TAMRMS#: B06
8.9
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Information Technology Lifecycle Replacement Plan - ITSV-002
Notice given by: Councillor Biermanski
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BUDGET POSTPONED MOTION:
recommendation
That the Information Technology (IT) Lifecycle Replacement Plan - ITSV-002 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-002 IT Lifecycle Replacement Plan 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 execute the annual lifecycle replacement plan for all information technology (IT) assets used by the City including all desk phones and the City phone system, all mobile phones, all components of the City network, servers, storage devices, computers, laptops, tablets, printers, copiers, plotters, projectors, monitors, software, point of sale equipment and cyber security devices.
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-002 IT Lifecycle Replacement Plan charter within the 2023-2032 Municipal RMR capital Plan"
Operational or Organizational Impacts if Motion is Approved:
The annual Information Technology Lifecycle Replacement Plan provides the funding to replace and upgrade all information technologies in order to maintain the availability, capacity, and security of the systems used by all City departments to deliver internal and external services including but not limited to emergency services and public operations. The plan covers all computer hardware, digital copiers, networks, and other equipment, including scheduled replacements per condition assessment and the approved replacement plan defined in Administrative Policy A-ITS-302, IT Service Asset and Configuration Management.
Without the lifecycle replacement plan:
- The City could not replace any hardware and software at end of life, risking issues with capacity and performance (i.e. speed, storage space), reliability and availability (i.e. system outages and failures), and security (i.e. cyber attack or data breach). The replacement plan affects all City departments delivering internal and external services.
- Replacement liabilities would accumulate, resulting in larger replacement cost in future years.
- IT system failures or cyber incidents would adversely impact all City operations and services to residents.
Financial Implications of Motions:
If the alternate motion is moved:
No expenditures related to lifecycle management of the City's IT infrastructure would occur in 2023 and would be deferred to future years. Delaying the replacement of IT infrastructure beyond it's useful life puts the City at risk of being unable to provide many services to the community that rely on our systems in order to deliver those services. Because this funding comes from a specific 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:
Administration would advise that this is not a viable option for the City. The City requires systems and equipment to provide internal and external services in the City. Systems and hardware that reach the end of their life experience unreliability and ultimately failure. Because this funding comes from a specific 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.
Removing the Information Technology Lifecycle Replacement Plan - ITSV-002 from the 2023 10-Year Municipal RMR Capital Plan would decrease the overall RMR budget by $750,000 in years 2023-2028 and by $850,000 in years 2029-2032 for a total of $7,900,000.
Stakeholder Consultations:
If this motion is passed, communication activities would be required to advise City management and staff that the information technology currently in use would not be replaced or upgraded until funding is restored.
Background:
Administrative Policy A-ITS-302, IT Service Asset and Configuration Management (attached) defines the replacement and upgrade frequency for the following IT asset types as shown in the table below.
|
Information Technology Asset Type |
Replacement Cycle (Years) |
|
Mobile Telephones |
2 |
|
Laptop, tablet, including rugged devices |
3 |
|
Desktop PC, including engineering workstations |
4 |
|
Conference room large format monitor |
5 |
|
Monitor |
5 |
|
Multifunction digital copier or printer |
5 |
|
Network switch, bridge, firewall, wireless access point, router |
5 |
|
Point-of-sale equipment (slip printer, scanner, etc) |
5 |
|
Printer, general purpose |
5 |
|
Projector |
5 |
|
Server and related equipment |
5 |
|
Storage system (server disk or tape arrays) |
5 |
|
Large format plotter |
7 |
|
Telephone desk sets |
8 |
|
Telephone switching system |
10 |
|
Uninterruptible power supply (UPS) |
10 |
|
Voice recording system |
10 |
|
Cable plant, indoor (network cable, racks, fiber optic) |
15 |
|
Cable plant, outdoor (fiber optic) |
20 |
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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