MEETING OF COUNCIL - Town of Cambridge

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COUNCIL MINUTES TUESDAY 27 NOVEMBER 2012 Management Comment Whilst a change control form exists, it has not been meticulously utilised. Consultants and suppliers are managed as casual users of the network and are authorised to perform tasks defined under the Towns change control procedures. The current procedure will be enhanced to limit the period that remote access is provided. 3. Reassess the need for the existing levels of generic user id's: There are an unacceptable number of generic user id’s for Technology One Financials user-id’s that have administrator level access to the system. Management Comment Many of the 'super users' of Finance One are disabled accounts and not available for use. Other accounts are required for various system roles (FinProd, Corp) and supporting roles. Each separate account is required so that it leaves its own identifiable audit trail details for changes to the Financials configuration and data. 4. IT System Change Control: System change control processes and procedures could be improved. We have recommended that better planning and monitoring processes be implemented and that the Town give consideration to obtaining a “Business Analyst” position or building up internal business analyst expertise. Management Comment The issue of change control is discussed at point 2. The Town utilised the services of a contracted Business Analyst up until mid last year. Since that time it has had to rely more heavily on Technology One support, which is more expensive. The support is adhoc and there is less co-ordination between the Town's business operations requirements and information technology operations support. This could be addressed with the engagement of a business systems analyst. 5. Proclaim System Does Not Allow User Access to be Restricted: The current version of Proclaim does not allow user access to be tailored to user need. Users can either be granted full unrestricted system access or no access at all. Management Comment The current version of the Property & Rating system has been unsupported since December 2011. TechOne will not make any changes to the product and this is just one of many deficiencies of the product. Upgrading to the latest version of Property & Rating is a major project, akin to implementing a completely new business system. It is costly, resource intensive and has a high business impact. Planning has been undertaken to implement the upgrade, and it was initial provisioned in an early draft of the 2012/13 Budget. However due to Local Government Reform uncertainties, the H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 209
COUNCIL MINUTES TUESDAY 27 NOVEMBER 2012 project has been deferred. It is planned to include the project in the 2013/14 financial year budget. 6. Logging and investigation of unsuccessful login attempts: No log records are maintained of unsuccessful attempts to login into the Town’s network in order that such attempts are able to be investigated. The Town is currently exposed to the risk of continued unauthorised access attempts. Management Comment Failed attempts will now be collated where the account is locked out after three unsuccessful logon attempts. This will be reviewed and reported on a regular monthly basis. 7. Disaster Recovery and Business Continuity Plans: A Disaster Recovery Plan exists but the plan has not been subjected to full testing. Further the Town’s operations including the out centres and the Wembley Golf Course does not have Business Continuity Plans in place, which set out how the Town and its out centre operational/service areas will continue operating and providing vital services in case of an unforeseen event. Management Comment As part of the 2012/13 I.T Projects Work Plan, technical testing of the I.T Disaster Recovery Plan is scheduled between April and June 2013 Business Continuity plans should be developed for each individual business area by their respective Manager as part of the Towns disaster risk assessment and the associated mitigation strategies. This is a function of the Town's Governance area as part of Organisational Risk Management (a project which has yet to gain some traction). I.T may be required to provide interim I.T based solutions to facilitate Business Continuity until full I.T services are available as part of the ITDRP. These interim solutions need to be identified by the business and developed by I.T in advance and documented in the Business Continuity plan. Once completed, Business Continuity plans will be aligned with the recovery time frames outlined in the ITDRP. 8. Service Agreement with Clublinks: The Town is not provided with any formal assurances from Clublinks that data is being kept secure and that all data is being adequately backed up and can be retrieved should the need arise. Management Comment Clublinks will be requested as part of the Town's financial year end process to provide written (audited) confirmation that data is secure and being regularly backed up. H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\NOVEMBER 2012\D AU.DOCX 210
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MEETING OF COUNCIL - Town of Cambridge

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