Agenda item

(Technology & Support Services Portfolio Holder) To consider the attached report (C-025-2017/18).

(Technology & Support Services Portfolio Holder) To consider the attached background paper alongside the main report (C-025-2017/18).

(1)       That the Technology Strategy 2018-23 be formally adopted to replace the current ICT Strategy with immediate effect;

(2)        That the projects (excluding server hosting) scheduled for the 2018/19 financial year be noted;

(3)        That growth bids be made in the sum of £635,150 for the Capital Programme, in the sum of £90,000 for the District Development Fund (DDF) and in the sum of £361,188 for the Continuing Services Budget (CSB), broken down as follows:

            (a)        for Technology projects to enable accommodation change:

                        (i)         £132,800 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £45,100 from the Continuing Services Budget;

            (b)        for Technology projects to enable Flexible and Mobile Working:

                        (i)         £390,000 from the Capital Programme;

                        (ii)        £70,000 from the District Development Fund; and

                        (iii)       £178,720 from the Continuing Services Budget; and

            (c)        for Technology projects to improve the Customer experience and     internal processes:

                        (i)         £112,350 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £137,368 from the Continuing Services Budget;

(4)        That, as part of the server hosting project, a District Development Fund growth bid be made in the sum of £20,000 to implement the reactivation of Computer Suite 1 (CS1) as an interim measure, and the longer-term investigation of hosting options;

(5)        That the future proposed projects be noted, along with the need for Capital budget provision to be made at the relevant point in the Programme’s funding bid cycle to ensure continued delivery of benefits;

(6)        That a Higher Level Apprentice position be agreed to provide the role of a Project Delivery Support Officer, at a total salary cost of £95,500 from the District Development Fund over the five years of the Strategy; and

(7)        That the Portfolio Holder for Technology & Support Services be authorised, in consultation with the Director of Resources, to agree any further changes to the Technology Strategy for 2017/18 and 2018/19.

The Portfolio Holder for Technology & Support Services presented a report on the Technology Strategy and associated funding for the period 2018 to 2023.

The Portfolio Holder stated that technology was intrinsic to every part of the Council’s operations. This Strategy was therefore essential for delivering transformational change, to ensure effective planning for both infrastructure and resources, and supporting the delivery of the Council’s new Corporate Plan. This Strategy was classed as one of the three key components for delivery of the Corporate Plan along with the Accommodation and People Strategies.

The Portfolio Holder explained that the transformational change in infrastructure provision would see an increase in Revenue funding requirements as the essential move to Office 365 and out-hosted email servers (for example) would require growth bids for funding from the Continuing Services Budget; however, this would reduce the need for frequent large-scale capital requests for refreshing the Council’s servers. This would make budgeting for technology more predictable, and make external partners responsible for the risks and costs associated with core hardware failure and upgrades.

The Portfolio Holder reminded the Cabinet that all proposed Capital funded Technology/ICT projects were considered on an annual basis and funding made available when appropriate. Estimated project costs for the financial year 2018/19 were detailed in the report, although it should be noted that some items in this Strategy would require further capital funding in subsequent years and this would be sought as required.

The Portfolio Holder reported that the Technology Strategy for the period 2018 to 2023 had been approved internally by the Leadership Team and Management Board, and had subsequently been presented to the Resources Select Committee on 17 October 2017.

The Portfolio Holder added that it was highly likely that more than one person would fulfil the role of the Higher Level Apprentice post over the five years of the Strategy. Some minor typographical errors in the report were highlighted and the correct Capital cost figures given to the Cabinet, although it was noted that the figures in the recommendations were correct. Finally, an independent review of the Strategy from the Society of Information Technology Management (SOCITM) had been received by the Council that morning, and the summary along with the recommendations would be published in the Council Bulletin for all Members to read.

Cllr Philip highlighted that, in paragraph 22 of the report, a capital budget of £20,000 was stated as being required to deliver projects which related to the server hosting project, but no detail was given. Cllr Philip also suggested that if the Council was hosting any webinars that recording of the session should be permitted for other Members to view later. The Assistant Director of Resources (ICT & Facilities) apologised for the confusion as the figure of £20,000 of proposed capital expenditure was an example and not a specific budget being requested. The Portfolio Holder concluded that the aims of the Strategy would be continually measured and reported to the Transformation Programme Board for monitoring.

Decision:

(1)       That the Technology Strategy 2018-23 be formally adopted to replace the current ICT Strategy with immediate effect;

(2)        That the projects (excluding server hosting) scheduled for the 2018/19 financial year be noted;

(3)        That growth bids be made in the sum of £635,150 for the Capital Programme, in the sum of £90,000 for the District Development Fund (DDF) and in the sum of £361,188 for the Continuing Services Budget (CSB), broken down as follows:

            (a)        for Technology projects to enable accommodation change:

                        (i)         £132,800 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £45,100 from the Continuing Services Budget;

            (b)        for Technology projects to enable Flexible and Mobile Working:

                        (i)         £390,000 from the Capital Programme;

                        (ii)        £70,000 from the District Development Fund; and

                        (iii)       £178,720 from the Continuing Services Budget; and

            (c)        for Technology projects to improve the Customer experience and     internal processes:

                        (i)         £112,350 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £137,368 from the Continuing Services Budget;

(4)        That, as part of the server hosting project, a District Development Fund growth bid be made in the sum of £20,000 to implement the reactivation of Computer Suite 1 (CS1) as an interim measure, and the longer-term investigation of hosting options;

(5)        That the future proposed projects be noted, along with the need for Capital budget provision to be made at the relevant point in the Programme’s funding bid cycle to ensure continued delivery of benefits;

(6)        That a Higher Level Apprentice position be agreed to provide the role of a Project Delivery Support Officer, at a total salary cost of £95,500 from the District Development Fund over the five years of the Strategy; and

(7)        That the Portfolio Holder for Technology & Support Services be authorised, in consultation with the Director of Resources, to agree any further changes to the Technology Strategy for 2017/18 and 2018/19.

Reasons for Decision:

The ICT projects detailed in the Strategy were necessary to deliver the required transformed ICT infrastructure that was essential for the successful delivery of the Corporate Plan and People Strategy. The implementation of the Strategy would:

·        allow staff to work flexibly and remotely to support the People Strategy;

·        enable the achievement of the 7:10 desk:staff ratio required for the Accommodation Strategy;

·        enable the overall Accommodation Strategy to be implemented;

·        reduce the Council’s accommodation footprint and costs;

·        permit the sale of much of the Civic Office site for housing development, in line with the Local Plan to meet essential housing need and produce income for the Council from the sale;

·        improve business continuity and key system resilience within the Council;

·        ensure Software licensing compliance around remote working;

·        improve the service that ICT offers internally; and

·        support the improvement of Corporate Customer Service.

Other Options Considered and Rejected:

To not adopt the Strategy; however, this would effectively prevent the implementation of the Accommodation Review and inhibit the move towards Mobile and Flexible working.

To refuse the funding identified (other than server hosting); however, this would similarly prevent the implementation of the Accommodation Review and the adoption of large scale Mobile and Flexible working.

Other options exist for server hosting ranging from the immediate implementation of SAAS (Software as a Service) where practical for key business systems as part of a hybrid option, alongside IAAS (Infrastructure as a service) where we would effectively rent either a full environment or just rack space to host our own hardware (co-location), to retention of existing Computer Suite (CS2) and the risks that would be inherent in that.