1 City of Cape Town Smart City Initiative Progress report to Corporate Services Portfolio Committee Presentation 5 June 2002

1

City of Cape Town

Smart City Initiative

Progress report to Corporate Services Portfolio Committee

Presentation

5 June 2002

2

It is a strategic framework that aims to reposition Cape Town as a leading player in the new global knowledge economy.

It is not only focused on transforming the way that local government works and delivers its services, but transforming the the way that the entire society operates.

However, its primany interventions are based is on what local government can enable and how local government can ‘lead by example’ by changing the way that it interacts with citizens, businesses, other government departments and other stakeholders

Is not the “property” of the IT Directorate, but is instead something that cuts across all City departments and strategies.

What is the Smart City Strategy?

3

1. What leadership is necessary to establish competitive advantage in a digital economy and society (Smart City leadership)?

2. What must be done to ensure that our policy and regulatory environment supports the development of a smart city?

3. How will information technology lay the foundation for the building of a new flexible and responsive organisation and enable the organisation to continually improve in its efficiency and effectiveness in delivering its programmes and services (administrative/e-government strategy)?

4. How do we use IT as an instrument to foster the economic and social development of the City (development strategy)?

5. How can IT be used to ensure / enhance good governance (digital democracy)?

6. How can we create a world class IT organisation that supports the achievement of the Smart City strategy objectives?

Encompasses SIX (6) Questions/ Areas:

Transformation Strategy

4

Council’s Vision – make Cape Town a Smart City

Required outcomes in next 2/ 3 years:

• Cape Town recognised as the leading South African city in the use of information and communications technology for city management (IT enabled organisation)

• ICT widely used in the city achieving its strategic priorities (reducing crime, combating HIV/ Aids, promoting job creation and tourism & free basic services)

• Policy and regulatory environment that is conducive to electronic commerce, protection of intellectual property rights, and an enabling legal framework for the digital transformation of local government operations and society achieved

• Services accessible by multiple technologies, including web sites accessible from PCs, kiosks, cellular phone and call/ contact centres.

• Highly cost effective and efficient local government • Citizens to deal with local government services in an integrated manner (eg. via one-

stop shops)• Local government more customer friendly and citizen oriented• Improved and informed decision making processes• Growth and retention of the IT industry in the city• More people skilled in IT operating within the economy of the city• Reduction of the digital divide due to the widespread availability of public access to

Information and Communications technologies (ICT)• Local government, the politicians and the officials more accessible• IT organisation that provides world class IT services to local government and local

government related organisations.

5

Consolidated

Organization

TECHNOLOGY TECHNOLOGY REPORT CARDREPORT CARD

AreaArea GraGradede

Strategic Alignment & DirectionStrategic Alignment & Direction

Information ArchitectureInformation Architecture

Application ArchitectureApplication Architecture

Technology ArchitectureTechnology Architecture

IS Management & SupportIS Management & Support

User SatisfactionUser Satisfaction

Level Level ofof Technology Investment Technology Investment

Strategic

Initiativ

es

UKUNTINGA Project (ERP);

Rationalisation and standardisation of IT services within the organisation;

Internal electronic communications enabled (intranet, email);

City government web sites;

PC’s for councillors;

Establishment of a special governance body/steering committee;

Free, limited internet access to all citizen: Pilot Project

Link to other initiatives

Some of the current projects

6

The Smart City Convergence

Action Items:• Build a broad shared view of

what we want to achieve

• Include constituents, partners andadvocacy groups

• Develop a cooperative architecture

• Align all initiatives with the architecture and the strategy

• Build demonstration projects

Time

Digital democracy

Leadership

E-government

Smart City

Policy and Regulatoryenvironment

Economic and socialDevelopment

7

How to report on progress?Are we getting there?

• Soon after Robert Maydon was appointed, the Corporate Business Plan was created for all clusters

• The Corporate Business Plan aimed to focus on the (few) high level corporate issues that needed to me monitored and measured.

• In light of the Gansekraal 5 year objectives, clusters has to indicate their key corporate outputs for the next 12 months.

• Although Council has experienced many changes since then, this is probably still the best measure of ‘intention to action’ i.e. this is what we planned to do, and this is what we have done

8

Progress on the Smart City StrategyCorporate Business Plan

12 Month Objectives Key Outputs Progress

1. A Smart City strategy must be a key strategy for the city. Leadership in technology policy and strategy should ideally be found at the level of the CEO, mayor and from elected politicians

1.1. Awareness and capacity building programme

Ongoing – via presentations, communications, discussions eg. Presentation on Smart City and ERP on 17 May 2002. More could be done, however the IT Department lacks change management capacity and budget. Things that we would like to do are newsletters, demos, etc.

1.2. Equip and train all councillors with PCs and internet connectivity in their homes.

Done. Some ongoing operational issues to resolve.

9



2. Move towards creating a Smart City Advisory board to ensure that the strategy is driven from the most senior levels in the city and is not only a local government strategy

2.1. Detailed proposals on setting up the Advisory Board tabled at Corporate Services Portfolio Committee

Policy document on formation of Smart City Steering committee approved by Portfolio Committee. Needs to be approved by Executive and then implemented. Discussions with CITI and Cape Online Forum to avoid duplication

10



3. Embark upon a campaign to actively market the city as a as a ‘smart city’

3.1. Development of Communications strategy for Smart City

3.2. Revamp Council’s Internet site to reflect the branding of the city (including as a smart city)

•Some progress on meeting the objective of establishing Cape Town’s reputation as a ‘smart city’ – BMI, Gartner, Euricur, DPLG, Salga, Bloemfontein, Twsane, etc.•Communications Strategy commissioned in October 2001. However, project has been put on the back burner due to the corporate approach taken by the new communications Director. Awaiting the new City branding which apparently is being driven by the JMI. Same issue with Internet. Responsibility for Internet branding and content now also lies with Communications Director.

11



4. Initiate/ progress Strategic/ Transformational projects that aim to meet Council’s medium to long term needs (2-5 year planning horizon)

4.1. Development of high level IT strategy and guiding principles

Done. Communicated as part of Shared services exercise and Microdesign exercise.

4.2. Development of Enterprise Architecture Strategy

Ongoing. Many standards declared. Procurement of new goods in line with new standards. Rationalisation of other services eg. Internet, email, etc.

4.3. Enterprise Systems Project

System Integrator Selection completed in November 2001, Blueprint January 2002. Project commenced and ongoing from February 2002.

4.4. Standardising and consolidating IT infrastructure and services

Ongoing. See 4.2. Above. Also busy with exercise with Telkom, consolidated disaster recovery, Desktop standardisation project, etc.

12



5. Implement transitional projects - priority initiatives identified by clusters or corporate management

Will be identified on a project by project basis as identified by the clusters. A key output for the IT clusters is to minimise he number of these initiatives that it is involved in (and defer implementation as part of ERP) and to aim to collapse multiple initiatives into one.

Ongoing. Have managed to minimise the number of these initiatives. It playing an watchdog and service provider role – which does have certain tensions.

6. Contribute to the Growth and retention of the IT industry in the city

6.1. Partner with Organisations like the Cape IT Initiative on business incubation projects like the Bandwidth Barn

Ongoing. Am presenting at a CITI listening lunch. Also looking at synergies between smart city, cape online and CITI – might need to formalise relationship in the near future.

Also seeing major spinoffs from approach taken with ERP – need to make this the norm for all projects in Council (IT & non-IT)

13



7. More people skilled in IT operating within the economy of the city

7.1. Partner with organisations like the Black IT Forum and CSSA on projects.

Looking for opportunities. Have had several discussions with both organisations.

7.2. Work with PenTech, Cape Tech and UWC on their student in-service training programmes.

Fully implemented.

Also utilised UWC skills for development of aspects of the Smart Cape Project (Library Internet Access)

7.3. Initiate learnerships within IT

Learnerships initiated. IT was the only directorate in the Unicity that utilised money that HR had reserved for equity purposes.

Also note the approach taken with the ERP project. Need to influence the procurement policy to make this the norm rather than the exception

14



8. Reduction of the digital divide due to the widespread availability of public access to Information and Communications technologies (ICT)

8.1. Provide Public Access to ICT at public libraries

On track to implement six pilots by end June 2002.

Trying to involve the universities in the research/ learning points out of these pilots to inform our decision to progress.

Discussing communications/ publicity plan with Deputy Mayors office

9. Making local government, the politicians and the officials more accessible

9.1. Providing electronic agendas and other related information to the public

Also major effort put into Intranet – making info available to officials & councilors

Agendas, Councillor information, valuations roll, official notices, jobs, tenders, press releases, etc.

‘External sites’ – major events, major facilities, etc. Are some business process issues within the organisation that still need to resolved. Also tied into comms strat. Most comprehensive for LG.

15



10. Ringfence the IT function and create an internal IT/ IM business unit.

10.1. Define services that each section of the IT/ IM cluster offers.

10.2. Understand the service level and the price/ tariff of the service

10.3. Benchmark service level and costs

10.4. Conclude SLAs with user organisations (pilots)

Hoping to have a basic cost model in place by 1 July 2002.

Conducting a full total cost of ownership (TCO) study as part of the Desktop Standardisation Project. That would include an element of benchmarking and would lead to the signing of SLAs with user departments.

16

Additional Feedback

• Microsoft Digital Villages• Desktop standardisation project• IT skills development and e-learning project• Digital divide study• Health (clinics connectivity) and CPM initiative at

Police• Funding – so far have relied on integrating smart city

initiative with IT operational work. That does dictate a slower pace. Much lower funding compare with other cities, private sector and similar initiatives in SA.

• Microdesign – small unit focusing on Smart City initiatives (funding an issue again. Also necessary due to operational needs of IT).

17

Questions

18

E-Government DefinitionTo optimize government service delivery, constituency participation and governance.

The transformation of internal and external public-sector relationships

Through Internet-enabled operations,information technology and communications

e-Government

e-Governance

Digital Society

Digital Dividethose that cannot or will not access

IT and global regulations and policies

society embraces the connected environment

19

IT Directorate Roles & Responsibilities

• Strategic:– Define, align IT strategy with organisation

strategy– Implementing IT strategy

• Standardise technology policies and procedures

• Manage Technical Infrastructure– Network connectivity and monitoring– Systems and data: Backup and Recovery

• Desktop management

• Data storage management

• Application Development– Prioritise application development– Approve system selection and development

projects– Test and evaluate applications

• Manage IT projects

• Manage interface between users and IT division

• Provide input on application requirements

• Purchase hardware, software and services

• Manage vendor relationships

• Manage IT resources

• Communicate organisation direction & strategy

20

Public Library Access Project

Project forms part of the SMARTCITY Initiative;

Aims to provide citizens of Cape Town basic computing facilities and access to the Internet on a time-limited basis;

Pilot project: 6 libraries distributed throughout Cape Town.

21

Computer facilities will enable citizens to:

Prepare documents such as a letter or CV;

Prepare spreadsheets, presentations;

Surf the Internet to search for information;

Send and receive email ([email protected])

Print documents

Save documents

Service Offering

22

Linux platform

Thin-client desktop solution

Hardware requirements are reduced;

Reduces the number of machines to manage;

Re-use refurbished machines;

No upgrades required

LAN

WAN

Technology Solution

23

InternetsWWW

Router

13/02/02

Basic FrameRelay

Centrally Administered Database Site

Remote Library Site's

BDS

CMC

Web Portal&Mail Server

Router

All 6 sites willbe identical to

Library 1

Library 6Library 5Library 4Library 3Library 2Library 1

Router

printerLibrarianServer

Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

Router


Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

Router


Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

Router


Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

Router


Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

Router


Workstation D

Workstation D

Workstation D

Workstation D

Workstation D

TelkomSAFrame Relay

24

Pilot project: 30 June 2002

Brooklyn

Delft

Grassy Park

Guguletu

Hector Peterson – Lwandle

Wesfleur

Timeframe

Documents

1 City of Cape Town Smart City Initiative Progress report to Corporate Services Portfolio Committee Presentation 5 June 2002