To provide a further progress report on Information Communication and Technology (ICT) service issues requested following the scrutiny review of ICT and subsequent updates.

The Committee considered a further progress report on Information Communication and Technology (ICT) service issues requested following the scrutiny review of ICT and subsequent updates, the most recent having been in March 2010.

The Joint Director of ICT presented the report.

In discussion the following principal points were made:

·         Members expressed further concern about the time being taken to improve the planning applications process and introduce a scanning and document management solution which would enable significant improvements to be made to the Planning Service.  The Joint Director commented that there were complex processes involved but the ICT service was committed to implementing the solutions.  He expected the scanning and document management solution to be in place in the New Year.

·         In response to questions the Joint Director acknowledged work was ongoing to improve use of the Frameworki social care system.  He also confirmed opportunities to reduce data storage costs, for example by using internet storage, were kept under review, but observed that the Council had to ensure that the data it held, much of it sensitive, was stored safely.  Whilst the Council’s website compared well in benchmarking against other local authority websites he recognised that users felt there was room for improvement.  He encouraged Members to let the Service know if there were improvements they would like to see.

·         It was noted flexible working initiatives were being introduced.  The number of work stations per full time employee (fte) in the new headquarters building was being reviewed, with 6 stations per 10 ftes being considered, compared with the 8:10 ratio initially proposed by consultants.

·         A briefing note was requested on the pilot project looking at equipping frontline staff with mobile equipment to make the data collection process more efficient.

·         It was asked if savings could be generated by amending the current replacement policy for equipment.  The Joint Director replied that within the industry hardware was replaced every 3-5 years.  The Council’s policy was to replace hardware every 4 years, although a 15% increase in the  price of computers had put pressure on the current budget.  Equipment was only replaced if it needed to be replaced.  Monitors, for example had a longer lifespan.

·         The cost of computers not being switched off by staff was raised and it was asked whether they could be switched off centrally by ICT services.  The Joint Director reported that software was being trialled to assess this issue.  The analysis to date showed there was some variation in behaviour between Directorates and a saving of £3,000 in electricity costs could have been achieved over six months.  However, this saving broadly matched the cost of the software.  Members considered staff should be firmly reminded of the need to switch off computers on grounds of both cost and environmental considerations.

·         Members welcomed the activity to improve the County’s broadband activity, described in the report and urged that this objective be pursued vigorously.  It was requested that a copy of the broadband policy paper to be provided to JMT in November be circulated to Members.

·         The Joint Director confirmed that agreements were in place permitting data to be shared between the Council and NHS Herefordshire.

RESOLVED:

That    (a)        the report be noted;

            (b)       a briefing note be provided on the pilot project looking at equipping frontline staff with mobile equipment to make the data collection process more efficient;

            (c)        it be requested that a copy of the broadband policy paper to be provided to JMT in November be circulated to Members;

            (d)       staff be firmly reminded of the need to switch off computers on grounds of both cost and environmental considerations; and

            (e)       that a further progress report be made in six months time.