Presentation on theme: "One UN ICT Infrastructure Mozambique"— Presentation transcript:
1One UN ICT Infrastructure Mozambique ToT Common Services and Harmonized Business Practices, New York 14 – 17 September 2010Case StudyOne UN ICT Infrastructure Mozambique
2One UN ICT Infrastructure. IntroductionOverview of the One UN ICT InfrastructureEstablishing Common ICT SystemCommon ICT Services: FutureFeasibility StudyICT Guidelines for Delivering as One at the Country LevelChallengesLessons Learned2
3Introduction Chronology Common ICT project document prepared by WFP ICT Team in coordination with UN ICT WG (Q3 2007)Inter-agency ICT mission in November 2007Main objectives of the projectParticipants: UNDP, UNICEF, WFP, FAO, UNFPA, UNDG, WHOInter-agency ICT mission in April 2008Network design mission (April 2008)Security & authentication modelsParticipants: UNDP, UNICEF and WFPOfficial project implementation start: August 2008Common ICT infrastructure became fully operational: December 2009Common ICT services available as of January 2010
4Overview of the One UN ICT Infrastructure High Level ObjectivesEstablishment of a Common Approach to ICTCommon ICT servicesBack-up solutionsImprovement of UN Communication Facilities / MeansCommon IT data networkCommon radio networkCommon communication centerCommon mobile service (GSM)Harmonization, where possible, of ICT Policies and ProceduresBusiness continuity managementUsers and ICT personnel training
5Overview of the One UN ICT Infrastructure Main BenefitsIncreased service availability and quality for usersCustomer-oriented approachService Center conceptCompliance with commercial standardsLower costs of ICT service provisionSavings dilemmaAvoided costsEnhanced business continuityReduced risk of failure and minimized consequences of such failureDRP / BCM requirementsCompliance with IT best practices and standards
6Overview of the One UN ICT Infrastructure FinancingCommon Data NetworkProject Cost: US$ 378,440Funded by Change Management Project managed by RCODeployment AspectsEquipment / Technology“State of the Art” networkExisting LTAsSpecialized resourcesStandard software / packagesInvolved StaffUN ICT WG / UN ICT Task TeamMissionsIT and legal departmentsCommon Data Network12 UN Agencies connectedBackbone Ring‘Spike’ connectivity LinksWi-MAX areasWi-MAX Technology and network design have been proven to be working, and similar concepts have been used in Haiti for the emergency responseWi-MAX coverage – contributes to the pandemic preparedness, allows access from homes for staff (if covered by Wi-Fi)
7Overview of the One UN ICT Infrastructure Main AchievementsCommon ICT OfficeCommon Communication Center (COMCEN)Common Data CenterEmergency Operations RoomTraining / Video- conferencing Facility
9Establishing Common ICT System Common ServicesCommon ApplicationsInternetIntranetCommon procurement portalSuppliers databaseHACT databaseCOMCEN VTP DatabaseUN documents electronic libraryE-learningCommon data network servicesTelecommuting / mobility serviceSharePoint service (basic vs. advanced)Inter-agency VSAT servicesBackup VSAT / Internet connectivity servicesCommon directory servicesAdditional data backup servicesIT contingency site servicesWebpage / common application hostingAgency specific application hosting servicesCOMCEN / common radio networkStress the point that the services under the project are not going to replace main / corporate connectivity links, but to provide services that didn’t exist before or were too expensive for individual agencies to introduce. Augmentation of existing infrastructure.
10Establishing Common ICT System Common ICT Services: Web resourcesUN Web-siteCommon Suppliers Database
11Establishing Common ICT System: Financial Aspects Common Data Network ServicesSpecial attention to be paid to the Common Data Network ServicesMandatory serviceFees includes other services (see Service Catalogue)Contribute to the sustainability of the ProjectCovers environment and power supply aspectsHardware replacement in 5 years timeBalance could be used to purchase more equipment to expand the network / introduce new services
12Establishing Common ICT System: Legal Aspects RCPayment and Collection Agency UNDPService AgencyWFPVendorsLetter of Transfer of Fundsfrom Change ManagementProjectLetter ofAgreementLTAsSpecial attention to be paid to the Common Data Network ServicesMandatory serviceFees includes other services (see Service Catalogue)Contribute to the sustainability of the ProjectCovers environment and power supply aspectsHardware replacement in 5 years timeBalance could be used to purchase more equipment to expand the network / introduce new servicesMOU andService AgreementCustomer Agency 1Customer Agency 2Customer Agency 3Customer Agency ….
13Establishing Common ICT System: Roles Service Agency: Body responsible for managing & maintaining the Network and the delivery of services described in Service CataloguePayment and Collection Agency: Body responsible for the financial management of the infrastructure, including budgeting and financial controllingService Owner: Body that ensures common services are delivered within agreed Service Level AgreementCustomer Agency : Agency which is signatory of the MOU and Service Agreement. Must have all IT tools in their local system to connect to Common Data NetworkService Manager : Ultimately responsible for delivery of common services to customer agencies and in charge for developing common service support structureCommon service support team : 1 IT Assistant and 1 Radio OperatorSpecial attention to be paid to the Common Data Network ServicesMandatory serviceFees includes other services (see Service Catalogue)Contribute to the sustainability of the ProjectCovers environment and power supply aspectsHardware replacement in 5 years timeBalance could be used to purchase more equipment to expand the network / introduce new services
14Common ICT Services: Future Voice SolutionsVoIP SolutionsAccess for participating Agencies to international calls over VSATsCommon GSM services providerCommon telephone numbering planCommon Help-DeskCommon GSM Service ProviderGroup calls / Additional ServicesHigh level of savingsServices available to partners / NGOs / staff families members“Green” ICTCommon “Printing House”UN HouseUltimately – Common ICT UnitGeneral point – VoIP is more sensitive to the quality of wireless links than data, thus voice services deployment will start only after the links are configured / tuned to provide maximum performance.VoIP Solutions will provide a possibility to call between Agencies free of chargeAll Agencies will have a possibility to use VSAT off-net calling rates (for comparison: 0.03 US$ per minute to US versus 1.4 US$ local phone call rate)One contract with a GSM company provides lots of services, plus high level of savings (from 25 to 56% - depending on the company)UN House – services are the same, equipment except the wireless links is the same as well – therefore will be cheaper and faster (procedures and protocols are already developed).
15Feasibility StudyThe “real” savings is based on the current cost per agency plus the cost to upgrade future services compared to the cost per agency on the new platform.$Individual Services UpgradeSavingsCost for Service CategoriesIncludes:MaintenanceRentFeesUtilitiesSalariesDepreciation of AssetsCurrent Cost per AgencyCurrent Cost per AgencyCost Sharing per Agency(Cost Driver: No. of Users)
16Feasibility StudyICT cost per number of users per agencyUS$Users
17Feasibility StudyTotal first year investment for individual agency to upgrade independently
18Feasibility StudyTotal first year investment for Common UN ICT Infrastructure
19Feasibility Study Comparison of yearly recurring costs per agency Joining the Common UN ICT Infrastructure is financially feasible and leads to significant savings potential for each individual agency.Comparison of yearly recurring costs per agency
20ICT Guidelines for Delivering as One at the Country Level Deliver As One – UNDG ICT Task TeamMission Statement “To allow all country offices seamless exchange of information and harmonized infrastructures, and to implement ICT best practices in “Delivering as One”Representatives from UNDP, UNICEF, UNFPA, FAO, WFP, WHO, CEB, DOCO, and UNHCR.Reports to UNDG Working Group on Country Office Business Operations.Addresses:Support inter-agency ICT initiatives in “Deliver as One” pilotsChannel for resolving HQ-level implications of DaO pilotsFinding solutions for scaling-up support to expanded DaO deploymentDevelop and Publicize guidelines for ICT harmonization at the country levelAddress country level common ICT Service needs
21Challenges Difficult landscape & disperse locations Various security rules and regulationsThe “Virtual” Common IT network is designed in a way that it will not affect the integrity and security of individual UN Agencies’ networksProject budget vs. maintenance and running CostsLegal aspects (Service Agreement and MoU)Additional not-planned activities for Common Data CenterResilient power supplyEnvironmental aspectsAgencies changing premisesFinancial model for cost efficiency and cost savings calculationSustainability of the project
22Lessons Learned Savings dilemma – savings vs. improved services HQ and RB Support – crucial for the implementationBusiness analysis requirementsShared responsibility – time planned to be spent on the project in reality is much longerTechnological challenges – IT staff must receive more specialized trainingsProject Management – specific knowledge is required from project managers (certification in ITIL, COBIT, etc.)Participating Agencies and UN ICT WG commitment and dedication should be on a very high levelMore collaboration with other “not traditionally ICT oriented” Agencies (e.g. IOM)Hidden costs – to be avoided
23What would we have done differently? Lessons LearnedWhat would we have done differently?More outsourcingHardware installationSpecialized services (SharePoint, etc.)Business analyst’s involvement / recruitment from the beginning of the ProjectMore coordinated process of introducing new connectivity solutions together with phasing out the old onesDedicated 100% to the Project ICT personnel from the very beginningUnforeseen expenditures – up to 25-35% of the total budget
24What would we have done differently? Lessons LearnedWhat would we have done differently?More outsourcingHardware installationSpecialized services (SharePoint, etc.)Business analysis and feasibility at the beginning of the projectGovernance structure and legal agreements much earlier in the processMore coordinated process of introducing new connectivity solutions together with phasing out the old onesDedicated 100% to the Project ICT personnel from the very beginningUnforeseen expenditures – up to 25-35% of the total budget