2015-10-13 Planning & Organisation Committee Agenda

PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                              13 OCTOBER 2015


GIS Mapping

The GIS unit of two staff manage corporate GIS systems, maintains GIS data, creates
mapping products and provides support and training for staff in GIS systems. A service
review of GIS was completed in March 2015. There is a GIS Steering Group of key Council
GIS users to assist in aligning the GIS with organisational needs that meets bi-monthly.

An outcome of the service review was that production of dial before you dig mapping
(approximately sixty maps a week) was contracted in August 2015. The contract has:

 Reduced the transaction cost to Council;
 Provided faster turnaround of maps to external customers;
 Freed up GIS staff time for maintenance of data, support for GIS users and creation of
   other mapping products; and
 Provided Council with a new system to view excavation activity in the shire.

Since mid-2015 the GIS team has published selected Council data to the Federal
Government open data portal (data.gov.au) with Noosa being one of just twelve Australian
Councils contributing. Open data provides opportunities for private and public sector
innovation and economic benefits. The GIS team is currently identifying all Council data, who
at Council needs to “own” the data and how best to keep this data up to date. Organising
data and ensuring it is up to date will allow us to publish more data externally.

Records Management

The records unit of five (4.7 FTE) manage over three million electronic documents and over
four thousand boxes of physical files helping Council meet its statutory records keeping
requirements.

ICT Roadmap

Governance of ICT is provided by the ICT Steering Working Group comprising the CEO and
Directors (chaired by the Director of Corporate Services). ICT has been developing a
roadmap to progress the implementation of ICT improvements and opportunities. Significant
changes are expected in the TechnologyOne systems over the next 18 months that will
require ongoing project and change management to ensure that opportunities can be
maximised and efficiencies realised.

The ICT steering group has recently endorsed the ICT roadmap that includes the initiatives
summarised below:

ICT Priority     Initiative
Efficient        Current FY
Operations        Improving the technological solution and staff skills
                  Reducing printing costs (currently over 860,000 pages a year)
                  Implementing the TechnologyOne mobile infringements system
                  Improving staff efficiency with systems using online training and education
                  Reducing reliance on ICT by developing power users throughout Council
                  Improving data in the HR system
                  Providing TechnologyOne online HR forms to eliminate paper forms
                  Moving our email to Microsoft to reduce costs using existing licensing
                  Modernising the agendas and minutes system




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