Gather information
Begin by locating any existing documentation on the agency or business unit information, application and technology assets and services.
Useful sources of information that can help you collect this information include:
- ICT related service catalogues
- service agreements used by organisation’s ICT unit
- enterprise architecture documentation
- Configuration Management Database
- Queensland Government ICT Profile submission
- ICT Work plan.
The Queensland Government ICT profiling standard contains a useful list of attributes regarding information, application and technology assets or services including sample registers and ICT profiling templates for information assets, application and technologies.
Using a business register
You can document the information, application and technology assets and services in a register.
Visit Strategy map templates provided by The Strategy Execution Company (ESM) for free strategic templates, including a business direction register.
Managing gaps in information
In an agency where this information is not readily available or is not available at the level required to describe information assets, applications and technologies, it will be necessary to generate it through interviews or workshops with key stakeholders of the business areas. In these circumstances, it may be necessary to engage assistance from the ICT or enterprise architecture unit of the organisation.
Visit the Queensland Government Enterprise Architecture (QGEA) for resources and contact information to help you gather information related to our enterprise architecture.
Estimating costs
Where possible, estimates of the annual estimated cost of operation and the estimated replacement cost should also be collected. This will enhance the analysis conducted related to the current state classification and assessments.
For ICT planning, the dimensions of the Annual estimated total cost of operation are:
- internal and external operational costs
- depreciation costs
- licensing costs
- any other costs that can be directly attributed to the asset or service on an ongoing basis.
To obtain a true picture of the total cost of an application, the costs of the underlying infrastructure, the hardware and software platform (but not any network infrastructure) should be included.
Where several applications share a server, operating system, database or other technologies, the annual estimated cost of operation of these technologies should be divided among the applications. You can use a simple division if detailed usage information is not available.
For outsourced applications (e.g. ICT service provider or an external provider), include the cost of any internal staff involved in providing the service as well as the cost billed to the agency.
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