ICT in Parliament: organizational challenges Joan Miller, Director of Parliamentary ICT

1. ICT in Parliament: organizational challenges Joan Miller, Director of Parliamentary ICT

2. ICT in Parliament UK How is it used?

3. A Member’s day … …arrives at Parliament collects order paper and other documents for day’s proceedings Pays for a coffee PICT supporting each activity… In the office, sends emails, makes telephone calls Attends Chamber proceedings are recorded and transmitted Committee contributions recorded in Hansard

4. Meanwhile…. Research using library applications Connecting remotely to the Parliamentary Network Members’ staff receiving IT training Finance, processing Members’ expenses Members receiving email via new mobile technology PICT supporting each activity…

5. and some services in the constituency

6. enterpriseICT why ….

7. “Missing out on efficiency and effectiveness, some very small teams” “Incompatible systems hinders hinders co-operation” “Better relationships with suppliers” “reduce RISK of many separate critical systems” “Too many servers and server rooms” “Unpredictable project delivery” Cummins report

8. Archive Lords Hansard Broadcast Commons Annunciator TSO Parliamentary Papers HoL Hansard text PQs in Answers from Govt Depts. Government Amendments to Bills Printed Paper Office Amendments Bills The Minute Text Bills Committee Lists Vote Office Divisions EDMs in Written Ministerial Statements Commons Amendments HoC Hansard text PQs in The Minute Committee Meeting Cards EDMs Divisions Wall Sheets Question Books Commons Hansard The Order Paper Parliamentary Bookshop

9. HoL Hansard text PQs in Answers from Govt Depts. Government Amendments to Bills Amendments Bills The Minute Text Bills Committee Lists Divisions EDMs in Written Ministerial Statements Commons Amendments HoC Hansard text PQs in Divisions • Microsoft • Word • Framemaker • Hansard • Reporting • Suite (MS • Word) • PIMS • Table • Office • PIMS • HOC • Division • Scanning • System • HOL • Division • Scanning • System E-Tabling System

10. Corporate Services Direct IT Services Procedural Services Knowledge Services enterprise ICT Network VPN, Citrix PC, Laptops, Printers, MS Desktop, Telecoms, Support PAD Archibus Access Control Agresso Website Framemaker Hansard MS template Web Apps SOA PIMS, Lexis Nexis Website

11. enterpriseICT what ….

12. P I C T One central service….. … owned by both Houses

13. Aim to attain best practice in delivery, support and exploitation of ICT in Parliament

14. Improve basic systems • introduceenterprise-wide ICT design • based on “one version of the truth” • de-duplication, joining up systems • separating text from the presentation • rationalised configuration of core systems

15. Establish skilled internal capacity • develop IT skills – BCS competency • bring in temp. expertise, transfer skills • individual development plans • departmental development plan

16. Establish “best practice”: • standard processes = ITIL • integrated project management toolkit • includes business process tools • includes change management tools • benchmark measures for performance

17. enterpriseICT making the change …?

18. Organisational Change Cycle Vision & purpose State clearly what the organisation is for LEADERSHIP ALIGNMENT Monitor Performance Measure what you have done Establish core values Set expectation about the ways to behave Set key objectives State key things for the organisation to achieve Allocate resource Create the right skills Model new systems structures, processes, responsibilities Establish Roadmap for change Develop programme of work MANAGEMENT

19. VISION, VALUES & GOALS Governance • PICT Governance • established: • JBSB • PICT Forum • PICT Board • Performance Board • Programme Board • Legislation People • Values • & Culture • Structure • Development • Skills Gap • IiP accredited Performance • Zero Base Budget • Forward Plan • KPI Dashboards • Benchmarking • SLAs • Action & Risk logs Business plan 2006/2007 Business plan 2007/2008 Identify what to do first: • Develop Programme toolkit • CSII: Improve customer service • CSII2: Improve service response • Improve PICT internal processes • Design Architecture • CSII3 – ITIL, Change Control • Business Continuity • Disaster Recovery • Internet • Strategy for Members’ services • Inventory • Procurement • 24/7 Support • Lords Minute Planning The Plan Priorities: establish what needs to happen first

20. Applications Strategy

21. Infrastructure Strategy

22. Data Strategy

23. Programme and Project teams framework Using clearly defined frameworks

24. enterpriseICT …and what achieved?

25. Established the PICT organisation Governance, budget, organisational structure day 1, accommodation, change transition project, improvements in skills of workforce • Established a strategy Quick wins, Longer term ambitions • Established objectives and priorities service desk response, fix times, strategic programme • Established skills development programme performance

26. Unique Joint House Structure House Committee MEC Commission HoC Audit Committee HoL Audit Committee Information Committee APMA Administration Committee HoC M’ment Board HoL M’ment Board Parliamentary ICT – Governance Model JBSB PICT Board Programmes & business development Operations & Members Services Technology Resources, strategy and planning

27. Independent benchmark measures • Accreditations: • Investors in People, June 06 • Institute of IT Trainers, June 07 • Institute of Helpdesks, Sept 07 Aiming for best practice

28. 2006/2007 Institute of IT Trainers Accreditation Independent Benchmark measures …

29. 2007 Help Desk Institute Accreditation Independent Benchmark measures … Overall score of 2.95 out of 4

30. ICT in Parliament: organizational challenges Joan Miller, Director of Parliamentary ICT