ICT Unit and Strategy & Performance Division Pre-posting Training, June 2014

1. An introduction to ICT & knowledge management in dfat ICT Unit and Strategy & Performance Division Pre-posting Training, June 2014

2. Who we are…... ICT unit • Provide the ICT infrastructure and services to enable DFAT achieve its High Level Goals • Support business units with the implementation of services: • Passport Service, • Grant Management Services, • On-line Applications & • Websites, etc

3. ICT Unit Structure

4. ICT Infrastructure • How do we deliver ICT Services? • Architecture • Telecommunications Infrastructure • External Connections • Disaster Recovery • Security Infrastructure

5. Some sense of scale • 90+ sites • 1,900 users with PCs/ Desktops; • 200 servers • 450 +Mobile Mail users; • 350 RAS Laptop Users • 135 video conference units • 100 telecommunications links • 400 telecommunications devices, • 1900+ Cisco VoIP Telephony handsets

6. Applications • Microsoft Office & Internet Explorer • The Intranet – Microsoft SharePoint • Passport Service • Consular • Náisiún –Certificate Services • Cabhair - Assistance & Crisis Management • Financial Management & HR Support systems • External / Shared– HRMS, AVATS, Oireachtas PQs

7. ICT Metrics January to May 2014 Video-Conferences 771 Mobile Mail / RAS Laptop Logins60,634 / 8,694 Telephone Calls Total Calls to 4082000 48,919 Av. daily calls over VoIP EU North America2,500 E-Mail Traffic • 1,009,000 e-mails sent internally over past30days • 2.8 Terabytes of e-mailbox accounts storage • 3.5m inbound messages(25% blocked as threat) • 1.6m outgoing messages Files • 3 Terabytes of files storedby HQ staff and Divisions

8. ICT Security • What are the issues/ risks / threats? • What are our concerns? • Security Measures • What are your responsibilities?

9. How to contact us • Initial Point of Contact – Help Desk • E-Mail: #HQ-CSD ICT Help Desk • Phone: #2583 • Mary O’Donohue #2539

10. What we do… strategy & performance • Business Planning & Risk Management • Mission Inspections • Business Process Improvement • Management & Performance Information • Performance Budgeting

11. How we work with ICT Unit • Identify DFAT business needs in line with strategic priorities • Set Knowledge Management work-plan • Review & Refine DFAT processes • Support KM projects to completion

12. How we do what we do... MAC Task Force on Knowledge Management & Innovation

13. CAPTURE • capture key information • strengthen the business practices • implement common standard methodologies

14. share • For maximum benefit from knowledge we must be able to share • strengthen our systems for knowledge, information and records management • use the growing opportunities presented by Department websites

15. innovate • transform and improve core business processes to respond to evolving business needs and priorities • promote the use of common corporate tools and training to embed practices. • adopt appropriate standards and procedures around the structuring of knowledge, information and records

16. Delivering our vision • involves commitment from every member of staff • especially important from senior management at HQ and missions • will require us to prioritise actions and allocate human and financial resources to support delivery

17. Delivering our vision There are three elements of success that underpin the achievement of our vision: • Leadership • Ownership • Communication

18. Next steps • Handover project is in place for summer rotations • DFAT Website – Missions Rollout • Business planning/Risk Management • A Contact Management project • Intranet Upgrade Project

19. What NOT to do!

20. To take away today... • Knowledge Management – we do it already! Let’s do it better and make it instinctive & intuitive. • the intranet! • RISK is real! Be risk aware • ICT is your friend!! We can help! • Have you: • • Updated your Who’s Who entry? • • Completed your Handover Note?

21. And FINALLY… Any Questions…? Lesley #2655 Mary #2583