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Smart City Work Programme Update


Finance & Resources Committee

16 June 2009

1. Purpose of report

1.1 This report provides the Finance & Resources Committee with an update on the Smart City work programme as previously agreed by the Smart City & ICT Partnership Elected Member Sounding Board. Consultation has taken place with departments on development priorities over the next three year period and a revised plan is presented for endorsement.

2. Background

2.1 In 2007 the Elected Member Sounding Board endorsed an ICT development programme based on ten cross cutting themes. The themes built upon existing plans, projects and systems and included:

the Customer Services workstream which aims to develop Council-wide solutions and improvements in terms of customer access, payments, scheduling and customer relationship management systems and support the neighbourhood management model;

the development of mobile working strategies and consideration of the potential of a city-wide wireless network;

the upgrade of the Swift System to enable its interface to local and national information sharing infrastructure and support child protection messaging and single shared assessment between agencies;

the GLOW programme, sponsored by the Scottish Government, providing a national virtual learning platform for schools

supporting Asset Management/City Growth, which will focus on rationalising and developing existing systems around property management processes to provide effective management of the Council's assets;

enhancement of information management and compliance through development of our web content management systems and exploiting the opportunities for collaborative working, controlled management of the production process for Council reports and the wider application of electronic document management systems;

an assessment of the potential to consolidate systems feeding financial information in to Oracle is considered a priority to improve the efficiency of administrative processes and the effectiveness of financial information; and,

the development of our information security and business continuity strategies and policies.

2.2 Since the last report significant progress has been made in delivering these objectives. In particular:

a Corporate Customer Services Strategy was reported to Council on 18 December 2008 and is being taken forward through the Council's Achieving Excellence programme
the Finance & Resources Committee considered a report on 11 November 2008 on options for development of our web content management systems. Procurement has been completed and proposals are subject of a separate report to Committee
a competitive dialogue for the development of a city-wide wireless network in partnership with the private sector was unsuccessful. Subsequently, a corporate mobile working solution has been designed and is currently being rolled out in Edinburgh Building Services. A trial free public wireless network will be deployed in 3 city libraries over the next few months. A feasibility study for the Council-wide adoption of mobile/flexible/home working is currently being completed.
the Council approved a business case in June 2008 for the upgrade of the Swift system to allow for improved functionality and an interface to local and national information sharing infrastructure. Initial upgrade of the SWIFT system has been completed and additional functionality, including Webroster home-care scheduling, will be rolled out throughout 2009
a customer agreement contract with Scottish Government for implementation of GLOW has been finalised and implementation is currently being planned
a business case for the deployment of a corporate asset management and project costing system is currently being finalised. Progress on other aspects of consolidation of financial systems into the Council's Oracle platform have been limited
an Information Asset Register and overall control framework for the management of information systems has been established to support Information Security & Business Continuity planning. A review programme is being agreed with Internal Audit for 2009 which will consider arrangements put in place by departments surrounding key systems. An Information Security Awareness programme is underway and proposals are also currently being developed to encrypt laptop devices and provide secure control of USB devices.

Work Programme Review

3.1 It is critical that IT investments are focused on business success and meeting key Council priorities. Planning of limited resources is essential to ensure we are focused on `doing the right things'. An extensive project audit has been undertaken and a work programme developed which covers a rolling 1 to 3 year period outlining key initiatives.

3.2 As part of this activity, over March/April 2009 eGovernment undertook a review of individual departmental ICT work programmes with the aim of developing a consolidated Council-wide work programme detailing all major ICT initiatives.

3.3 The exercise involved extensive consultation with departmental managers and included presentations to Smart City Steering Group, departmental ICT Strategy Boards and the Joint Management Team. 85 ICT projects, at both a corporate and departmental level, were identified which were either in active delivery, at a scoping/business case stage or ideas under consideration. Appendix 1 provides a detailed list of these projects.

3.4 It should be noted that:

62 of these projects are aligned to the ten cross-cutting themes or priorities agreed by the Elected Member Sounding Board in 2007 for ICT development;

23 of these projects are for specific departmental developments which are not aligned to these themes or priorities; and

38 projects are in active delivery, 24 in scoping/business case and 23 projects ideas.

projects that have been put on hold, as they are not considered priorities, or are in the benefits realisation phase of the project are not included in these figures.

3.5 The ICT Partnership with BT provides within the core budget a pre-paid labour resource pool, equivalent to the 52FTE ICT development staff that the Council transferred to BT in 2001. This resource pool has over the last five years been used heavily to support major strategic programmes and investments such as E-HR, SWIFT, SEEMIS, Enterprise Finance and FFF.

3.6 With the completion of these major strategic programmes and a reduction in the scale and range of major cross-cutting projects it is proposed that the approach to allocation of these resources is realigned.

3.7 Departments have traditionally paid in cash for BT labour associated with one-off minor changes or departmental projects. Historically, spend by departments in 2008/9 was approximately £1m for this work. Arrangements are being put in place to ensure that this work is now funded from the pre-paid central budget. Controls will require to be established to ensure that demand from departments to utilise this resource is controlled. It has been agreed that only `business critical' changes or projects will be supported.

3.8 The Smart City Steering Group will control allocation of remaining funds to projects based on business cases being presented to the Group on a monthly basis. It is expected that a range of projects will be supported over the financial year from the work programme attached as Appendix 1. It should however be noted that this resource will not allow completion of all projects within this financial year.

3.9 Further refinement of planning with departments will take place over the next year to capture key milestones, plans and resource estimates for the programme.

4. Financial Implications

4.1 Use of pre-paid labour resource from the core ICT contract to pay for one-off departmental change and projects should deliver an additional £1m of efficiency savings over 2009/10. These savings will be made in cost centres across all Council departments and will be monitored on an ongoing basis.

5. Recommendations

5.1 It is recommended that the Finance & Resources Committee:

endorse the proposed work programme attached as Appendix 1;
note the proposal to allocate £1m of pre-paid labour resource in the core contract to departmental projects and change activity which should deliver significant efficiency savings in departmental budgets;

Jim Inch
Director of Corporate Services





Appendices	Appendix 1 - Consolidated Work Programme

Contact/tel	Derek Masson, Charlotte Hind, e-Government. Tel: 469 6137 Andrew Unsworth, Head of E-Government. Tel: 469 3965

Wards affected	All

Background Papers

Appendix 1

Consolidated Work Programme (Active Delivery Projects)

Active Delivery	C&F	BT Change Management Process (E2ECP)
		GLOW
		Access to SWIFT from Residential and Day care units (ops points booked)
		School Computer Operating System Upgrade
		Electronic IRD
		New School Design Projects
	City Dev	Corporate Strategy for Land and Property Systems - CAG Strategy - Finalisation of Corporate Address Gazetteer Strategy
		Corporate Strategy for Land and Property Systems - GI Strategy - Finalisation of corporate GI Strategy
		Urban Traffic Management System - Implementation of new Intelligent Transport Systems for Edinburgh and the City Region
	Finance	Altair (Axis upgrade)
		MIS Cube for Comino
		Private I Investment
		Daily Business Intelligence
	H&SC	PLDN: Virtual Desktop Project
		SWIFT Programme 08/09 (£120K ops points booked for Webroster)
		Access to SWIFT from Day Care Centres
	SfC	Automate booking of PC's on People's Network
		Develop reliable automated Direct Debit process for weekly, fortnightly and monthly Council rent payments
		EBS Mobile Working Project
		Smartcards in Libraries
		TALIS Engage
		Wifi for Libraries Pilot
		Neighbourhood Management - Service Improvement Programme (Business Process Review/Redesign)
		Smallworld GIS Developments - Aligned to Environment ICT Application Review
		Interface to the Symology Scottish Roads Works Register
	Corp. Services	End to End Committee reporting system
		Postal Voting solution
		Tranman Interfaces
	Corporate	Achieving Excellence: Complaints
		Achieving Excellence: Telephony
		Customer First
		Information Asset Register/ Security Improvement Plan
		Modernising Pay - Payroll Implementation & changes within Finance (significant ops points required)
		e-HR Learning Events Module
		Changing Payroll Business Processes. Next Year - tied in with e-HR and Payroll Services Review
		Print Phase 1 - MFD Networking
		Achieving Excellence: Interim CRM Project
		BT Print Services Improvements

Appendix 1 - Consolidated Work Programme (Business Case/Scoping Projects)

Business Case	C&F	Community Education Booking Database Replacement
		eCare Project
		Child Protection Messaging
	City Dev	CP2 Asset Management Project (ops points booked to produce business case)
		e-Planning Project - National Programme to introduce e-Planning . Funded through Scottish Executive's Efficient Government Fund (£30k).
	Finance	Feeder Replacement Programme (Oracle)
		Transfer of Supplier Invoices (XML) into e-Finance
		Purchase Cards
		PPSL (significant ops points may be required)
	H&SC	Council Advice Services
		Short Breaks Bureau Project
	SfC	Libraries Self-Service (ROLL-OUT)
		Mobile Library Pilot
		SfC ICT Rationalisation
	Corp. Services	Advertising System replacement
		Legal case management and time recording solution
		Telematics, Transport Control & Recording System
	Corporate	Achieving Excellence: CRM
		Achieving Excellence: Payments
		Achieving Excellence: Web
		DMZ Upgrade
		Portable Device & Media Security
		Work Style Project
		Revenue and Benefits Print Improvement Plan

Appendix 1 - Consolidated Work Programme (Ideas)

Idea	C&F	Getting it Right for Every Child (GIRFEC): Electronic Assessments
	City Dev	ICT tools for business support roles - Contact Management system for new business support roles in Economic Development
		Neighbourhood Management - Implementation of ESRI LocalView product to provide access to full range of property information and service locations.
		GI strategy Option 2 Implementation - Workstream 3 - Development of tools used to access GI across the Council
		Roll out of the QAS product to target users
	Finance	Bank Code Validation (Trent)
		Employer/Employee on-line
		Rent Increases - Link to iWorld
	H&SC	Health and Social Care Document Management Project
		Swift AIS / CIS Frontend Proposal
		Future Swift Upgrades
	SfC	Gas Cyclical Maintenance (together with Housing Property Services) NB potential use by other depts.
		Investigate solution for Estates Management system (mobile technology and systems/process review)
		Housing Property Services Database
		Investigate Asset Management options e.g. parks and play areas
	Corp. Services	Elected Members Case Management database
		Online Image Library
		Tranman 8 &WEB Portals
	Corporate	Information & Compliance Workstream - Seeking to identify suitable replacement for Mailtrack system, which tracks the progress of VIP mail.
		Mobile Working Project Future Phases
		Achieving Excellence: Business Process Re-engineering
		Application Virtualisation & MAN Opportunities
		Reprographic Unit Project