BYOD Policy creation

The City of Ballarat is seeking quotations from suitably qualified vendors to assist in the development of a comprehensive Bring Your Own Device (BYOD) policy. This policy must prioritise information security, data privacy, and operational efficiency, and be tailored to the City’s operational environment.

At present, the City of Ballarat does not have a formal BYOD policy in place. However, it is known that staff are using personal devices to access City systems and data. This practice introduces potential risks to cybersecurity, data governance, and compliance with privacy legislation. A formal policy is required to address these risks, support secure work practices, and ensure consistency across the organisation.

The City of Ballarat uses Microsoft Entra ID with P2 license synchronized from Active Directory as its primary identity source, and Microsoft Intune as its Mobile Device Management solution. Staff have a mix of Microsoft E5, E3, and F1 licenses.

The successful vendor will be required to:

1. Conduct a thorough audit of current BYOD practices within the City of Ballarat.

2. Identify roles, departments, and systems where personal devices are currently used.

3. Assess risks associated with current practices, including cybersecurity and privacy concerns.

4. Evaluate the potential impact of a formal BYOD policy on staff productivity and ICT support.

5. Develop a recommended BYOD policy framework, including:

• Security controls and compliance measures

• Privacy protections

• Acceptable use guidelines

• Support and maintenance responsibilities

6. Develop a technical ICT standard document detailing security controls and compliance configuration for Microsoft Entra and Microsoft Intune. ICT Standard document template will be provided.

7. Estimate the cost of providing additional corporate devices if BYOD is restricted or phased out.

8. Provide documentation to support the development of a future implementation project, including timelines, resource requirements, and key considerations.

Deliverables

• A written executive report detailing current BYOD usage and associated risks.

• A recommended BYOD policy tailored to the City of Ballarat.

• A productivity impact assessment.

• An estimated cost analysis for additional corporate devices (if applicable).

• Documentation to support the creation of a BYOD implementation project.

Requirements for Submission

Quotations must include the following:

• Company profile and relevant experience.

• Proposed methodology and approach.

• Project timeline and key milestones.

• Detailed pricing structure.

• Sample reports (redacted).

• Examples of similar work with local government or public sector clients.

• Key personnel and their qualifications.

• Local presence and ability to provide onsite support if required.