Item - 2018.AU11.3

Tracking Status

  • City Council adopted this item on March 26, 2018 with amendments.
  • This item was considered by Audit Committee on February 7, 2018 and was adopted with amendments. It will be considered by City Council on March 26, 2018.

AU11.3 - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management

Decision Type:
ACTION
Status:
Amended
Wards:
All

City Council Decision

City Council on March 26 and 27, 2018, adopted the following: 

 

1.  City Council request the City Manager, in consultation with the Chief Information Officer, to establish appropriate governance and accountabilities to ensure that divisions with Information Technology services operating independently from the Information and Technology Division follow Corporate Information Technology policies, procedures, and standards in acquiring and managing Information Technology services.

 

2.  City Council request the Chief Information Officer to:

 

a.  ensure that the inventory in the Corporate Information Technology asset management system is updated (including assets directly managed by the Information and Technology Division, as well as assets managed by other City divisions);

 

b.  perform periodic reviews and reconciliations of data captured within the Corporate Information Technology asset management system to ensure the system is accurate and complete;

 

c.  implement available tools and reporting functionality within the Corporate Information Technology asset management system to support ongoing asset monitoring; and

 

d.  use the data available within the corporate asset management system to inform strategic technology planning, including maximizing the use of assets and managing the costs to maintain them throughout their lifecycle.

 

3.  City Council request the Chief Information Officer to leverage data obtained through various network tools to inform the City’s network and strategic planning teams.

 

4.  City Council request the Chief Information Officer, in consultation with all relevant divisions, to:

 

a.  develop a comprehensive list of applications and identify those applications and systems that have the potential to be consolidated and modernized, eliminating the need to procure, implement, and maintain duplicative systems in the future; and

 

b.  review existing decentralized Information Technology services and, where possible, consolidate these services with the Information and Technology Division.

 

5.  City Council request the Chief Information Officer to establish a strategic technology roadmap to modernize and transform the Information Technology environment. The roadmap should clearly set out milestones and performance measures to assess progress in meeting the City’s short-term and long-term Information Technology goals.

 

6.  City Council request the Chief Information Officer to develop and implement procedures to promote clarity in roles and responsibilities for creating, maintaining, and refreshing the Information Technology infrastructure roadmap.

 

7.  City Council request the Chief Information Officer to ensure that the Strategic Technology Roadmap identifies opportunities for harmonizing lifecycle management and standardizing technologies in Information Technology infrastructure in order to achieve operational efficiencies, reduce costs, and source assets strategically.

 

8.  City Council request the Chief Information Officer to conduct periodic architecture reviews to strengthen security, eliminate redundancies, and identify opportunities to modernize the Information Technology environment.

 

9.  City Council request the Chief Information Officer to expedite efforts to mature its processes and capabilities to support Cloud services.

 

10.  City Council request the Chief Information Officer to ensure that all Information Technology business cases describe how the new Information Technology project or lifecycle management refresh aligns with the strategic technology roadmap; and include an evaluation of cloud versus on-premise solution.

 

11.  City Council request the Chief Financial Officer, in consultation with the Chief Information Officer, to develop a tool to communicate the total cost impacts (operating and capital) of Information Technology projects to provide clarity wherever increased operating budget pressures from cloud services are offset by savings in capital costs.

 

12.  City Council request the Chief Information Officer, to coordinate with the Chief Purchasing Officer on implementing category management for the procurement of Information Technology equipment, services and solutions, utilizing the strategic technology roadmap to lower the total cost of Information Technology.

 

13.  City Council request the Chief Information Officer, in consultation with the City Clerk, the City Solicitor, and where needed, the City’s Accountability Officers, to include in the data governance model:

 

a.  guidance on the City’s enterprise-wide data strategy to provide direction for lifecycle management and classification of data in alignment with the Municipal Code; and

 

b.  a special case data retention policy and procedure to address scenarios where archiving specific data is required, such as litigation needs.

 

14.  City Council request the Chief Information Officer to enhance the existing process to monitor and update Information Technology policies, procedures and standards on a periodic basis.
  

15.  City Council request:

 

a.  the City Manager forward this report to agencies and corporations for review; and

 

b.  the heads of the major agencies and corporations review the issues and recommendations included in this report and consider the relevance to their respective organizations for implementation.

 

16.  City Council request the Chief Information Officer to consider developing a service offering for City agencies where the case exists for cost savings or other benefits.

 

17.  City Council request the Chief Information Officer to implement the Auditor General's recommendations by the first quarter of 2019.

Background Information (Committee)

(January 30, 2018) Report from the Auditor General - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112383.pdf
Audit at a Glance - IT Infrastructure and IT Asset Management Review: Phase 1
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112384.pdf
Attachment 1: IT Infrastructure and IT Asset Management Review: Phase 1
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112385.pdf
(January 24, 2018) Placeholder Report from the Auditor General - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-111745.pdf

Motions (City Council)

1 - Motion to Amend Item (Additional) moved by Councillor Paul Ainslie (Carried)

That City Council request the Chief Information Officer to implement the Auditor General's recommendations by the first quarter of 2019.

Vote (Amend Item (Additional)) Mar-27-2018 2:18 PM

Result: Carried Majority Required - AU11.3 - Ainslie - motion 1
Total members that voted Yes: 38 Members that voted Yes are Paul Ainslie, Maria Augimeri, Jon Burnside, John Campbell, Christin Carmichael Greb, Shelley Carroll, Josh Colle, Joe Cressy, Janet Davis, Glenn De Baeremaeker, Justin J. Di Ciano, Frank Di Giorgio, John Filion, Paula Fletcher, Michael Ford, Mary Fragedakis, Mark Grimes, Jim Hart, Michelle Holland, Stephen Holyday, Norman Kelly, Mike Layton, Chin Lee, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Joe Mihevc, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, Neethan Shan, David Shiner, Lucy Troisi, Kristyn Wong-Tam
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 7 Members that were absent are Ana Bail„o, Gary Crawford, Vincent Crisanti, Sarah Doucette, Jim Karygiannis, Michael Thompson, John Tory

Motion to Adopt Item as Amended (Carried)

AU11.3 - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management

Decision Type:
ACTION
Status:
Amended
Wards:
All

Committee Recommendations

The Audit Committee recommends that: 

 

1.  City Council request the City Manager, in consultation with the Chief Information Officer, to establish appropriate governance and accountabilities to ensure that divisions with IT services operating independently from the Information &Technology Division follow Corporate IT policies, procedures, and standards in acquiring and managing IT services.

 

2.  City Council request the Chief Information Officer to:

 

a.  Ensure that the inventory in the corporate IT asset management system is updated (including assets directly managed by the Information &Technology Division, as well as assets managed by other City divisions).

 

b.  Perform periodic reviews and reconciliations of data captured within the corporate IT asset management system to ensure the system is accurate and complete.

 

c.  Implement available tools and reporting functionality within the corporate IT asset management system to support ongoing asset monitoring.

 

d.  Use the data available within the corporate asset management system to inform strategic technology planning, including maximizing the use of assets and managing the costs to maintain them throughout their lifecycle.

 

3.  City Council request the Chief Information Officer to leverage data obtained through various network tools to inform the City’s network and strategic planning teams.

 

4.  City Council request the Chief Information Officer, in consultation with all relevant divisions, to:

 

a.  Develop a comprehensive list of applications and identify those applications and systems that have the potential to be consolidated and modernized, eliminating the need to procure, implement, and maintain duplicative systems in the future.

 

b.  Review existing decentralized IT services and, where possible, consolidate these services with the Information &Technology Division.

 

5.  City Council request the Chief Information Officer to establish a strategic technology roadmap to modernize and transform the IT environment. The roadmap should clearly set out milestones and performance measures to assess progress in meeting the City’s short-term and long-term IT goals.

 

6.  City Council request the Chief Information Officer to develop and implement procedures to promote clarity in roles and responsibilities for creating, maintaining, and refreshing the IT infrastructure roadmap.

 

7.  City Council request the Chief Information Officer to ensure that the Strategic Technology Roadmap identifies opportunities for harmonizing lifecycle management and standardizing technologies in IT infrastructure in order to achieve operational efficiencies, reduce costs, and source assets strategically.

 

8.  City Council request the Chief Information Officer to conduct periodic architecture reviews to strengthen security, eliminate redundancies, and identify opportunities to modernize the IT environment.

 

9.  City Council request the Chief Information Officer to expedite efforts to mature its processes and capabilities to support Cloud services.

 

10.  City Council request the Chief Information Officer to ensure that all IT business cases describe how the new IT project or lifecycle management refresh aligns with the strategic technology roadmap; and include an evaluation of cloud versus on-premise solution.

 

11.  City Council request the Chief Financial Officer, in consultation with the Chief Information Officer, to develop a tool to communicate the total cost impacts (operating and capital) of IT projects to provide clarity wherever increased operating budget pressures from cloud services are offset by savings in capital costs.

 

12.  City Council request the Chief Information Officer, to coordinate with the Chief Purchasing Officer on implementing category management for the procurement of IT equipment, services and solutions, utilizing the strategic technology roadmap to lower the total cost of IT.

 

13.  City Council request the Chief Information Officer, in consultation with the City Clerk, the City Solicitor, and where needed, the City’s Accountability Officers, to include in the data governance model:

 

a.  Guidance on the City’s enterprise-wide data strategy to provide direction for lifecycle management and classification of data in alignment with the Municipal Code.

 

b.  A special case data retention policy and procedure to address scenarios where archiving specific data is required, such as litigation needs.

 

14.  City Council request the Chief Information Officer to enhance the existing process to monitor and update IT policies, procedures and standards on a periodic basis.
  

15.  City Council request:

 

a.  The City Manager forward this report to agencies and corporations for review.

 

b.  The heads of the major agencies and corporations review the issues and recommendations included in this report and consider the relevance to their respective organizations for implementation.

 

16.  City Council request the Chief Information Officer to consider developing a service offering for City agencies where the case exists for cost savings or other benefits.

Origin

(January 30, 2018) Report from the Auditor General

Summary

The Corporate Information & Technology (I&T) Division's role is to provide City-wide leadership in modernizing services through the strategic investment, development and management of the City's IT systems.

 

In this role, the I&T Division prepared an IT Portfolio Integrated Plan for achieving the eCity goals, which are to ensure the City's businesses, services to the public, and political processes are effectively managed and enhanced by technology. The purpose of this plan was to improve online service delivery, and to update the City's overall IT environment to ensure it is aligned with the City's IT vision.

 

In 2017, the Auditor General initiated an audit of the City’s information technology infrastructure and assets.

 

This audit is still in progress. This interim report highlights several overarching issues.

To successfully deliver the eCity Strategy, the City requires centralized IT governance and a Strategic Technology Roadmap to guide the acquisition and deployment of technology.

 

The Auditor General has made 15 recommendations to enable the I&T Division and the City to make timely progress on the key actions to create and execute the Strategic Technology Roadmap for the IT environment. Additional findings related to this audit will be reported in a subsequent report expected to be issued by mid-2018.

Background Information

(January 30, 2018) Report from the Auditor General - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112383.pdf
Audit at a Glance - IT Infrastructure and IT Asset Management Review: Phase 1
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112384.pdf
Attachment 1: IT Infrastructure and IT Asset Management Review: Phase 1
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-112385.pdf
(January 24, 2018) Placeholder Report from the Auditor General - IT Infrastructure and IT Asset Management Review: Phase 1: Establishing an Information Technology Roadmap to Guide the Way Forward for Infrastructure and Asset Management
https://www.toronto.ca/legdocs/mmis/2018/au/bgrd/backgroundfile-111745.pdf

Motions

1 - Motion to Amend Item (Additional) moved by Councillor Stephen Holyday (Carried)

That the Audit Committee recommend that:

 

1.  City Council request the Chief Information Officer to consider developing a service offering for City agencies where the case exists for cost savings or other benefits.


Motion to Adopt Item as Amended (Carried)
Source: Toronto City Clerk at www.toronto.ca/council