are required to ensure that the council achieves maximum benefit from deploying new technologies. The Mobile Device Strategy will make a significant contribution to both projects and in turn the Agile Working and Paper-Light Projects will ensure that mobile devices deliver efficiencies and other benefits around increased productive working time, reduced paper usage and printing, improved work life balance etc. 8 Recommendations The project board is asked to; Approve the development of the Mobile Device Strategy using the principles, outcomes and issues raised in this report as the framework for the development of the strategy Agree to receive further progress reports and an updated strategy document at a future meeting. 5

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