Draft Stage: 2/4

Information Systems

Digital Principle #3: These City's customer facing and employee administered digital services will be deployed and modified with agility and continually monitored and measured to improve performance. 

On This Page

 

Definitions

Data is defined “Facts and statistics collected together for reference or analysis.”

(https://en.oxforddictionaries.com/definition/data).

"An information system (IS) is an organized system for the collection, organization, storage and communication of information. "(https://en.wikipedia.org/wiki/Information_system)

Data is processed by a System and the resulting output is Information.

On this page we outline our attitude and aspirations towards Information, Systems and Data. In the Business Intelligence section we outline how we will transform Information into Knowledge and then Wisdom.

 

Systems

The City has historically used "best of breed" systems, whereby a system is identified as providing a specific solution to a need identified by the City. Unfortunately while these systems are adequate they often require additional modification and integration so as deliver specific outputs required by the City. The City has identified that in future its attitude to systems requirements is "adopt, not adapt". In doing so the City has chosen to engage with a small number of vendors, which will provide the majority of functionality we require in each business area. By building better relationships with our vendors, we believe that we can create a better user experience with the City.

The City's core systems will become the platform to meet organisational needs and deliver services. These core systems will:

  • provide users with a consistent customer experience

  • reduce the cost of ownership

  • reduce the need to customise and integrate

the City's core systems are outlined below;

OneCouncil

In 2015 after the aborted WA Local Government Reform process, the City undertook a review of its enterprise system to ensure that it was still fit for purpose. As a result the City is transitioning its enterprise system to the Technology One OneCouncil system to manage Council’s core business, including employees, finances, records, assets, spatial data, projects and stakeholder and customer relations. 

OneBooking

The City of Canning delivers a range of recreational activities and manages a number of facilities for the benefit and enjoyment of our customers. Over time the systems used to manage the bookings of these different activities and facilities has expanded. The City is currently consolidating all the different booking systems currently in use to the Jonas Leisure Envibe system. The new system will bring all places and spaces that customers can book into a single system. It will allow a customer to make a booking at their convenience, either over the counter, over the phone or over the internet.

www.canning.wa.gov.au

The City's public web site is the primary system that is used to communicate to is customers and community. The City is moving its web platform to the Kentico platform. Using this platform the City will undertake development of the various digital services planned for delivery.

Our Current Environment

Current Needs

  • We need to reduce the number of systems that we have, and for those remaining we need to use them to their full.

  • We need to better manage these vendors and contracts

  • How we do things should be consistent between departments 

  • We need to be agile in our systems, considering the solution provided rather than adopting the system to meet the way we currently do things.

Actions

  1. Identify what each system is the "Source of Truth" for

  2. Facilitate On-Costing to show what it costs to run each "Program"

  3. Centralise software management

  4. Connect Canning will be Accountable;  Subject Matter Experts (Owners) will be Responsible

  5. Consolidate the number of different systems

  6. Develop Annual upgrade & improvement plan

  7. Enable self-service for users 

  8. Provide workplace flexibility for staff, including mobility and collaboration

  9. Review systems for Online, Simple, Fast

​Projects

  • Transition systems to be accessible anywhere, any device, any time

  • Centralise authentication of systems for staff, using federated services or in source user administration to Connect Canning

  • Provide customers a single entry /reference point

  • Provide a single view of a customer and their interactions with the City

  • Work with SME’s to reduce the number of different systems

How to choose a new system

  • Define the requirements, not the software

  • Does the City already have a solution that meets most of the requirements

  • How secure is the system, including user management, data manipulation and contract termination

  • Are we reducing costs and complexity

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