1. Software procurement in BOPLASS

2. Why was BOPLASS created? 1. There was a clear need & vision for shared services that could not otherwise be achieved Corporate/Support services Aerial Photography GIS 2. Provides a corporate governance structure for ownership and facilitation of shared services

3. The vehicle - CCO Bay of Plenty Local Authority Shared Services (BOPLASS) est. 2007/2008 Nine shareholding councils - Tauranga City, Taupo, Western Bay of Plenty, Rotorua, Whakatane, Opotiki, Kawerau, Gisborne and Environment Bay of Plenty Complies with Local Government Act and Companies Act

4. The Deliverables Improved levels and quality of service A co-ordinated and consistent approach to the provision of services Reduction in the cost of support and administrative services Opportunities to develop new initiatives Economies of scale resulting from a single entity representing many councils in procurement

5. Joint Software Procurement Various levels of capability Desire to move closer Leveraging for bulk purchase Shared Support and knowledge Best Practice and joint customisation Two examples ESRI GIS Sophos Endpoint Security and Control (Antivirus)

6. BOPLASS Role Negotiates with Supplier Manages Request for expressions of Interest or Request for Proposal Facilitates group Response Holds Principle licence Agreement with Councils re payment and compliance Monitoring

7. GIS as a Shared Service What we had: 6 councils have been meeting in a forum for a number of years to discuss activities 9 councils with GIS but 7 Councils with GIS teams, 2 with GIS no team 5 ESRI 3 Mapinfo 1 Genaware Previous joint activity for aerial photos.

8. Obstacles and Goals If we want effective GIS for each council then we: Need to be to work together. Need to leverage the different strengths of each council. Need to bring everyone to the same level Obstacles: Different Software Different Activities Different Staff skills Not much money

9. Opportunities 5 of the councils moved to ESRI ELA allowing unlimited council licensing based on population pricing 2 of the councils wanted to move to new platform 2 of the councils wanted better GIS Skilled GIS people are hard to find All wanted to leverage each other to stop the duplication

10. Challenge Analysing the BOPLASS Councils in the banding you find only one council was benefiting from the pricing band CouncilPopulationCurrent ELA Difference Tauranga CC 111,379100,00011,379 Whakatane DC36,41250,000-13,588 WBOP DC44,98050000-5,020 Rotorua DC70,683100,000-29,317 Kawerau DC 7,49710000-2,503 Opotiki DC9,63910,000-361 Gisborne DC48,19350,000-1,807 Taupo DC34,71850,000-15,282 TOTALS363500420,000-56,500

11. Solution Moving the licensing from council to regional level and adjusting price based on the population of region to reduce the total cost to the BOPLASS councils reduce the cost to each council allow all councils to move to the same software Provide unlimited licensing across group Enhance training options open the door to address other issues

12. Benefits of ESRI? Allows the BOPLASS to create a Regional Spatial Data Infrastructure Builds on the present investment in the Regions Major share in GIS market Major technology advances Used across majority of councils in NZ Used in top 200 cities in USA 20% of revenue in R&D Excellent user group and GIS list Used in universities in NZ

13. Sophos Endpoint Security and control Sophos were in the market place with discount on offer to councils. Several councils had already installed Sophos One large council was considering installing it. Proven product with low risk We approached SOPHOS to consider a BOPLASS arrangement

14. The Result Sophos agreed to a special additional discount based on total numbers. All but one council on or moving to Sophos Total 2135 seats New councils got immediate price benefit Existing councils move to new pricing at next annual break/renewal Pricing fixed for up to three years

15. What we got! Sophos offers, a bundle of solutions including; - Network Access Control (assessing known and unknown computers for patching, Anti-Virus and unwanted applications) - Application Control (prohibiting unwanted applications - includes a report only mode) - Device Control (USB lock-down by type and/or Serial number - includes report only mode) - Data Control (searching for sensitive data including built in Credit Card checking facility and other sensitive lists) - Client Firewall (configurable based on whether a machine is on or off the network) - Anti-Malware (award winning virus and malware scanners) - Enterprise Console (all of these features are managed through a single simple console with a customizable user interface)

16. Lessons Don’t be afraid to ask!!!! Look at what is working well – can it be extended Document your agreement with suppliers Written agreement with Councils Decision making Right to withdraw Payments Entity cost recovery/ management fee.

17. 17 Questions ? Contact: ross.carter@boplass.govt.nz