TAMRMS#: B06
8.8
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Information Technology Office Automation - ITSV-001
Notice given by: Councillor Biermanski
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BUDGET POSTPONED MOTION:
recommendation
That the Information Technology (IT) Office Automation - ITSV-001 is removed from 2023 10-Year Municipal RMR Capital Plan.
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Administration’s Understanding of the Intent of the Motion:
That ITSV-001 IT office automation is removed in it's entirety from the 10 year Municipal RMR Capital Plan. If passed, this motion will remove the annual funding that is required to purchase minor, emergent office automation hardware and software on behalf of all City departments throughout the year. For example, computers, tablets, laptops, mobile phones, monitors or additional licenses for business applications or productivity software.
If the intent is to only remove funding from 2023 then the motion should be reworded as follows:
"That no budget be approved for the 2023 component of ITSV-001 IT office automation charter within the 2023-2032 Municipal RMR capital Plan"
Operational or Organizational Impacts if Motion is Approved:
Without this funding and supporting approval policy and procedures, A-ITS-405 IT Request Fulfillment, City departments would revert to the expenditure of funds from departmental budgets without involving IT Services, resulting in the haphazard acquisition of possibly incompatible IT systems, software and peripherals that may compromise financial management, operational efficiencies and/or cyber security.
Financial Implications of Motions:
If the alternate motion is moved:
No purchases of required equipment will be purchased through the centralized IT budget and processes however it is likely that we would see increase the purchases made directly by City departments in 2023 from departmental budgets without governance, thereby increasing the extent of "shadow" IT and corresponding organizational management and sustainment issues. Because this funding comes from a capital reserve for this purpose, the dollars would remain in the reserve for future years. This motion would not provide for a reduction in the tax rate.
If the original motion is moved:
$50,000 per year for a 10 year total of $500,000 is allocated for this fund. Removing this fund will likely not eliminate the expenditures but would, rather, increase the purchases made directly by City departments from departmental budgets without governance, thereby increasing the extent of "shadow" IT and corresponding organizational management and sustainment issues. No oversight on the types and quantities of IT equipment being used in the City will create a situation where significantly more IT staffing resources will be required to manage support for these devices and ensure asset management. Because this funding comes from a capital reserve for this purpose, Council would need to direct Administration as to where the dollars would be transferred. This motion would not provide for a reduction in the tax rate.
Stakeholder Consultations:
Communication activities would be required to inform City departments in the change in process.
Background:
The Office Automation fund provides a centralized process and the means to fulfill minor technology requests (typically less than $2,500) while controlling the growth of lifecycle-supported IT assets to a level manageable by IT Services. Administrative policy A-ITS-405 IT Request Fulfillment regulates the expenditure of these funds.
Using the Office Automation process, IT Services is able to prioritize departmental requests, perform bulk purchases, pool software licenses, and ensure optimal value and efficiency gains for the City. Examples include the provision of tablets for field workers, larger monitors or dual monitors to office staff, resulting in improved efficiency for lower unit costs. Other examples include additional software licenses for products such as Microsoft Office and Microsoft 365and additional licenses for business applications.
The small-scale projects funded by the Office Automation program directly affect individual staff members, resulting in improved efficiency and effectiveness, job satisfaction, and employee retention.
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Report Date: June 7, 2022
Author(s): Joanne Graham, Senior Manager
Committee/Department: Information Technology Services
Deputy Chief Administrative Officer (Interim): Diane Enger
Chief Administrative Officer (Interim): Kerry Hilts