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GC Enterprise IT Portfolio FAQs

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<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> The 13% of salary for accommodation costs is specifically set aside for PSPC. It is only for the costs covered by PSPC, i.e., rent or building maintenance and fit up. Anything a department pays for directly will be additional, i.e. O&M within their own operating Vote. Consequently, if the department is paying for “supplies”, it will have to be separated from the 13% mark-up. It is not included in the 13% accommodations cost.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: For Supplies and Office Equipment are you expecting departments to capture the cost of photocopiers (analogue and digital, network connected and non-network connected) in this area and if so only non-networked photocopiers with the IT management area? Are you looking only for Office Equipment that is dedicated to the support of the IT service management and delivery here?
Answer:'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> Supplies and Office Equipment are typically non-IT related assets. However, non-IT assets should only be included in the cost model to the extent that they are used by IT staff providing IT services. This includes physical assets such as shredders, photocopiers, etc. If these assets are shared between IT and non-IT resources, the cost model should include a portion of their cost based on a reasonable estimation of the extent to which they are used by IT resources. These expenditures should be reported as “Supplies and Office Equipment” and pro-rated across the columns on a reasonable basis (e.g. the distribution of IT FTEs across the columns). Note: If the physical assets (e.g. Photocopiers and Printers) are network attached, it is considered an IT asset and the related costs should be reported in the “Hardware” row and not the “Supplies and Office equipment” row. Please see related question below.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: Some departments have same office space shared by staff from IT, IM, HR etc. Where are the costs of items such as printers, etc. allocated? Is it all in IT?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> All IT assets must be included in the IT Cost Model, whether they are used by the IT community or by other communities in the Department (HR, Legal, Finance etc) and should include lifecycle costs (acquisition and maintenance to disposition). IT assets include:
 
*printers, all peripheral devices attached to a desktop or mobile computer (e.g. monitors, external drives, speakers, standalone projectors). Expenditures for these physical IT assets should be reported in the IT Hardware row under the Distributed Computing column.
*multi-functional devices (e.g. print/fax/scan/photocopy functionality) that are attached to a network. Expenditures for these physical IT assets should be reported in the IT Hardware row under the Distributed Computing column.
*video- and tele-conferencing equipment etc that are attached to the local or wide area network. Expenditures for these physical IT assets should be reported in the IT Hardware row under the Telecommunications column.
 
Please use the Level 3-4 Input tabs of the Detailed Cost Model for a partial list of what is considered to be IT Hardware assets.
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==Telecommunication==
 
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: In which row are Monthly Telephone, Computer Communication Service, and other Telecommunication service expenditures (Economic Object 022) to be recorded against?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> These are all Telecommunication costs. In terms of reporting, all telecommunication related costs should be split and reported in each of the noted input rows i.e Hardware, Software, Human Resources, Facilities etc. Monthly or annual telephone, or leased line costs as examples, if they are purchased from an <u>external</u> service provider e.g. Bell Canada or Telus etc, should be reported under the “External Services” row. If the service is acquired from an <u>internal</u> GC organization e.g PSPC, the related costs should be reported under the “IT Services Received” row.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: Boardroom Audio-Visual solutions are normally a mix of AV equipment and PC based technologies. Are all expenditures related to boardroom AV systems including projectors, amplifiers, speakers, control systems, videoconferencing systems, SmartBoards and monitors to be captured as IT expenditures?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> Videoconferencing systems (Hardware, Software etc) should be included as IT Expenditures. Videoconferencing equipment is being listed under “data networking devices” in the level 3-4 inputs tab of the detailed cost model. See the '[[Media:Detailed_Cost_Model_Reference_v3.xls|Detailed Cost Model Reference]].
 
If the videoconferencing system is a complete package (projectors, control systems, network connected etc), it should be reported under the “Telecommunications” column. If on the other hand the videoconferencing assets are standalone, are peripheral devices connected to desktops and not network connected, they should be reported under “Distributed Computing”.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: PCO runs its own internal Cablevision network which brings in feeds from various media providers and then repackages those feeds and distributes them throughout the PCO campus through technologies specific for this purpose. Are the monthly service costs for providers (e.g. Rogers, Bell, StarChoice) and procurement and maintenance costs for cablevision related technologies to be captured as IT expenditures?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> If the Service providers are not providing an “IT” service but are providing a “Media Service” (i.e. News), it should not be reported as an “IT” expenditure. The department needs to determine whether its use of Cablevision service is a “Media service” or an IT service.
 
If it is an IT service, yes, monthly or annual service costs for external service providers e.g. Bell Canada, Rogers, Telus etc, should be reported under the “External Services” row. The “External Service” row should capture all costs of all external services (i.e. services purchased from entities external to the GC). It should include staff augmentation contracts, solution or deliverable based contracts and outsourcing contracts.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: Do we have to report on how much it costs for IT resources use of regular telephone lines (ie. Bell Canada costs)?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> If the Bell Canada telephone lines service has been acquired directly from Bell Canada, it is considered as an “External Service”. The related costs should be reported on the “External Services” row of the High-Level cost model. If the Bell Canada telephone lines service has been acquired from PSPC, it is considered as a “Transfer” cost and should be reported in the “IT Services Received” row of the High-Level cost model. These are “telecommunication” costs and should be reported as such in the relevant row noted above and under the Telecommunications (data and voice) column.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: We lease geospatial datasets for use in our GIS systems (e.g. pipeline locations, roads, hydrography, land usage, etc.). This is in addition to the ESRI software we license for the system. Under which row/category would we record these types of expenses? These are electronic data sets (shape files) that are imported into our ESRI based GIS System. The arrangement is very similar to software…. an annual licensing cost which allows us to use the data internally and entities us to updates as they vendor makes them available.'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> On the basis of the description provided, geospatial datasets used in the GIS systems should be included in the “Software” row and “Application/Database Development and Maintenance“ column of Schedule 2 or 3 of the IT Expenditure model. If an ADDM breakdown is required from your department, you would complete Schedules 5 and 6 as well.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: How would the following costs be reported? (Question and answer)'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span>
{| class="wikitable"
|-
! Item
! Include / Exclude
! IT Service Group
! Expenditure Category
|-
| GPS satellite location for our fleet of cars (BSM Technologies Ltd)
| No
|
|
|-
| Internet and telephone home services paid for an employee working from home (paid by the program and not IT department)
| Yes. Whether program pays or IT pays doesn’t impact tracking the cost.
| Telecom
| Professional Services
|-
| Radio services and licenses paid to Industry Canada (department 033 IC) for inmates/institutions/jails
| No
|
|
|-
| Cable television provided by Shaw to inmates/institutions/jails.
| Cable TV is No, but note that Cable Internet is a yes, as above for Internet at employee home
|
|
|-
| Phone repair costs from Top Tech Communications Corp
| Yes
| Telecom
| Depends…
 
Repair costs – Professional Services
Replacement devices – Hardware.
If in doubt or breaking it apart is not possible, lump it under Professional Services
|-
| Office internet bundle provided by Telus
| Yes
| Telecom
| Professional Services
|}
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==IT Security==
 
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: IT Security Services – IT Environment Protection Services: PCO currently procures, manages and maintains all technology related to the physical security of all buildings in the PCO campus. The technology devices being supported include barrier access doors, access control system hardware and software, CCTV cameras, monitoring and recording equipment, alarm systems, motion detectors etc. In most other departments this is an outsourced service by their internal Security Division. Are these costs to be captured as IT expenditures?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> The technology devices supported are considered as IT assets and as such, should be reported. The service as noted is described as an Information Technology (IT) Security or Environment Protection service. All IT costs are to be reported if treated as IT assets as is in this case. Hardware and software costs are to be reported separately in their respective rows. If the IT service is treated as an outsourced service, the costs should either be reported as an “external service” cost or a “transfer” cost. If acquired from entities external to GC, it is to be treated as an “external service”. If acquired from an internal to GC entity, it is to be treated as a “IT Services Received” cost.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: What is the guidance on MyKey (formerly ICMS / internal credential management) and AccessKey (formerly ePass or ECMS / external credential management) relation to:
a. expenditure reporting
b.transfers to Shared Services Canada (SSC)?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span>
'''(a) Expenditure reporting''' - In the Profile of GC Information Technology (IT) Services, the capabilities associated with credential management and cyber-authentication are found within the IT Security Service group, where they are identified as Identification, Authentication and Authorization services(see Section 2.5 of the Profile). These capabilities must be delivered, managed and reported by departments and agencies as IT Security services. All expenditures incurred in the provision of these services must be included in departmental and agency IT expenditure reports as IT Security expenses.
 
'''(b) Transfers to SSC''' - The delivery of Identification, Authentication and Authorization services will continue to be the responsibility of individual departments and agencies, with only certain specific exceptions that are transferring to SSC. These exceptions are the capabilities necessary to support the IT Security services associated with SSC’s mandate. More specifically, all IT expenditures, assets and resources that are needed to support IT Security associated with Production & Operations Computing, Telecommunication Services, and the Email service must transfer from the departments and agencies to SSC. In accordance with this guidance, departments and agencies will continue to be responsible for paying any usage charges for MyKey and AccessKey services and reporting them as IT expenditures under IT Security.
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