Shared ICT Services
To consider the report of the Deputy Chief Executive to consider the business case for creating a shared ICT service – report circulated to members
Scrutiny Committee – Resources considered the report at its meeting on 4 December 2013 and its comments will be reported.
Additional documents:
Decision:
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Agreed:
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That the following be recommended to Council
(1) the principle of creating a shared ICT service with Exeter, Teignbridge and East Devon councils on the basis of the Plan C business case be approved;
(2) suitable staff resources be made available for a Plan C Programme Team to enable a detailed Implementation Plan to be created;
(3) an Implementation Plan be presented to Council in early 2014 with a view to execution of the plan later in the year;
(4) a budget of one third share of the estimated costs for external experts in legal and financial matters be provided to the Programme Team i.e. £15,000;
(5) the Plan C Programme be lead by Chris Powell (Corporate ICT Manager, East Devon) with the following appointees by each partner to enable governance arrangements to be developed:-
· Exeter – Mark Parkinson, Deputy Chief Executive · Teignbridge – Steve Hodder, Business Lead, Corporate Service and Transformation · East Devon – Simon Davey, Head of Finance; and
(6) no additional resource be allocated to progress the DELT shared service model, but that the Council continue to keep a watching brief.
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Reason for Decision:
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As set out in the report.
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Minutes:
The Chair welcomed Mr Steve Hodder, Business Lead, Corporate Services and Transformation from Teignbridge District Council and Mr Mark Williams, Chief Executive, Mr Chris Powell, Corporate ICT Manager and Councillor Paul Diviani, the Leader from East Devon District Council to the meeting for this item.
The report of the Deputy Chief Executive was submitted, looking to consider the business case for the creating a shared ICT service with Teignbridge District Council, East Devon District Council and Exeter City Council.
The Deputy Chief Executive outlined the background to the project and the options that had been duly considered. The development would help to take forward the transformation agenda, as well as reducing risk and costs. It was recognised that, without the initial impetus provided by the DELT Project, of which Plymouth City Council, had been a major contributor, the Plan C case would not have progressed. Exeter City Council along with the remaining two district councils also wished to acknowledge the support and hard work provided by Plymouth City Council officers to get the project to its current stage.
The Chair commented that both Teignbridge and East Devon District Councils had supported the way forward and he welcomed this proposal whilst not under estimating the challenges faced by officers in realising this project.
Executive supported the proposal to ensure the Council had a robust ICT service while also saving costs and reducing risk.
Scrutiny Committee – Resources considered the report at its meeting on 4 December and the comments of the Members were noted.
RECOMMENDED to Council that:-
(1) the principle of creating a shared ICT service with Exeter, Teignbridge and East Devon councils on the basis of the Plan C business case be approved;
(2) suitable staff resources be made available for a Plan C Programme Team to enable a detailed Implementation Plan to be created;
(3) an Implementation Plan be presented to Council in early 2014 with a view to execution of the plan later in the year;
(4) a budget of one third share of the estimated costs for external experts in legal and financial matters be provided to the Programme Team i.e. £15,000;
(5) the Plan C Programme be lead by Chris Powell (Corporate ICT Manager, East Devon) with the following appointees by each partner to enable governance arrangements to be developed:-
· Exeter – Mark Parkinson, Deputy Chief Executive
· Teignbridge – Steve Hodder, Business Lead, Corporate Service and Transformation
· East Devon – Simon Davey, Head of Finance; and
(6) no additional resource be allocated to progress the DELT shared service model, but that the Council continue to keep a watching brief.
Provision of ICT Services
To consider the report of the Deputy Chief Executive to consider the business case for creating a shared ICT service - report circulated to Members
Additional documents:
Minutes:
The report of the Deputy Chief Executive was submitted, which outlined a business case for creating a shared ICT service between Teignbridge District Council, East Devon District Council and Exeter City Council. It was considered that the shared synergy and service approach between all three authorities was similar.
The Deputy Chief Executive confirmed that the development would also provide the opportunity to look at the service offered particularly in relation to out of office hour’s facility. There were a number of fundamental decisions still to be made, but the final legal partnership agreement would also include a clear process for disengagement and an exit strategy.
It was recognised that without the initial impetus provided by the DELT Project, of which Plymouth City Council was a major contributor, the Plan C case would not have progressed. Exeter City Council along with the remaining two district councils also wished to acknowledge the support and hard work provided by Plymouth City Council officers to get the project to its current stage.
The Scrutiny Committee – Resources supported the recommendations and requested that Executive and Council approve:-
(1) the principle of creating a shared Exeter, Teignbridge and East Devon District Council’s ICT service on the basis of the Plan C business case;
(2) suitable staff availability for a Plan C Programme Team to enable a detailed Implementation Plan to be created;
(3) the presentation to Executive and Council in early 2014 of an Implementation Plan with a view to execution of the Plan later in the year;
(4) the provision of a budget of one third share of the estimated costs for external experts in legal and financial matters to the Programme team, that is £15,000;
(5) the leadership of the Plan C Programme by Chris Powell (Corporate ICT Manager , East Devon) with appointees by each partner to enable governance arrangements to be developed. The proposed appointees are:
· Exeter - Mark Parkinson, Deputy Chief Executive
· Teignbridge - Steve Hodder, Business Lead, Corporate Service and Transformation
· East Devon - Simon Davey, Head of Finance
(6) that no additional resource be allocated to progress the DELT shared service model, but that the Council continue to keep a watching brief.
(Report circulated to Members)