IT/ICT Projects Above £10k

Dianna Shawcroft made this Freedom of Information request to Leicester City Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was partially successful.

Dear Leicester City Council,

I am interested in the type and number of IT projects currently being run by various public sector institutions. This information is to be used for a research project I am involved in as part of my post graduate studies.

I have looked through the various FOI requests for Leicester City Council but do not find one that provides the information I need. Nor can I find anything on your website.

I am aware that Leicester Council uses strict project management procedures and assume the documentation I have asked for will therefore be readily available.

I am also aware that the Building Schools for the Future project is a very large, complex and sensitive project and consequently understand that the Council may not be able to furnish information about it. Please therefore exclude the Building Schools for the Future project from this request.

Please provide the following information:-

Details of proposed, ongoing or recently completed (within the last 6 months) Leicester City Council led IT/ICT projects with a budget that exceeds/exceeded £10,000

For each project please provide the following information:-

• Description of the project
• Project Terms of Reference
• Project initiation document
• Both outline brief and detailed project brief
• Who the project is/was accountable to (if not mentioned
in the above documents)
• Detailed project plan
• Project budget (or actual spend where project is
complete)
• No. of IT/ICT staff on the project (state how many
are/were consultants)
• No. of non IT/ICT staff on the project (state how many
are/were consultants)
• Project monitoring reports
• If the project is complete, the final project review report
• If not obvious from the above then give the date the
project was agreed, the date it actually started and the
date it completed (if complete).
• If the above documents do not state it then for each
project give a financial breakdown of:

In house staffing costs
Consultancy costs
Hardware costs (for new hardware)
Software/software license costs
Other costs

• Anticipated running costs over the length of the
application/system

I am happy to receive raw or scanned in copies of documents if this helps. Please provide this information online in order to protect the environment.

In addition to the above please provide a copy of the Council’s policy or IT/ICT project management.

With best regards.
Ms Dianna Shawcroft

officeservices officeservices, Leicester City Council

1 Attachment

Dear Ms Shawcroft,

Re; your recent request made under the Freedom of Information Act
regarding IT projects currently being run by the Authority, please refer
to the attached acknowledgment.

Thanks very much,

STEVE LEA
OFFICE SERVICES
LEICESTER CITY COUNCIL

Joyce Rogers, Leicester City Council

Dear Ms Shawcroft,

With reference to your recent enquiry we have all the relevant information together to forward to you but as the files are too large to send electronically may we request that you forward to us an address so we can post the information to you.

Thank you

With Kind Regards

Joyce Rogers
On Behalf of Lynn Wyeth
Head of Information Governance

Dianna Shawcroft

Dear Joyce,

Thank you very much for your prompt response.

I am surprised that the Council is not able to provide this information electronically rather than having to fall back on the use of paper and the Royal Mail which I'm sure will be quite costly considering, as you say, the large amount of information. I am sure the Council must use electronic documents, e.g. MS Word, Excel, etc. for recording information and no longer has everything hand written.

I know the Council is keen to keep down costs and it seems odd that you want to print and post the documents to me. Not to mention the ethical implications of printing such information.

If using this "whatdotheyknow" web site is a problem for the council then I am happy to furnish you with my email address so that you can send me the information in a zip file. If you want to send MS Project files then that is acceptable also.

I must remind you that the Freedom of Information Act is very clear about the use of email for FOI replies. The Information Commissioner's booklet “The Freedom of Information and Environmental Considerations, Hints for Practitioners handling FOI/EIR requests” (available online at http://www.ico.gov.uk/upload/documents/l... ), page 12 emphasises the importance of the format information is to be provided in where a requester expresses a preference and states: "Where practicable and reasonable to do so, you should meet any such request." In my original request I was very clear about my preference for the information to be provided electronically.

Perhaps you could send the bulk of the information electronically and any other information that is only available in hard copy via the post? Having said this if scanning in any handwritten reports is a problem then I can arrange to lend you a scanner for this purpose, although given the size of the Council this would seem a little strange.

I do not currently have a permanent address as I am travelling between locations. I can, if all else fails, give you my friend's address in Leicester so that I can pick up any documentation from him. Obviously I cannot divulge his address publically.

In the first instance then, please can you provide the information electronically (I will give you an email address if you need one). If you are still unable to do that then please can you say why it is not practicable and reasonable for you to do so and say what information, if any, can be provided electronically and what CAN ONLY be provided as hardcopy.

As a final thought. It may be useful for you to refer me to any policy information you hold on the environmental considerations of printed information and to provide me with the name of the City Councillor who holds responsibility for this area.

I very much look forward to hearing from you.

All the best,

Dianna

Dianna Shawcroft

Dear Joyce,

Just another thought. I requested a copy of the Council's policy on the management of IT/ICT projects. Surely this can be provided electronically?

All the best,

Dianna

foia foia, Leicester City Council

3 Attachments

  • Attachment

    20110127 4943 Shawcroft Final Response.PDF.pdf

    45K Download View as HTML

  • Attachment

    Project No.1 WAN Replacement.ZIP.zip

    276K Download

  • Attachment

    Project No.2 CDI Integration Project.ZIP.zip

    3.3M Download

Dear Ms Shawcroft

Please find attached Leicester City Council's response to your recent Freedom of Information request. We have now scanned in the information so we have been able to provide it electronically. Please accept my apologies for any delays.

Regards

Lynn Wyeth
Head of Information Governance
Information Governance Team
External Tel: 0116 252 7028
Internal Tel: 29 7028
Email: [Leicester City Council request email]

Dianna Shawcroft

Dear Lynn

Thank you for providing this information. I have not yet opened the two zip files which relate to the two projects mentioned. Before I do so I should like to request clarification from you about your letter.

I requested "Details of proposed, ongoing or recently completed (within the last 6 months) Leicester City Council led IT/ICT projects with a budget that exceeds/ exceeded £10,000". In your response you say "There were no projects over £10,000 completed during the 6 month period." You have not mentioned projects *proposed* or *ongoing* however. Can I assume then, that the two projects you have given me details of are the only two that fall into that latter two categories?

Secondly, you say "We manage all projects with a budget over £35,000 using the Prince2 methodology and have comprehensive standards, project approvals and assurance processes in place. These standards are published on our council intranet and an extract is attached." I do not see a copy of an extract of these standards. Has this been accidentally missed off?

Thirdly, you appear to be saying that the council does not have any standards or policies for IT projects with a value of less that £35,000. Can you confirm this.

Lastly, can you finally confirm that across the whole Council there are only two ongoing or planned IT projects with a value over £10,000. The reason I ask this is that I have been told that Leicester City Council runs IT projects both centrally and departmentally. I am keen to have details of all projects because the issue of centrally managed V departmentally managed projects is relevant to my research.

Best wishes
Dianna

foia foia, Leicester City Council

1 Attachment

Dear Ms Shawcroft

Please find attached Leicester City Council's response to your above follow up Freedom of Information Act request.

Regards

Lynn Wyeth
Head of Information Governance
Information Governance Team
External Tel: 0116 252 7028
Internal Tel: 29 7028
Email: [Leicester City Council request email]

Dianna Shawcroft

Dear Lynn

Thank you very much for your response. Still one problem remaining. The website link you gave me does not work. I get a message saying that it does not exist.

You have mentioned that the information is on your intranet, which obviously would only be available to staff using your network. I wonder if this is the problem?

If you would furnish me with this last piece of information I would be extremely grateful.

All the best

Dianna

Heather Sansby, Leicester City Council

25 Attachments

Dear Ms. Shawcroft,

attached is the Intranet webpage at LCC

Sorry to have misled you,

Regards

Heather

Heather Sansby
Corporate Support Manager

Extn 7020

Dianna Shawcroft

Dear Heather

Oh dear, I can't read any of the 25 Insite files you've just sent me. It's all jumbled up. E.G. the one called "http insite.council.leicester.gov.uk easySite lib documentWrite.js.txt " just says:

function documentWrite(str) {
document.write(str);
}

Could you send me this again in a single file. Perhaps the text could be put into a PDF document?

Respectfully,

Dianna

foia foia, Leicester City Council

Dear Dianna

Please accept my apologies for the problems. I have asked a member of
staff to save all the relevant documents that you have requested from our
intranet site and send them as attachments to you. They should be with you
in the next couple of days. Please once more accept my apologies for the
delay.

Regards

Lynn Wyeth
Head of information Governance

Thank you Lynn I will await this information.

Dianna

foia foia, Leicester City Council

2 Attachments

Lynn Wyeth has asked me to download, from the Council's intranet, all of the documents related to your Freedom of Information request. This comprises 60 documents in total, which will take a number of emails to send them all to you.

Please find attached to this email 'Programme Management Standards and Templates' and 'Project Management Standards for Major and Medium Sized Projects'. These are the starting pages of the processes with links to all of the other relevant documents. So we don't overload your mail box, if you are able to ascertain from these lists of links which ones will specifically help you with this request, we will be able to send you the relevant documents. If you feel that you still require all of them, we are able to do that.

Yours

Rhona Kingett
Information Governance