IT Infrastructure Evaluation of the North Ayrshire Council - Case Study Example

IT Infrastructure Evaluation Report Your name Course 25th April, 2012 Table of Contents 1.0 Introduction The North Ayrshire Council report is very comprehensive in the explaining the framework for the adoption and application of technology to support the Council's aims and objectives. It achieves this by: Describing how IT Services will work with other parts of the Council to maximise the benefits of the investment in ICT and identifying the physical components that will be used. In this report the main questions to be addressed are; how well has the North Ayrshire report addressed the scope of the topics covered in COBIT framework; how well has the North Ayrshire report addressed the relevant managerial issues related to interoperability of information and communication technologies in the establishment and management of IT infrastructures for a local government agency like the North Ayrshire Council; what recommendations do you consider relevant to the evaluation of this report on issues related to the acquisition and ongoing management of telecommunications products, services and contracts that could be further pursued by the North Ayrshire Council, within the stated objectives and scope of this report? 1.1 Report Objectives This ICT infrastructure evaluation report is mainly driven by the analysis of the North Ayrshire report. The main objectives for this evaluation report are; to determine how well the North Ayrshire report is relevant in the coverage of the scope of COBIT ICT framework, to investigate how the North Ayrshire report covers relevant managerial issues and technologies that are related to the operations of the COBIT ICT infrastructure, to evaluate the relevance of the North Ayrshire report’s recommendations that are related to the acquisition and ongoing management of telecommunication products, services and contracts that the report should pursue. These objectives are covered in this report according to the relationship between the North Ayrshire report and COBIT ICT framework. 2.0 Background This report is intended for the North Ayrshire Council is a Scottish local government that is located in Irvine. The council has governance roles to play in the county. North Ayrshire council deals with many relevant issues such as Housing, Council tax, education, rubbish and recycling, planning, elections, jobs and careers among others. In addition, this report is also intended for the Management and local government top officials of the North Ayrshire Council. Its main purpose is to provide relevant insights and criticism of the previous North Ayrshire report of 2004 in order to come up with the relevant action plans to undertake in accordance to the Council’s needs and goals. In North Ayrshire Council, the importance of adopting a fully functional ICT framework is very crucial. The technology that is available today can be able to lessen the work load and provide more efficient solutions. The COBIT IVT framework is an example of an ICT infrastructure framework that can be used to make the council’s more efficient and reliable. In 2004 the North Ayrshire Report provided a comprehensive report on adoption of an ICT infrastructure framework. In this report, there are suggestions and plans to be executed, and the main aim of this evaluation is to identify the relevance of the report in the light of COBIT ICT framework. Chennaut & Strain (2010) explain COBIT as an internationally renowned standard for the governance of Information and related software systems. COBIT is a framework developed by ISACA for Information Technology governance and management. It provides a bridge between control requirements, business or governance risks and technical issues. COBIT control framework is vital for the following reasons; It helps to achieve set objectives, It is resilient enough to learn and adapt, It helps to manage risks more effectively, It recognizes opportunities and acts on them appropriately. The success of governance under the COBIT framework is possible since the system finds ways to deal with the alignment of IT strategies with governance strategies. The COBIT framework has the following main principle: to provide information to the enterprise in order to achieve the set objectives and goals using control IT resources (IT Governance Institute, 2007,p 10). The functions of COBIT framework can be summarized in the figure below Source: liteea.com 3.0 Analysis The analysis of the North Ayrshire report will entail the study of COBIT ICT framework and then relating it to the information provided in the report. The methods of analysis to be used in this evaluation report are the Needs analysis method and the Document analysis method. In this method, the involvement of a wide range of processes for working the need of the program will be critical. In the document analysis method the previous North Ayrshire Council report is going to be related to the COBIT ICT framework in order to determine its relevance. 3.1 Choice of Framework In this ICT evaluation report, the ICT framework that is most relevant is the COBIT ICT framework. COBIT framework is an IT based IT governance and management framework developed by Information Systems Audit and control Association (ISACA). ISACA is an affiliate member of International Federation of Accountants (IFAC). COBIT framework provides business and governance oriented frameworks. It links businesses and governing bodies to IT goals, providing models that measure maturity and achievement to the owners and governors. COBIT focus process is illustrated in a model that subdivides it into four different domains namely; Plan and organize, acquire and implement Deliver and Support and Monitor and Evaluate. It is a high level system that is harmonized with other IT standards and good practices like ITIL, ISO27000 and COSO. COBIT is an integrator of these of these different frameworks by summarizing the key objectives under one umbrella. The reason why COBIT framework is the best for this evaluation is the fact that it integrates the functionalities of the other frameworks like ITIL and COSO. This gives COBIT ICT framework a competitive advantage over the other ICT frameworks. In addition, COBIT is easy to acquire and learn how to use in an organizational or local and national government set up. COBIT ICT framework requires the governing organization in either business or civil set up to have ICT infrastructure like computers, internet, storage devices and others to be in place. The most imperative bit of requirement is the staff to operate the COBIT system in the right way. The management of the business or council should also be well aware of the functionalities and operability of the framework for them to get the most out of it. In this Evaluation report, COBIT ICT framework is very relevant since the ICT infrastructure required can be acquired by the Council. There are five main releases of the COBIT ICT framework: First edition released in 1996, Second edition released in 1998 (added Management guidelines).Third edition released in 2000. In 2003 an online version became available, fourth version released in 2005 and in 2007 it was upgraded to the current 4.1 version. COBIT5 was released in 2012 and it integrates the other features from VALIT and Risk IT frameworks (ISACA website, 2012, n.d). It also draws a lot from BMIS and ITAF COBIT has the following components that are relevant in the evaluation of the North Ayrshire Council report: The frame work which links IT to business and governance requirements, process description which involves common language and process model, control objectives of high level requirements for management, management guidelines: assigns responsibility, measures performance and agrees on objectives for interrelationship of processes and maturity models for assessment of maturity and helps address gaps in processes. 3.1 Detailed Analysis The North Ayrshire report offers great insights to the adoption and implementation of ICT in governance. It is a report that gives the reader the whole picture and the details in a very nifty way. It allows the engagement of the reader and keeps the sensitive details in place. The report analyses the whole process and ends with strong recommendations for the North Ayrshire Council. The process of analysis investigates how a program works and why it is effective or otherwise (Hardina, 2006, n.d). The process involves a great deal of research on the program in order to come up with the relevant findings that will help give recommendations and conclusions. The process of analysis is scope driven and varies from assignment to assignment due to the diverse requirements for each problem or assignment conditions (Munizzo, Mark, Musial & Virruso, 2010, p14). An assignment that requires data analysis cannot be written the same way as one that needs report analysis. There are various statistical methods that are in use for data analysis. This report will venture deep into report analysis rather than statistical analysis. The North Ayrshire report begins by giving a needs analysis and a review of the previous strategy. It then moves into the corporate, community and service plans of the North Ayrshire Council. After detailing on the relationship to e-government strategy, the report discusses the drivers for change; both internal and external. In the same section of drivers for change, a business analysis comes in to strengthen the points on external influences. In chapter 3 the report analyses the components of the ICT strategy. These components will be compared to the components of COBIT framework. In the fourth chapter, a comprehensive overview of the required infrastructure dominates. Governance and security assessment follows in the next chapter with a special risk management strategy in section 5.4. The next chapters cover the Information management, Implementation, summary and recommendations. This evaluation report sought to answer the questions of how relevant this report is as compared to COBIT, how relevant the recommendations are and how the North Ayrshire report covers the scope of COBIT ICT frameworks. The most effective way to show this is using a table that gives in-depth analysis of the North Ayrshire report and COBIT ICT frameworks. The following table shows a breakdown of the analysis Criteria assessment Comments / Findings How well has the North Ayrshire report addressed the scope of the topics covered in COBIT framework? The North Ayrshire report has sufficiently covered the topics covered in COBIT. In the report, the ICT management will use computers and servers in their operations. The COBIT ICT framework is highly dependent on the use of computers and servers for the storage and analysis of the data. In addition, the report suggests performance management systems that are included in the IT development programme (North Ayrshire Report, 2004, p12). The COBIT ICT framework has a similar performance management system (Brane, Boonen& IT management forum, 2007, n.p). In the North Ayrshire report, the implementation process is based on the current available network systems and infrastructure. Cisco network infrastructure is also recommended for COBIT ICT frameworks since they are durable and reliable The North Ayrshire report has addressed all the relevant managerial issues required. The project management standards have a basis on PRINCE 2. The standards facilitate both internal and external stake holder involvement in the entire project implementation process (North Ayrshire Council report, 2004, 10). The COBIT ICT frameworks relate the managerial issues and the objectives in order to address the relevant problem. In the process, All the stake holders, IT department members and the management get involved. The topics covered in the report may be sufficient in the COBIT framework but the software used is outdated. The use of new versions of Microsoft Windows and Microsoft Office should be incorporated. The inclusion of ICT in the performance management systems is essential in the use of ICT for governance in North Ayrshire Council. The reason for this is the fact that ICT systems will enhance managerial task operations and provide better solutions. How well has the North Ayrshire report addressed the relevant managerial issues related to interoperability of information and communication technologies in the establishment and management of IT infrastructures for a local government agency like the North Ayrshire Council? The North Ayrshire report has details on the inclusion of telephone, email and other ICT communication methods for the Council. This will enable better and faster communication in the Council. The COBIT framework also involves the use of internet and ICT communication channels for effective relay of information among the departments and stakeholders. Use of ICT communication channels in the managerial operations of North Ayrshire Council is extremely relevant. These methods of communication are fast and effective and save a lot of time and resources. The use of ICT infrastructure as a primary means o f communication will enable the operations of the Council to be easier than using the older methods. Application of PRINCE 2 as a standards basis for the project implementation ensures that quality ICT equipment and infrastructure are put in place in order to ensure no unnecessary breakdowns and inconveniences when the project is operational. What recommendations do you consider relevant to the evaluation of this report on issues related to the acquisition and ongoing management of telecommunications products, services and contracts that could be further pursued by the North Ayrshire Council, within the stated objectives and scope of this report? The relevant recommendations given in the North Ayrshire report are as follows: Gradual migration to newer versions of Windows. Continue to use SUN severs and complete current refresh. Encourage use of networked printers. Continue use of Cisco for network equipment Develop internet access to internal systems. Develop integrated product set Create new ICT steering group. Continue use of Software licensing frameworks. Ensure risk management is conducted for all projects. Adopt new performance regime. Services to ensure that ICT skills development is reviewed regularly Continue to enhance performance management processes. Adopt project management framework for use in all ICT projects. Prepare Information and Knowledge management strategy for the council. Review Content Management System. In as much as the report covered a great deal of the scope required for COBIT framework, there are a few missing links like the adoption of internet for internal systems is yet to be fully implemented. This makes it difficult for the use of ICT communication channels effective and reliable as it should. The preparation of a knowledge and information management of the council is a necessary recommendation in the Council’s operations. This will help in the development of an efficient way to store valuable information. 4. 0 Key Findings and Recommendations The main findings and recommendations of the report can be highlighted in the following points: 4.1 Key Findings The report covered the relevant topics and scope of the COBIT ICT framework. This was determined using the report analysis method. The initial North Ayrshire report covers the areas of project management system, Risk assessment, relevance and achievement of objectives that are critical in the COBIT framework. The use of ICT based communication channels enhances the functions and operations of the Council’s governance. In the process of embracing the new technology, the Council will save a lot of time and resources that can be channeled to other sectors of the council’s mandate like education and healthcare. In as much as the report covered a great deal of the scope required for COBIT framework, there are a few missing links like the adoption of internet for internal systems is yet to be fully implemented. This makes it difficult for the use of ICT communication channels effective and reliable as it should. 4.2 Recommendations This evaluation report recommends that the North Ayrshire Report be adopted but with a few changes. Most of the recommendations of the North Ayrshire report should be put in place before the implementation. In this evaluation, the relevant recommendations mentioned here-in should be effected so that the implementation process takes off with minimal loop holes. Among the most notable amendments are; ensure that all the relevant recommendations are put in place. Adopt an ICT framework like COBIT framework for the execution of the operations by management to be quick and efficient. Adopt a fully functional ICT service provider to manage ICT infrastructure and software. List of references Brand K, Boonen H; IT service, 2007, IT governance based on CobiT 4.1: management guide, Van Haren Publishing. Chennault D & Strain C, 2010, SharePoint deployment and governance using COBIT 4.1: a practical approach, Rolling Meadows, IL: ISACA. COBIT 5: A business framework for Governance and Management Enterprise IT”, 2012, ISACA, viewed 26 April 2012 http://www.isaca.org/COBIT/Pages/default.aspx Hardina D, et al, 2006, An empowering Approach to managing social service organizations, Springer, New York. IT governance institute, 2007, Cobit 4. Rolling Meadows, IL. Leverage on COBIT framework, 2012, OCIO Business Architecture, viewed 26 April 2012, http://www.liteea.com/ecio/process.php?catid=130&blogid=13 Munizzo, Mark A.; Musial & Lisa V, 2010, General Report Writing and Case Studies, South-end Publishers. “North Ayrshire Council”.2012. North Ayrshire Official Website.Viewed 26 April, 2012, http://www.north-ayrshire.gov.uk/ Read More