Issue - meetings

Report of the Director of Customer and Digital attached.

Decision made (Unanimously):

1.    That Cabinet approves commencement of the IDOX Enterprise and Capability Review Project under the Digital to Improve Programme, and approval of the scope of the project outlined in Appendix 3 of the report.

2.    That Cabinet approves the use of £146k capital, an increase of £3k to the annual maintenance and support contract within the ICT revenue budget and 20k from the 2019/20 revenue underspends to fund migration costs.

3.    That Cabinet grants delegated authority to the Director (Customer and Digital) in consultation with the Portfolio Holder to allow a direct award to the provider.

4.    That a Member Briefing on this and other key areas within the Digital to Improve Programme be delivered to all Members.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson, presented a report of the Director of Customer and Digital that informed on the need to upgrade and expand software technologies were appropriate following an assessment of existing and new technology requirements.

The report also sought approval for the IDOX Enterprise and Capability Review project that would provide several operational improvements, as well as providing an improved experience for residents and businesses who interact with the Council digitally.

The initial investment required is anticipated to be partly offset over time with the reduction in required back office administration and a channel shift towards online methods of interaction.

Members asked if a Member Briefing could be delivered to help Members better understand the proposals and the Leader agreed and felt that this could also be extended to other key areas of the Digital to Improve Programme.

In response to a concern raised about potential risks, the Interim Chief Executive responded to say that the technology was tried and tested, and that the biggest risk factor was staff not adapting and utilising the systems to their full capacity. This however, would be mitigated by the provision of training and continued support. The Cabinet Member added that the benefits of using the systems far outweighed the risks and would also increase accessibility for our residents through online services.

Decision made (Unanimously):

1.    That Cabinet approves commencement of the IDOX Enterprise and Capability Review Project under the Digital to Improve Programme, and approval of the scope of the project outlined in Appendix 3 of the report.

2.    That Cabinet approves the use of £146k capital, an increase of £3k to the annual maintenance and support contract within the ICT revenue budget and 20k from the 2019/20 revenue underspends to fund migration costs.

3.    That Cabinet grants delegated authority to the Director (Customer and Digital) in consultation with the Portfolio Holder to allow a direct award to the provider.

4.    That a Member Briefing on this and other key areas within the Digital to Improve Programme be delivered to all Members.

Reason(s) for the decision:

1.    To provide the systems and solutions to enable service delivery. Improved system capability will also empower staff to work dynamically using a broad range of devices.

2.    The scope of this project also includes the introduction of additional services to assist in compliance with Data Protection Legislation.

3.    The project will rationalise systems and provide further system alignment with Chorley Council which will provide benefits as Shared Services progresses.

Alternative Options Considered and Rejected:

Members could choose to not undertake the project. This would maintain the existing service position and would not progress on the ambitions within the Digital to Improve programme. This option would also mean the systems alignment with Chorley Council would not be realised.

If members chose to retain the existing Civica document management system, investment would be required to both maintain and upgrade the system.