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Decision details

Technology Strategy and Sourcing Approach

Decision Maker: Cabinet

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

The report will seek approval to make investment in improving the Council’s Technology in line with the Technology 2020 Strategy. It will also seek approval for a sourcing approach based around a multi-vendor model and will outline the implications of this on existing contracts.

           

Decision:

13.1

The Executive Director, Resources submitted a report seeking to gain approval to invest in the implementation of the Technology 2020 Strategy which is required to improve the Council’s ICT and bring it up to standard. The report also sought approval to commence negotiations with Capita plc to bring the ICT element of the current partnership agreement to a close early and instead bring in-house and/or recommission the ICT services.

 

 

13.2

RESOLVED: That Cabinet:-  

 

 

 

(a)

notes and approves the Technology Strategy and Sourcing Approach (Technology 2020 Strategy) outlined in the report and in particular that:

(i) a detailed assessment of which specific elements of the Service are more appropriate to be contracted out, rather than directly delivered by the Council will be undertaken, what the impact of this will be and how that will need to be managed;

 

(ii) arrangements will be made to monitor the performance and delivery of the new service arrangements;

(iii) insourcing and recommissioning will be based on the proposals, principles and assumptions described in Section 1.6 of the report, and taking into account the risks and mitigations as set out;

(iv) it includes the development of an in-house ICT service;

 

(v) this will necessitate early termination of the ICT and Partnership elements of the Programme Agreement with Capita Business Services Ltd (Capita); and

 

(vi) there may be a transfer of staff from Capita into the Council that will require a formal consultation with staff affected and the Trade Unions;

 

 

 

 

(b)

to the extent not covered by existing delegations, grants delegated authority to the Executive Director, Resources, in consultation with the Cabinet Member for Finance, the Director of BCIS, the Director of Finance and Commercial Services and the Director of Legal and Governance as necessary to:

 

(i) approve the procurement strategies and contract awards for the various procurements required to deliver the Technology 2020 Strategy;

 

(ii) utilise the appropriate contractual mechanisms to give notice to Capita to terminate the ICT service and Partnership elements of the Programme Agreement; and

 

(iii) take such other steps as he feels necessary to achieve the outcomes in the report;

 

 

 

 

(c)

gives approval for the budget required to cover the costs of delivering the Technology 2020 Strategy, including the one-off implementation and set-up costs, as set out in the financial implications of the report; and

 

 

 

 

(d)

requests that a further report is presented to Cabinet if the underlying strategy for the future of the Service as outlined in the report cannot be achieved.

 

 

 

13.3

Reasons for Decision

 

 

13.3.1

The detailed rationale for the recommendations is set out in the report. For Technology 2020, it is essential to invest in the Council’s ICT infrastructure to prevent the Council falling further behind and to enable us to provide the technology that can enable staff to be productive and help deliver positive outcomes for the people of Sheffield.

 

 

13.3.2

In order to deliver Technology 2020, the Council needs to be in control of the ICT services, which is why the recommendation is to end the ICT part of the Capita contract earlier than anticipated. Doing this will give the Council direct control over the ICT and will enable the Council to implement Technology 2020 more quickly and more cost-effectively.

 

 

13.4

Alternatives Considered and Rejected

 

 

13.4.1

For Technology 2020, the Strategy and investments outlined in the report are the minimum required to provide the level of ICT service that the Council requires.

 

 

13.4.2

Very detailed work was undertaken on the alternative options relating to the provision of the ICT services which included a long listing and a shortlisting exercise. The considered options and the outcomes of the work are included in the report at Section 1.9.

 

 

13.5

Any Interest Declared or Dispensation Granted

 

 

 

None

 

 

13.6

Reason for Exemption if Public/Press Excluded During Consideration

 

 

 

None

 

 

13.7

Respective Director Responsible for Implementation

 

 

 

Eugene Walker, Executive Director, Resources

 

 

13.8

Relevant Scrutiny and Policy Development Committee If Decision Called In

 

 

 

Overview and Scrutiny Management Committee

 

 

 

Report author: Mark Gannon

Publication date: 25/06/2018

Date of decision: 20/06/2018

Decided at meeting: 20/06/2018 - Cabinet

Effective from: 30/06/2018

Accompanying Documents: