IS Department Operational Meeting
11th August 2010
V1-0
IS Department Accountability Meeting (5)
Wednesday 11th August 2010
Lounge Assembly
10.30 – 12.00
Attendees:-– Lee Kielty (LK) chair, Simon Wales (SW), Andy Luczkowski (AL), Grahame Leggett (GLt),
Bernadette Barrett (BB) Paul Holder (PHd), Andrew Grinsted (AG), David Bird (DB), Gary Lane (GL)),
Geoff Willis (GW), Catherine Michie (CM), Graham Gamm(GG), Emma Parsons (EP), Daniel Salter
(DS), Frances Jeffery (FJ), Sarah Akehurst (SA), Sue Haffenden – (SH) minutes.
1.
Introduction and Apologies
Mark Eade (ME) Prof Gordon Bull (GB) SPA,), Daniel Conti (DC), Malcolm Naftel (MN), Mark Vale (MV),
Martin Goodman (MG) Paul Hollister (PH)
2.
Minutes and Action Log
Review of Minutes
- Minutes of the previous DAM meeting held on 14 July 2010 were agreed as accurate.
3.
Presentation of Operational Dashboards
Scoreboard
HR
- Turnover relatively stable but red based against the Force average.
- Sickness is lower again this month.
- PDRs – some PDRs outstanding for contractors and managers have been receiving
conflicting advice. LK stated that the PDR is to be opened and closed to clear the
system.
- Work at Force level is being carried out on the report on representation. LK has
provided a report to SMT on how to increase our representation within the
department.
Finance
- Year to date, a slight overspend on revenue.
- Capital – An under spend of £24k year end with a forecast of £8.5k EP expressed
concern over the outstanding spend.
- Overtime – 2015 are carrying out a Force review for overtime management.
Projects
- No red projects the month and most projects which are amber are slipped milestones.
- Four project boards have been held in the last 2 weeks.
Dashboard
Service Desk
- A slightly reduced performance due to staffing issues.
Changes
- Only one exception, an urgent change for the intranet forum due to licensing and
architectural issues.
- One impactive change, Socrates, which has been resolved.

Presentation of Exceptions + and –
Availability
- Printing – Brighton and Hove. Bexhill and Steyning have not been included in the
figures as these are classed as minor sites.
- Work is in hand to review Force wide printing and consumables. SCCM will offer
opportunities to improve our service.
- DS reported the installation of the first permanent virtualisation of a print server this
month.
- Security Alerts - Good news that all are responding to the security alerts. Network
team is now 100%.
- Outstanding Updates - The number of these is still of some concern.
- Telephony - Contractors testing power and some circuits had not come back up. A
review of our own equipment rooms and the UPS has been carried out and site
testing has completed.
- Ghost calls on 9s was a misinterpretation by the supervisor – one call that had
duplicated in the North resourcing room. A non issue.
- Sharepoint - Still activity in Sharepoint which Sean Mitchell has a programme to
resolve.
- CIMS – ABM had advised that some issues could be resolved by the upgrade.
Analysis and audits on the users have been carried out and DB is monitoring. DB is
Author:- Sue Haffenden
IS Department Operational Meeting
11th August 2010
V1-0
creating a process to allow the service desk to access user accounts to stop sessions
when no DBAs are on site. This is to be discussed with SW.
4.
Review of Barriers to Performance
Top Impactive Problems for the Service Desk
- NSPIS Visit Manager - this has dropped to around 2 calls per week and will continue
to be monitored. AG to consider closing.
- CIF - problem record still open but no new incidents since 02/08. AG to consider
closing.
- PC Hardware – FJ is discussing PC replacement with SN as there are only another
250 for this year and a number of users still have old machines.
- Sharepoint - Larger and larger numbers of users with locked documents which started
last October. SM is looking at this but stabilisation is taking priority. This is listed on a
problem record for monitoring.
- Air Conditioning –Work carried out over the last 2 months has gone well and we are in
a better position to where we were. One outstanding issue with the Estates
department and progress is very slow. A meeting was held 2 weeks ago and Scott
Marlowe was tasked with reporting on the problem at HQ Unit 3.
- 999s SRC and NRC – It has been 5-6 weeks since any issues and this can be closed.
- Dash – should have been resolved – AG to review.
- CIMS – an update has been added and AL has attached the analysis.
- Sharepoint maintenance libraries – problem resolved, SW to close.
5.
Agenda’d issues and presentation
- IE7 - As part of the team leaders meeting yesterday issues around web browser were
discussed. IE6 is showing real problems with STORM and after extensive discussion
at Team Leaders and TED it has been decided that IE8 is not feasible at this time and
IE7 should be implemented. There is one issue with VISOR which is contained at the
moment. There are a number of actions and these have been collated in a problem
record and will lead to an RFC. STORM WEB will deliver to expectations on IE7 and
this issue will be raised at the meeting STORM meeting on Friday. Machines for
training could be updated and the others in due course. IE7 is a STERIA supported
platform and confidence is high in regard to STORM.
- It had been agreed to redirect resources from other pieces of work and BB requested
that she be kept informed if this work will impact on any projects.
- As part of the IE7 group policy changes need to be made and it was suggested that
as Graham Turner is on site it may be possible to extend his time to cover this work.
- Teams will provide line managers with any work which will slip.
- Some involvement will be needed from the test team.
- An RFC will be required for the implementation of IE7.
6.
Feedback/ updates
Update from Team Leaders meeting
- CBT Nuggets - Training was discussed and a demonstration was provided at the team
leaders meeting. Technical and procedural guidance is being written and will be QA’d
at the next team leader meeting.
Update from Project Managers meetings
- No update.
7.
Security Update
- An outbreak of phishing on the internet for bank details.
- GW had been approached for guidance on a specific policy on people viewing and not
working on systems. HR are now dealing and the policy has been changed.
- HR have produced a policy on social networking sites which will be issued.
- Infosec have resourcing issues and are currently struggling to complete work. GW
asked for any issues to be identified and notified to Infosec as early as possible.
AOB
- Increased Network Traffic, through Mail Marshall is having an effect on the back end
SQL box. This could be a result of the SPALF8 changes.
- PHd mentioned the potential that access to the social networking sites may impact on
this.
- Neighbourhood Policing and Twitter sites are about to be released and this could
have a significant impact. It was agreed that PHd should provide figures on network
traffic to LK to enable this to be raised to a higher level.
- AL queried the change process over this work from Corporate Comms.
Author:- Sue Haffenden
IS Department Operational Meeting
11th August 2010
V1-0
Meeting closed at 11.45
Review of assigned actions
No.
10.4.3.2
10.4.4.1
10.5.3.1
10.5.4.1
10.5.4.2
10.5.4.3
10.5.4.4
10.5.4.5
10.5.4.6
10.5.4.7
10.5.5.1
10.5.5.2
10.5.7.1
No.
10.4.3.1
10.4.4.2
10.4.6.1
10.4.6.2
10.4.7.1
10.4.7.2
Action
New/Outstanding Actions
ME to arrange meetings with the relevant team
leaders to review outstanding changes.
11/08 Meetings postponed until w/c 16/08.
Owner(s)
Date
Status
ME
11/08
Ongoing.
MG to review the current problem management
process and ensure that all are familiar with this at
the team leaders meeting.
DB to discuss the process for Service desk to end
user sessions in CIMS with SW.
AG to monitor and consider closing the problem
record for NSPIS Visit Manager.
AG to consider closing the problem record for CIF.
FJ to speak to MG for an update on locked
documents in Sharepoint.
MN to put Air Conditioning, HQ Unit 3 on the agenda
for the next Estates meeting.
GLt to close the problem record for 999s
AG to review the problem record for DASH
SW to close the problem record for Sharepoint
maintenance libraries.
LK to provide guidance on who will coordinate work
on the implementation of IE7.
Team Leaders to provide an analysis of any work that
will slip due to the implementation of IE7.
PHd to provide network traffic figures to LK.
MG
11/08
Ongoing.
DB
08/09
AG
08/09
AG
FJ
08/09
08/09
MN
08/09
GLt
AG
SW
08/09
08/09
08/09
LK
08/9
Team
Leaders
PHd
08/09
Action
Completed Actions
ME to share the benchmarking customer survey
figures.
Owner(s)
Date
Status
ME
11/08
Completed.
NLM and AG to update the BIS form for the new
Internet and send to Kian de Loach and copy to LK.
11/08 Signed off at CAB
BB to ensure that all work packages reference
RFCs.
11/08 Email sent to project managers.
BB to ensure that project release dates are included
in the FSC.
11/08 Email sent to project managers.
SMT to address the key points, customer and
supplier engagement, resources and
communications on STORM.
11/08 Regular meetings now being held. BB and
ME meeting to discuss agreed changes.
Infosec to be brought into the STORM project.
11/08 GW now attending weekly meetings.
NLM/AG
11/08
Completed.
BB
11/08
Completed.
BB
11/08
Completed.
SMT
11/08
Completed.
BB
11/08
Completed.
Author:- Sue Haffenden
08/09