Agenda and minutes

Shared Services Joint Committee
Friday, 22nd November, 2019 2.00 pm

Venue: Room G1 - Wyvern House, The Drumber, Winsford, CW7 1AH

Contact: Rachel Graves  Democratic Services Officer

Items
No. Item

13.

Apologies for Absence

To note attendances, substitutes, and any apologies for absence.

Minutes:

There were no apologies for absence.

14.

Declarations of Interest

To provide an opportunity for Members and Officers to declare any disclosable pecuniary and non-pecuniary interests in any item on the agenda.

Minutes:

No declarations of interest were made.

15.

Public Speaking Time/Open Session

Members of the public are entitled to address the Joint Committee on reports contained within the agenda.  One person can speak in support of each item, and one against, with a limit of three minutes each.  It would be helpful if any person wishing to speak would give prior notice to the Democratic Services Officer named below.

Minutes:

No members of public were in attendance and no questions had been submitted prior to the meeting.

16.

Minutes of Previous Meeting pdf icon PDF 61 KB

To approve the minutes of the meeting held on 2 August 2019.

Minutes:

RESOLVED:

 

That the minutes of the meeting held on 2 August 2019 be confirmed as a correct record and signed by the Chairman.

17.

ICT Services Update Report pdf icon PDF 105 KB

To receive a progress update in relation to ICT Shared Services, focussing on Evolution (Infrastructure Investment programme) and implementation of a Target Operating Model.

Minutes:

The Committee considered a report which provided an update on progress with ICT, focussing on Evolution and implementation of a Target Operating Model.

 

The report set out the planned activities achieved to date, which included improving overall resilience with three data centres providing services to the councils and thereby reducing the risk of losing the data centre completely; reducing the number of applications that needed supporting by 25% and decommissioning those no longer required; and introducing over 250 Technology Champions and Bright Sparks across both councils to support the transition to Windows 10 and Office 365.

 

The Committee noted that the programme to migrate the majority of its users to Windows 10 and Office 365 would commence in November 2019,  as it has taken longer than originally envisaged due to the complexities caused by the number of applications, and the different end users requirements of the two council. The aim was to migrate the majority of users by the end of June 2020.

 

RESOLVED:  That

 

1        the progress to date and upcoming planned activity be noted;

 

2        the benefits of the ICT Investment programme (Evolution) , the mobilisation of the programme and progress to date be noted;

 

3        the challenges currently faced on deployment and associated mitigating activities be noted; and

 

4        the revised timescale for the deployment of Windows 10 and Office 365, as outlined in paragraph 7.1, be agreed.

18.

Best4Business Update pdf icon PDF 79 KB

To receive an update on the implementation of a replacement HR and Finance system for the Councils and their partners. 

Additional documents:

Minutes:

The Committee considered a report on the latest position with the implementation of the replacement HR and Finance system for the Councils and their partners.

 

The report included the draft Cabinet report which detailed the outcomes of the full programme review and made recommendations on the delivery of programme and the governance arrangements to be put in place.

 

The Committee received a presentation which outlined the programme review outcomes and the benefits and risks associated with it. 

 

Consideration was given to the recommendations of the Cabinet Report and it was suggested that recommendation 2.1.4 should include “in consultation with the relevant Portfolio Holder.”

 

RESOLVED:  That

 

1        the recommendations to Cabinet be agreed subject to the inclusion of “in consultation with the relevant Portfolio Holder” in recommendation 2.1.4; and

 

2        the revised approach to delivery of the Best4Business programme and governance structure, as set out in the Cabinet report, be agreed.

19.

Exclusion of the Press and Public

The reports relating to the remaining items on the agenda have been withheld from public circulation and deposit pursuant to Section 100(B)(2) of the Local Government Act 1972 on the grounds that the matters may be determined with the press and public excluded.

 

The Committee may decide that the press and public be excluded from the meeting during consideration of the following items pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 and public interest would not be served in publishing the information.

 

Minutes:

RESOLVED:

 

That the press and public be excluded from the meeting during consideration of the following items pursuant to Section 100 (A)4 of the Local Government Act 1972 as amended on the grounds that they involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1971 and public interest would not be served in publishing the information.

20.

Best4Business Update

To consider the confidential appendices relating to this report.

Minutes:

The Committee considered the confidential appendices.

 

RESOLVED: 

 

That the revised forecast budget and programme plan, set out in the draft Cabinet report and confidential appendices, be noted.