Agenda Item No_____14_______
Business Transformation Programme Update
Summary:
This report is brought to provide the six monthly update
on progress within the Business Transformation
Programme, as per the Cabinet Recommendation for
the Programme.
The initial programme has been identified and work to
deliver key elements of the infrastructure necessary for
delivery has been started.
The timelines, expected outcomes and anticipated costs
are identified below.
Recommendations
That the Overview and Scrutiny Committee notes
the Business Transformation Programme update.
Reasons for
Recommendations:
To provide appropriate governance and oversight of
the Business Transformation Programme.
LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW
(Papers relied on to write the report, which do not contain exempt information and which are not
published elsewhere)
Cabinet Member(s)
Ward(s) affected
Cllr G Williams
Cllr R Oliver
All
Contact Officer, telephone number and email:
Sean Kelly, 01263 516276, sean.kelly@north-norfolk.gov.uk
1.
Introduction
1.1
Members will recall that in the Business Transformation (BT) Programme that
Cabinet approved in October 2013, it was identified that six monthly progress
reports would be submitted along with updates on the workstreams within the
programme as these were developed.
1.2
Cabinet approved the commencement of work to
communications and website enhancement earlier this year
1.3
In addition, the initial work to identify other priorities, along with estimated
costs and timescales has now been completed and is summarised below. It
deliver
unified
should be noted that for obvious reasons, no significant pieces of works will
go live around the election planned for spring 2015.
Jul
Unified
Communications
Council
Document
Management
System
Electronic
Document &
Workflow
Management
Mobility
Aug
Sep
Oct
Nov
Dec
Feb
Mar
Jun
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Customer
Information &
Contact
Management
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Current Position
The requirements resulting from the eight workstreams identified within the
BT Programme have been defined and a top-level workplan produced as set
out below. Each area of work has an indicative cost and likely completion date
attached. It should be noted that at this time, these are approximate and
based on the initial information officers have at this time.
2.1
Unified Communications:
£80k
Jan 2015
We will deliver a Council wide fully integrated solution allowing Officers
and Members to communicate effectively and efficiently using:
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Telephony
Video Conferencing
Instant Messaging
Document Sharing
More detail of this work can be found in the Cabinet papers for April 2014.
2.2
Jul
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Printing
Management
Management
Information
Web Technology
2
Jan
Election
Apr
May
Council Document Management System:
£40k
Dec 2014
We will deliver a central repository and management system for all electronic
records. This will also include implementation of document workflow to
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manage the creation, approval, distribution and access to, all documents used
by the Council. Clearly not all the documents will be migrated by this date, but
will follow the delivery of the initial system.
2.3
Electronic Document and Workflow Management:
£80k
We will migrate, as far as practicable, all paper based activities to use the
Council Document Management System for record and workflow optimisation.
Transition will be prioritised to deliver maximum benefit benefits.
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2.4
Prioritised List of processes to be re-engineered
Oct 2014
Electoral Registration process re-engineered
Jan 2015
Planning process re-engineered
Mar 2015
Other Processes re-engineered
(On-going from) Jul 2015
Mobility:
£60k
We will integrate existing and future mobile devices into the systems
and infrastructure used within the rest of the council including:
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2.5
Access to the Intranet
Sep 2014
Access to the Document Management System
Dec 2014
Access to Unified Communications
Jan 2015
Field Worker back office systems
(On-going from) Jun 2015
Printing:
£40k
Oct 2014
We will implement a fully integrated printing, scanning, copying and fax
system which will contribute to efficiency and the Green IT agenda by actively
driving down the use of paper within NNDC and reducing the cost of the
printing that remains.
2.6
Management Information:
£40k
Mar 2015
We will commission software and systems which provides up to date
management and performance information as a summary of the key
performance and quality metrics which is configured to the requirements of
the user’s role.
2.7
Web Technology:
£70k
This will involves re-engineering of the existing Website and Intranet to the
same technology to enable efficient development and deployment of modern
transactional services. This will support both the internal processes of the
council and the interactions with service users. The facilities will act as a
portal for a single route into the services and facilities delivered by the
Council.
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2.8
Website on new technology
Nov 2014
E-mail & Messaging Alerts
Nov 2014
“Webforms” to replace existing forms
(On-going from) Nov 2014
Social Media Integration
Jan 2015
Intranet re launch
Feb 2015
“My NNDC” User registration/management
Jun 2015
Customer Information Management:
£80k
Migration of user contact to the most appropriate and efficient mechanism.
Single record of all contacts and activities for users of NNDC services and
information.
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Contact Centre system deployed
Website Integrated with Contact Centre
Social Media contacts
Back Office Systems Activity Integration
3
Procurement
3.1
Procurement Objectives
Feb 2015
Jun 2015
Jun 2015
(On-going from) Jul 2015
Overall procurement activities will be controlled and co-ordinated to ensure
value for money on all expenditure across the BT Programme.
3.1.1
3.1.2
3.1.3
Goods and services will be procured in accordance with the existing NNDC
Procurement protocols
In line with central government directives Open Source (ie with no licensing
costs) solutions and components will be actively considered for all elements
of the BT Programme and only where the core requirements cannot be met
will proprietary software and systems be considered.
Procurement will be executed using existing approved frameworks wherever
possible.
4
Financial Implications and Risks
4.1
Financials
4.1.1
All major expenditure within the BT Programme will continue be submitted for
approval by Cabinet.
4.1.2
To date two such approvals have been received:
April 2014: Telephony – £90,000 capital funding for the procurement
of replacement Telephony and Unified Communications.
June 2014: Web Infrastructure Refresh - £45,000 revenue funding for
the establishment of a new permanent web development post within
the Applications Development Team and £37,500 capital funding for
Web Infrastructure.
4.1.3
As the work-plans are developed and requirements and costs clarified, these
will be submitted for Cabinet approval.
4.2
Risks
4.2.1
The funding estimates were calculated some time ago against the known
business requirements and technology costs. Current indications are that the
full range of deliverables can be achieved within the current funding limits.
However should business requirements alter significantly as a result of
external legislative or other influences there is a risk to either or both of the
programme timescales and or costs. This will be managed by strict change
control which will assess the impact on the project of all such external
influences. Any such changes which significantly affect the programme will be
referred to Cabinet.
5
Equality and Diversity
Requirements will be included in all specifications for system to ensure as far
as possible they can be used by customers and staff with disabilities.
In addition, it is accepted that some customers may not wish to use some of
the services, which may become automated as part of the business
transformation programme. The Council will continue to provide mediated
services where this is required by customers.
6
Section 17 Crime and Disorder considerations
There are no section 17 implications.
7
Conclusion
The Business Transformation Programme business model remains viable and
is on track to deliver as planned.