HERTSMERE BOROUGH COUNCIL REPORT TO EXECUTIVE

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1 HERTSMERE BOROUGH COUNCIL REPORT TO EXECUTIVE Item no: 7.2 Document Reference No: EX/11/45 Date of Meeting / Decision: 20 July 2011 This is not a key decision call-in on the grounds of urgency Urgency: The proposals are not exempt from DESKTOP HARDWARE REFRESH PROJECT PORTFOLIO HOLDER: COUNCILLOR MORRIS BRIGHT 1. ACTION RECOMMENDED 1.1 That the Executive approves the project plan for the rationalisation of hardware and delegates authority to the Director of Resources in conjunction with the IS portfolio holder to start the procurement process. 1.2 That the Executive approves use of ICT replacement reserves amounting to 141,625 for a structured replacement of Hertsmere s Desktop hardware infrastructure in order to take full advantage of Hertsmere s Microsoft Enterprise Agreement. 2. EXECUTIVE SUMMARY / PROPOSALS 2.1 It is proposed that Hertsmere takes a structured approach to refreshing its desktop infrastructure provision. The IS department has assessed Hertsmere s expected strategic and operational desktop Information Technology (IT) requirements and proposes the implementation of a structured desktop refresh programme over the next 3 years. This approach is designed account for the Council s flexible working requirements. Flexible working is defined as the need to work away from a fixed single work station, such as home working, site visits, offsite meetings, other mobile working, presentations and the sharing of desks ( hot-desking ). 2.2 It is proposed that around 50% of Hertsmere s desktop provision be provided by Thin Client (Thin Client is defined within section 4.4 below) and laptop devices in order to fulfil the expected flexible working requirements beyond the bounds of Hertsmere s premises, and that the other 50% be provided by Personal Computers (PCs) that are configured and deployed in such a way as to allow flexible working within the bounds of Hertsmere s premises. 2.3 This paper is seeking approval for a structured procurement and implementation of the required PC infrastructure. It is further proposed that as major application are replaced 1

2 and consolidated over the coming years a greater proportion of the IT infrastructure be moved into the Thin Client environment as required. 3. REASON(S) FOR RECOMMENDATION 3.1 Hertsmere s Scrutiny Committee carried out a review of a number of key aspects of the organisation s IT infrastructure. One of the findings was that much of the desktop infrastructure used by the Council is outdated resulting in security and operational issues. Running outdated and unsupported Microsoft software is a security risk due to the lack of security updates provided by Microsoft. Newer Microsoft software, such as that provided through the procurement of an Enterprise Agreement, will not run on older hardware and therefore, in addition to entering into an Enterprise Agreement, Hertsmere s Scrutiny Committee also recommended that the desktop should be renewed as a matter of urgency. This finding reflected the IS department s own findings due to the historic underinvestment in IT infrastructure. 3.2 Following this recommendation Hertsmere s IS department carried out an internal review and consultation exercise with business units in order to determine the optimal mix of Personal Computers (PCs), Laptop and Thin Client devices in order to meet the operational and strategic needs of the organisation in the most cost effective manner possible and in order to take full advantage of Hertsmere s Microsoft Enterprise Agreement. It will also help to support the road map of replacement of future applications which would require higher specification devices. This configuration allows for a possible structured and cost effective long term migration of all applications into a Thin Client environment if required as applications are consolidated and replaced. 4. ALTERNATIVE OPTIONS 4.1 Do nothing. There are potential strategic and operational consequences of taking no action. Officers rely upon desktop devices in order to carry out the statutory and discretionary duties of the Council. Slow performance or complete failure of these devices would therefore hinder the provision of these services. In addition there are security risks from running outdated and unsupported software that will ultimately put customer data at risk and result in Hertsmere being disconnected from the relevant secure government networks. This option is therefore not recommended % laptops. This option would provide the ultimate in potential agility however the cost of such an approach would be high both in terms of hardware costs and in terms of support costs. There are additional potential security implications in that there is a greater chance of personal data going missing. It is therefore recommended that laptops form part Hertsmere s desktop estate but that a 100% laptop implementation is not recommended. This option is therefore not recommended % Personal Computers (PCs). PCs can be implemented in a way that allows for flexible working within the bounds of Hertsmere s premises as well as reducing the support overhead, security risks, poor performance and lack of standardisation traditionally associated with PCs. Where desktop services within the bounds of the organisation are required then PC can offer the cheapest option if implemented correctly, however, PCs have some limitation with regard to flexible working beyond the bounds of Hertsmere s premises (such as home working). It is therefore 2

3 recommended that PCs form part Hertsmere s desktop estate but that a 100% PC implementation is not recommended. This option is therefore not recommended % Thin Client. Thin Client is an arrangement whereby all of the software applications used by Hertsmere Borough Council employees are loaded onto a small number of large computers held centrally and accessed using dumb terminals. Dumb terminals are machines which do nothing more than connect to the large central computers and display the required software applications. This arrangement can offer cost, security and flexible working advantages, particularly when dealing with a physically divers end user population. However, in a situation where there are a large number of software applications, particularly where the applications in question are relatively niche, then attempting to centralise these application without significant consolidation can prove expensive and risky (the expenses arises from the additional hardware requirements, the installation costs and the support costs, and the increased risk results from the increased number of software dependences and potential single points of failure). It is therefore recommended that Thin Client devices form part Hertsmere s desktop estate but that a 100% Thin Client implementation is not recommended. This option is therefore not recommended. 4.5 A blended approach based on the requirement of the service which provides an optimal mix of Personal Computers (PCs), Laptop and Thin Client devices in order to meet the operational and strategic needs of the organisation in the most cost effective manner possible and in order to take full advantage of Hertsmere s Microsoft Enterprise Agreement as outlined in this report. This approach allows for a structured and cost effective migration of all applications into a Thin Client environment over an 8 year period as applications are consolidated and replaced and is therefore the recommended option. 5. PLANNED TIMETABLE FOR IMPLEMENTATION 5.1 The planned timetable for implementation is as follows. Date Task Status 23/05/11 to 03/06/11 Technical review and feasibility study Complete 06/06/11 Initial consultation including SMT presentation Complete 13/06/11 to 24/06/11 Consultation with Heads of Service Complete 13/06/11 to 21/06/11 First draft of Executive report Complete 21/06/11 Consideration at Chief Officer Board Complete 13/06/11 to 15/07/11 Development of procurement specification Pending 06/07/11 Management Board Pending 20/07/11 Executive Approval Pending 20/07/11 Procurement advertisement (hardware) Pending 20/07/11 to 05/08/11 Nomination and training of super users Pending 20/10/11 Executive update Pending 20/07/11 to 05/08/11 Supplier selection Pending 08/08/11 to 22/12/11 Technical implementation and training Pending 5.2 The Executive will be informed of the outcome of the procurement process and be provided with an update in October. 3

4 6. DELEGATION 6.1 For the Executive as a whole. 7. FINANCIAL AND BUDGET FRAMEWORK IMPLICATIONS 7.1 Projected costs for implementing Hertsmere s desktop PC infrastructure for the next 3 years is as follows: No Unit cost Yr 1 Yr2 Yr 3 Total PCs ,500 Monitors ,250 Laptops ,000 Training 5 1, ,000 Contingency , The use of ICT replacement reserves amounting to 141,625 for a structured replacement of Hertsmere s Desktop hardware infrastructure in order to take full advantage of Hertsmere s Microsoft Enterprise Agreement. 8. LEGAL POWERS RELIED ON, IMPLICATIONS AND ADVICE 8.1 None. 9. EFFICIENCY GAINS AND VALUE FOR MONEY 9.1 The proposals will deliver value for money by allowing for a secure, supported and upto-date productivity software and client access infrastructure. Such an infrastructure is required for the Council to achieve its strategic and operational objectives. 9.2 Previously such purchases were made on an ad-hoc basis via a framework agreement. Additional savings will be made in this case as a result of undertaking a procurement exercise and bulk purchase of machines. Therefore, in addition to meeting the demands of the organisation, procuring the hardware in the manner identified is expected to deliver cost savings in the region of 22,000 per annum as a result of bulk procurement following a tender process. Additional non-cashable savings will arise as a result of productivity improvements as a result of using updated and standardised software 9.3 Standardising the PCs used will enable improved support service including the ability to determine realistic Service Level Agreements (SLAs) between the IS department and the Business Units, which will enable improvements in the service Business Units can provide. 4

5 9.4 Determining the optimal mix of Personal Computers (PCs), Laptop and Thin Client devices in order to meet the operational and strategic needs of the organisation can enable other efficiencies as a result of home and agile working. 10. RISK MANAGEMENT IMPLICATIONS 10.1 New hardware is required in order to run the updated Microsoft software required by the organisation. There are security risks associated with running unsupported Microsoft operating systems (Windows 2000, Windows XP & related software). In addition, much of the existing desktop hardware is out of warranty and therefore unsupported. Implementing the proposed recommendations therefore contributes to maintaining the following corporate risk: CRM09 Failure of IT systems. Such outages could result in a failure in the Council s ability to provide its statutory and discretionary services. 11. PERSONNEL IMPLICATIONS 11.1 Training will be provided as part of this project. 12. CORPORATE PLAN & POLICY FRAMEWORK IMPLICATIONS 12.1 This project provides the desktop functionality required for a variety of service improvement projects that support the organisation s strategic objectives, including the corporate Customer Focus project in that it provides the necessary desktop hardware to enable delivery. 13. ASSET MANAGEMENT PLAN IMPLICATIONS 13.1 All future procurement of desktop infrastructure will be managed and supported by the IS department. 14. HEALTH AND SAFETY IMPLICATIONS 14.1 VDU regulation assessments will need to be carried out after each desktop is issued. 15. APPENDICES ATTACHED 15.1 Appendix Consultation Results. 16. BACKGROUND PAPERS USED IN PREPARATION OF THIS REPORT 16.1 None. 5

6 17. AUTHOR Graeme Gunn-Roberts. Dev Gopal (contributing author) Tom Jackson (contributing author) CONSULTATION ON DRAFT REPORT I have sent a copy of the draft of this report to the following on 17/06/11: Chief Executive, Directors, Head of Financial and Business Services and Democratic Services Manager. Appendix Results of Consultation Department Thin Client Laptop* PC (no CD/DVD) PC (CD/DVD) PC (CD/DVD/R) Total PCs (Power PCs) Total devices** Corporate Support e-health HR, CAR, DP Customer Srv Planning Policy Dev. Cont. etc Building Cont Parking Services Housing Dem. Services Legal Elected Members*** Waste Management Property Serv Engineering Serv Finance Revenues & Benefits Totals * Result following inital consulation of percieved need. Alternative options are also being investigated ** This number represents the total number of identified desktop devices, a proportion of which will not need to be replaced as part of this project *** Further consultation and investigation by IS required. Possible smart devices or VDI solution being investigated. IS to get back to Dem Serv. 6

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