To receive an update and discussion from the Strategic Director of Children, Families and Adults.
Minutes:
Dominic Oakeshott, Head of Business Management and Challenge attended to provide the Committee with an ICT Strategy update. Dominic explained that an ICT strategy group had been established to develop the themes, programme and vision for the strategy. This Group was comprised of officers from the senior leadership team across the Children and Adults directorates and had been meeting since April 2012. Dominic explained that the Group had developed the following work streams:
· Integration
· Case Management
· Financial Management
· Information Management
· Directories
· Information gateway
· Citizen Access
In the autumn of 2012 it was expected that the requirements from each work stream would be collated and that this would form a business case which would require Member approval in order to progress. Dominic noted that the actual procurement route had yet to be determined and therefore the Council could decide to move to tender for a number of systems rather than a single system. In terms of funding the resulting ICT system(s), Dominic reported that existing departmental capital funding would be utilised alongside 2012/13 capital funding which had been pooled together to form an overall implementation funding source. Dominic explained that the funding would be used to not only develop and implement the new system but to also maintain existing systems to comply with statute and ensure a smooth transition.
With regard to the current situation, Dominic explained that the ICT Strategy group were conducting a review of the 70+ current systems that were currently in operation. Each of these systems was being analysed against the following options (more than one outcome possible):
· Agree to maintenance only
· Development required
· Decommission
· Replace with new main system
For the 30 systems used in Children and Families, the group had identified:
· 3 agreed for decommission
· 12 would be replaced by the new system when implemented
· 9 could just be maintained
· 12 would need development.
In terms of maintaining existing systems, Dominic explained that the Council needed to balance retaining resources for the implementation of the new system with ensuring that statutory requirements were still being met by the existing systems. In conclusion, Dominic noted that in purchasing a new ICT system, the Council had an ideal opportunity to develop a new approach and system(s) for Children, Families and Adults working together.
A general comment was made about the track record (nationally) of purchasing information systems. It was noted that they were often fraught with difficulties and therefore it was hoped that the Council had cognisance of the associated risks.
It was queried what the Council wanted out of a new ICT system. Dominic reported that in terms of Adults and Children services, they would want a system that would aid in making accurate and correct payments to service users and providers. A new system would also help the Council to analyse information at a client, provider and familial level providing vital intelligence.
It was questioned whether the Council would be looking to tender a bespoke system or whether they would purchase an existing system. Dominic explained that it was difficult to provide an answer at the current time as the review had not been completed. He added that purchasing an existing system would possibly result in the Council reviewing some its own operational processes and practices in order to align with a new system and make best use of new and emerging technologies.
It was commented that the Council was increasingly working with partner organisations such as Academies/Schools, the Police and the Fire Authority. It was queried whether these organisations would be linked in with the new system in any way to aid information flow. Fintan Bradley, Head of Service: Strategy, Planning & Performance, explained that whilst other agencies would be unlikely to have an integrated ICT system with the Council, there would be a strong culture of connectivity and data sharing across Cheshire East.
It was queried what the timescales were for implementing the new system(s). Dominic explained that it was difficult to provide a definitive answer at the current time but it had been approximated that it would take three years to get the system fully operational. The Committee was assured that the there was a desire within the Council to shorten this timescale.
It was questioned how much the new system(s) would cost and whether there was a cost/benefit business case. Dominic noted that, once again, until the business case process had completed it was difficult to provide an accurate figure. He confirmed that once the business case had been drafted this would be brought for Member approval and that this would include the estimated costs for the implementation of a new system. Dominic also agreed to circulate the approximate figures to the Committee when they became available.
It was asked whether the Council had looked at best practice examples from other local authorities. Dominic explained that whilst the Council had visited other local authorities such as Wakefield, it had been difficult to commit resources to carrying this out any further, particularly in terms of senior officer time. Following this, it was queried whether sufficient resource and senior officer time had been allocated to developing the new ICT system. It was asserted that the new system would have an important impact on how well the Council safeguarded its most vulnerable residents in the future and therefore an argument could be made for its prioritisation in terms of resource allocation. It was suggested that a letter be sent from the Chairman to the Strategic Director of Children, Families and Adults and the Portfolio Holder for Children and Families Services outlining this point.
RESOLVED –
a) That the update be noted.
b) That the Head of Business Management and Challenge be requested to circulate approximate figures for the cost of implementing a new ICT system to the Committee when available.
c) That the Chairman send a letter to the Strategic Director of Children, Families and Adults and the Portfolio Holder for Children and Families Services to express the Committee’s opinion that:
1. The Council should continue to explore best practice in terms of information management from other local authorities alongside internal evaluation and review.
2. The development of a new ICT system be recognised as a resource priority due to its considerable impact on the future reputation and operation of the Council.
d) That quarterly updates on the progress of the new ICT system be provided to the Committee.