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Information is a strategic resource that underpins the key functions and decision making processes of a local government.
The way information is managed, including the technology used to support it, is therefore central to local government business practices. Alongside its physical, human and financial resources, a local government must manage its information in a way that enables services to be delivered that best meet community needs and the priorities set by council.
The Integrated Planning and Reporting (IPR) Framework and Guidelines sets out how local governments should plan for their future through the development of Strategic Community Plans and Corporate Business Plans. The resources needed to implement these plans are identified and managed through asset management plans, workforce plans and long-term financial plans.
In a similar way, information and information technology resources can be planned for and managed so that they support the strategic objectives and priorities of the local government, as well as ensuring the business continuity of its day-to-day operations. ICT is also an important foundation for the other resourcing plans.
The ICT Strategic Framework sets out the key components that need to be considered in managing a local government's information resources. It represents the key elements, and their relationships, that might be expected in an 'ideal' environment. In reality, the extent to which it is applicable will obviously depend on the size and complexity of the local government. It recognises that there will be differing capacity with the local government sector to implement ICT and to manage it in line with the IPR Framework.
The ICT Framework is not a compliance requirement. It is a resource that local governments can use to plan for, manage and review their information and technology assets.
Information is a strategic resource that underpins the key functions and decision making processes of a local government. The way information is managed, including the technology used to support it, is therefore central to local government's business practices. Alongside its physical, human and financial resources, a local government must manage its information resource in a way that enables services to be delivered that best meet community needs and the priorities set by Council.
The Integrated Planning and Reporting Framework (IPR) sets out how local governments should plan for their future through the development of Strategic Community Plans and Corporate Business Plans.
The resources needed to implement these plans are identified and managed through asset management plans, workforce plans and long-term financial plans. In a similar way, information and information technology resources can be planned for and managed so that they support the strategic objectives and priorities of the organisation, as well as ensuring the business continuity of its day-to-day operations.
Information and Communications Technology is also an important foundation for the other resourcing plans.
The ICT Strategic Framework sets out the key components that need to be considered in managing an organisation's information resources. It represents the key elements, and their relationships, that might be expected in an "ideal" environment. In reality, the extent to which it is applicable will obviously depend on the size and complexity of the individual local government. It recognises that there will be differing capacity within the local government sector to implement ICT and to manage it in line with the IPR Framework.
The Framework is not a compliance requirement. It is a resource that local governments can use to plan for, manage and review their information and technology assets. It will be accompanied by a number of templates, guides and supporting documents that are designed to assist these processes.
Information and Communications Technology or ICT refers to technology that will store, retrieve, manipulate, transmit or receive information electronically or in a digital form. It includes hardware, communications devices or applications, including computer hardware, software, network infrastructure, video conferencing, telephone and mobile phones.
Adequate and appropriate ICT underpins all aspects of a local government's work. It is integral to the delivery of local government services: from the provision of information and advice, to providing better analysis of environmental, demographic and social change for better land use management and planning. ICT also supports local government back office operations, providing data storage, information management, email and mobile communications. The rapid adoption of mobile, on-demand, and social media technologies has changed expectations of service delivery. These developments offer an opportunity for local government to provide services in new ways, and to interact through new modes. Mobile, internet and cloud technologies provide further opportunities for innovation and efficiencies in service delivery.
The ICT Strategic Framework provides a high level framework for the effective management of information and technology to ensure ICT systems are controlled and maintained in line with corporate objectives and emerging trends.
The ICT Strategic Framework will be accompanied by supporting documents and tools such as the ICT Maturity Model, templates and example documents, policies and strategic plans, which are key resources for effective implementation of the framework.
The ICT Strategic Framework has been developed as a tool to:
Implementation of the ICT Strategic Framework is integral to achieving the outcomes of the Integrated Planning and Reporting Framework. The ICT Strategic Framework establishes an ICT Baseline which identifies the minimum requirements for the effective provision of information management and information technology services to effectively support local government operations. Understanding the complexity of information and technology management within local government is the first step in applying the necessary measures to ensure that the baseline ICT standards are being met.
The ICT Strategic Framework is targeted at local government staff responsible for managing Information Technology and Information Services (Records), and/or delivering ICT services. The ICT Strategic Framework has also been designed as a tool for local government Chief Executive Officers, executive teams and elected members to understand the complexity of managing information and technology within local government.
The ICT Strategic Framework is made up of eight elements:
These elements should all be considered in managing information, systems, networks and infrastructure to ensure that ICT systems are secure, protected from risk, adequately tested and controlled, and developed and maintained in line with corporate objectives.
The first seven elements and their relationships comprise an Information Technology Framework. The eighth element consists of important subsets and has been developed as a separate but related Information Management Framework. Both frameworks are underpinned by Supporting Documentation (see section 4.5 onwards 'Information Technology Framework Supporting Documentation'). This includes the policies, plans, strategies and registers required as baseline to enable effective implementation of the framework.
The frameworks should be used in conjunction with the ICT Maturity Model to assess the capability of the local government in relation to its size and functions, and to develop appropriate action plans in response.
The Information Technology Framework provides a high level framework for the effective management of IT within local government. The framework identifies the elements of IT that should be considered as a minimum baseline, in managing systems, networks, devices and data, to ensure that they are secure, protected from risk, adequately tested and controlled, and developed and maintained in line with corporate objectives.
The IT Framework represents the discipline of IT management as comprising seven key elements. The framework has been designed with four pillars reflecting the four main IT disciplines, with Governance overarching all aspects of IT at the top of the framework, and robust project management underpinning the framework. The positioning of Emerging Technologies and Trends over the four pillars of IT recognises the role that disruptive technologies has on the delivery of IT services.
The key elements of the IT Framework are:
The key elements are each made up of a number of lower level elements. Together, these elements describe the discipline of managing each of the key elements identified within the framework. It is important to note that all elements of the framework are interrelated and consideration should be given to how the elements interrelate when using and implementing the framework.
A definition of the terms used to describe the key elements of the IT Framework is provided in the following schedule.
Governance describes the guiding strategies, principles and practices that guide the correct and effective delivery of ICT, and provides a framework for ICT decision making.
ICT Strategy and Planning involves:
Conducting ICT strategic planning
Developing systems and delivering ICT services in line with an approved ICT Strategic Plan
Alignment of the ICT Strategic Plan with the Local Government Strategic and Community Plans
Involving IT in corporate planning.
1. 'Risk Management', Hubbard, Douglas (2009). The Failure of Risk Management: Why It's Broken and How to Fix It. John Wiley & Sons. p. 46.2. 'Performance Management', Wikipedia, taken at 14/9/2012
Emerging Trends and Technologies provide challenges and opportunities for local government in managing ICT systems and resources, and the delivery of future ICT services.
Business Systems and Applications refers to all the software systems and applications used by a local government.
Requirements Definition is the process of identifying and documenting what the business needs are when acquiring or developing new software systems or modifications to existing systems.
The requirements should be documented, actionable, measurable and testable, and related to identified business needs and defined to a level of detail sufficient for system design.
3 'Implementation', TechTarget, accessed 21/9/2012
Infrastructure and Technology refers to the hardware and network infrastructure used to deliver local government ICT services.
4. 'Virtualisation', Wikipedia, accessed 21/09/125. 'Capacity Management', Wikipedia, accessed 21/9/126. 'IT Asset Management', adapted from Software Asset Management definition, Wikipedia Management, accessed 21/9/2012
IT business continuity describes the activities undertaken to enable a local government to perform its key functions and deliver its ICT services.
Security means protecting information and systems from unauthorised access, use, modification, disclosure or destruction.
7. 'Audit', adapted from 'Information Technology Audit', Wikipedia, available at, taken 19/9/2012
Project management is the discipline of planning, organising, controlling, and managing resources to achieve specific goals.
8. 'Project Management', Project Management Institute, taken 24/9/2012.
The ICT Strategic Framework identifies the key elements for the effective management of information and technology, to ensure that corporate information and ICT systems are secure, protected, tested, controlled, developed and maintained in line with corporate objectives and respond to emerging trends. The information required, processes and outputs of the ICT Strategic Framework are detailed below:
The following information should be gathered before the ICT Strategic Framework is implemented. It is important that initial planning occurs to ensure that your local government is able to fully implement the framework and gain a clear understanding of current capacity.
ICT Supporting Documentation – Identify what strategies, plans, policies, and procedures outlined in the ICT Strategic Framework your local government already has in place.
Local Government Strategic Community Plan – In implementing the ICT Strategic Framework it will be beneficial to understand the long term vision of your local government and the role that ICT contributes to that. This will assist you to develop action plans that are appropriate to your local government in terms of your present position on the ICT Maturity Model, and where your local government aspires to be.
Challenges and Opportunities – Identify what challenges and opportunities the ICT Strategic Framework presents your local government.
Internal and External Trends/Issues – What are the internal and external issues and trends that may influence implementation of the framework?
ICT Resourcing Capability – Understand the capacity and capability of your local government to implement the ICT Strategic Framework, with the ICT resources that you have available. The framework provides templates, example policies, strategies, plans and other key documents that your local government may adopt or adapt to suit your requirements.
During implementation of the ICT Strategic Framework, the following steps may be useful:
The Information Technology Framework Supporting Documentation supports the Information Technology Framework by identifying the types of documents (strategies, policies, schedules and plans) that should be in place to effectively manage information, communications and technology. The supporting documentation schedule identifies the baseline IT standard for local government, which is the proposed minimum standard for managing local government information technology.
ICT Strategic Plan*
ICT Annual Business plans*
Risk Management Strategy and Plan*
Internal KPIs and Service Level Agreements
Social Media Policy**
Online Services Plan**
Cloud Computing Policy
Bring-Your-Own-Device Policy
Open Data Policy
Systems Documentation*
Systems Test and Implementation Plans**
Website and Intranet Business Plan
Website Accessibility Policy
Systems Upgrade Policy
Software Asset Management Policy
Change Management/Version Control Policy
ICT Acceptable Usage Policy*
Systems Documentation**
IT Asset Register**
IT Asset Management Plan**
IT Asset Replacement Policy
Infrastructure Capacity Plan
Virtualisation Policy**
IT Disaster Recovery Plan*
Backup Policy*
IT Risk Assessment Matrix**
IT Risk Mitigation Plan**
IT Security Policy*
Password Policy*
Security Audit Policy
Incident Response Policy
Incident Management Plan**
Business Case*
Project Schedule**
Project Risk Register**
Project Communication Plan
Project Statement (defines scope and deliverables)*
Project Status Report**
Project Issues Register**
Project Quality Plan
Project Plan*
Post implementation Review**
Asterisks represents suggested minimum requirements to meet the standards below. Those without an asterisk are the advanced (ideal standard). The actual level of uptake needs to be determined by each local government based on its size and specific business requirements.
* ICT Baseline standard** Intermediate (Recommended) standard
Information management is the term used to describe all activities concerned with the use of information in all its forms. More formally, information management is defined as the means by which an organisation plans, identifies, creates, receives, collects, organises, governs, secures, uses, controls, disseminates, exchanges, maintains, preserves and disposes of its information; as well as any means through which the organisation ensures that the value of that information is identified and exploited to its fullest extent.
The Information Management Framework provides a high level framework for the effective management of information within a local government. The framework identifies the aspects of information management that should be considered to ensure that information is captured, stored, accessed maintained and disposed of securely and effectively.
The Information Management Framework has been adapted for Western Australian local governments from the Queensland Government Information Management Policy Framework, developed by the Queensland Government Information Office. The Framework represents the discipline of Information Management as comprising seven key elements:
The framework has been designed with Knowledge Management as the highest level and Data Management as the lowest level activity with Record Keeping in the middle representing that it is central to all information management activities. Governance and Security apply to all aspects of the framework. The key elements are each made up of a number of lower level elements. Together, these elements describe the discipline of managing each of the key elements identified within the framework. It is important to consider how the elements interrelate when using and implementing the framework.
Business Intelligence
Data mining
Knowledge transfer
Analytics
Reporting
Succession Planning
Meta knowledge
Information Management Strategy
Information Management Policy, Principles and Architecture
Information Risk Management
Information Quality Management
Information Governance processes
Monitoring and compliance
Access Management
Authentication
Security Audit
Remote Access
Incident Detection, Management, Reporting and Response
Physical and Environmental Security
Change Management / Version Control
Information Asset Classification
Meta data
Custodianship
Access and Accessibility
Intellectual Property
Licensing and Rights Management
Privacy and Confidentiality
Copyright
Sharing and Exchange
Search and Discovery
Pricing
Publishing
Freedom of Information (FOI)
Records Management
Capture and Creation
Collection Management
Retention and Disposal
Conservation and Preservation
Archiving
Retrieval and Access
Digital Continuity
Data modelling
Data Integration
Data Cleansing
Data De-duplication
Data Warehousing
Data Conversion and Transformation
Data Quality and Integrity
Data Capture
Data Migration
Data Format
A definition of the terms used to describe the key elements of the Information Management Framework is provided in the following schedule. The definitions of the Information Management Framework have been taken from (and in some cases adapted from) the Queensland Government Information Management Policy Framework Definitions, 2009.
Information governance is the system by which the current and future use of information and its management is directed and controlled.9
Information management strategy defines the future strategic direction for the utilisation and management of information as a valued core strategic asset.
Information management planning is concerned with ensuring that information and its management aligns with strategy and conforms to legislative and policy requirements.
9. 'Information Governance', Standards Australia, ISO/IEC 38500:2008 Corporate Governance of Information Technology, 2008, p. 6.10. 'Risk Management', adapted from Queensland Government Chief Information Office, Best Practice Guide: Information Risk Management, 2002, p. 4-5.11. Information Quality Management', Standards Australia, AS/NZS ISO 9000: 2006 Quality management systems – Fundamentals and vocabulary, 2006, p. 9.
Knowledge management is concerned with improving organisational outcomes and learning, through maximising the use of knowledge and capturing and applying learnings.
Information asset management is concerned with valuing and managing information assets with the same rigour as that applied to other strategic assets.
12. 'Knowledge Transfer', Wikipedia, accessed 26/9/2012.13. 'Information Asset Classification', Queensland Government Enterprise Architecture, Information Assets and their Classification Fact sheet, Feb 2011, accessed 26/9/2012.
Information asset access and use management is concerned with how information is to be accessed, exchanged and used, by whom and on what terms.
Access and accessibility is concerned with both:
how access to government information is maximised for use and reuse.
ensuring that all reasonable steps are taken to minimise social, economic and geographic disadvantage to accessing information.
Freedom of Information relates to providing access to documents and information under the Freedom of Information Act (1992).
Under the FOI Act, local governments are required to assist the public to obtain access to documents at the lowest reasonable cost and to ensure that personal information held is accurate, complete, up to date and not misleading.17
14. 'Intellectual Property', Queensland Government, Queensland Public Sector Intellectual Property Guidelines, 2007, p. 4,15. 'Confidentiality', International Standards Organisation, Information Security Standard ISO-1779916. 'Copyright', Creative Commons, accessed 26/9/2012.17. 'Freedom of Information' – Office of the Information Commissioner, Western Australia, accessed 26/9/2012.
Recordkeeping is the process of making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information.18
In the context of this framework, collection management is concerned with managing a collection of information throughout its lifecycle. Examples of collections include:
18. 'Recordkeeping' –Standards Australia, Australian Standard 4390 Part 1 Clause 4.19..19. 'Archiving', Queensland State Archives, Recordkeeping Terms, accessed on 26/9/2012.
Data Management is concerned with valuing and managing data as a strategic asset of local government with the same rigour as that applied to other strategic assets.
Data type is the classification identifying the type of data (e.g. real-valued, integer or Boolean), the possible values for that type; the operations that can be done on values of that type; the meaning of the data; and the way values of that type can be stored.26
Data formats define the standard way that information is encoded in a computer file, such as .doc, .xls, .jpg.27
Data conversion is the process of converting data from one format to another.28
Data Transformation converts data from a source data format into destination data.29
20. 'Data modelling', Wikipedia, available at, accessed 26/9/2012.21. 'Data integration', Wikipedia, accessed 26/9/2012.22. 'Data Quality', Wikipedia, accessed 26/9/2012.23. 'Data Integrity', Wikipedia, accessed 26/9/2012.24. 'Data cleansing', Wikipedia, accessed 26/9/2012.25. 'Data deduplication', Wikipedia, accessed 26/9/2012.26. 'Data migration', Wikipedia, accessed 26/9/2012.27. 'Data Type', Wikipedia, accessed 26/9/2012.28. 'File format', Wikipedia, accessed 26/9/2012.29. 'Data Conversion', Wikipedia, accessed 26-9/2012.30. 'Data transformation', Wikipedia, accessed 26/9/2012.
The Information Management supporting documentation supports the Information Management Framework by identifying the types of documents (strategies, policies, schedules and plans) that should in place as a baseline, to effectively manage information.
Information Governance Policy
Information Management Policy
Information Management Standards
Information Management Strategy**
Succession Planning/Workforce Plan**
Information Security Policy*
Information Security Audit and Review Schedule**
Management Policy
Information Asset Register
Information Asset Custodian Policy
Privacy Policy*
FOI Information Statement*
Data Confidentiality Agreement**
Data Sharing Agreements
Record Keeping Plan*
Retention and Disposal Schedule*
Digitisation Policy*Digital Record
Keeping (of source records) Policy**
Recordkeeping for Social Media Policy**
Data Entry Standards
Document Naming Convention
Asterisks represent the suggested minimum requirements to meet the standards below. Those without an asterisk are the advanced (ideal standard). The actual level of uptake needs to be determined by each local government based on its size and specific business requirements.