Replacement of ICT Systems (Software) Used Exclusively within the Environmental Services Department (Highways and Transport, Technology and Recycling)

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1 Agenda Item No Derbyshire County Council Cabinet Meeting 7 March 2011 Joint Report of the Strategic Director Environmental Services and the Director of Transformation Replacement of ICT Systems (Software) Used Exclusively within the Environmental Services Department (Highways and Transport, Technology and Recycling) (1) Purpose of Report To seek approval to initiate a programme of software systems replacement within the Environmental Services Department ( the department ) and to invoke Standing Order SO2 to waive Standing Orders in Relation to Contracts in respect of existing software maintenance and support contracts for a period of two years. (2) Information and Analysis The department has recently undertaken an analysis of its entire software portfolio, to ensure that it has the right software in place to meet the significant challenges ahead and to determine the scope for any reduction in the overall cost for its ICT systems. The department s remit is diverse and has, over the years, acquired various software packages to support these requirements. Whilst this diverse remit dictates that there will always be specialist software requirements met by specialist suppliers, the department also has the need to establish as fully an integrated business system as possible, in order to achieve maximum operational efficiency. To achieve this goal will require the replacement of a number of existing systems with either a single system or multiple joined up systems, probably sourced from a single supplier or consortium. The projected benefits of replacing disparate software with an integrated system are: an enhanced customer service, streamlined business processes and workflow, closer integration with the Council Core System, H:\H9\Cab582.doc 7 March

2 leading to: reduced training and support costs, increased agility to respond to business change, improved performance and management information, improved business resilience. The department s vision is that citizens will be able to request services and track existing enquiries independently, via the website, and that officers will be able to work from any location (day or night), having access to all relevant systems and information. Whilst the foundations of this vision are already in place for a number of selected services, an integrated approach will significantly assist the department to expand and enhance upon them. Following consultation with all senior managers, draft outline functional requirements have been established, which have been used to scope out the size of the task ahead and determine which existing functions should be investigated further. Once more detailed analysis, specification development and options appraisal have been completed, a European Union compliant Official Journal of the European Union tender process will be conducted by a project team established for this purpose. This team will work closely with departmental managers and will report to a project board chaired by the Deputy Director - Environmental Services, liaising with the technical officers in the Transformation Service as required. The outline timescale leading up to an award of contract is as follows: Outline Programme Approval to Proceed with Programme Development March 2011 Pre-procurement Processes Complete and Programme Developed November 2011 Procurement Process Begins Q1 2012* All Bid Evaluations and Dialogue Complete Q3 2012* Seek Cabinet Approval to Award Contract Q1 2013* Award of Contract Q1 2013* * To be confirmed. H:\H9\Cab582.doc 7 March

3 In part, a further driver for this project has been the need to establish formalised contracts with a number of suppliers. Currently, the majority of systems used by the department are subject to rolling annual contracts, which the department has been advised should be urgently addressed. The department currently has maintenance and support contracts for the following ICT systems which are due to expire at different times over the next two years and which have been provisionally identified as being within the scope of the project: System Function Contract End Date ATLAS Street Works Management May 11 BMX* Structures Management (Fixed April 11 Term Contract to 2014) CAMS Rights of Way Management April 11 CONFIRM Highways Management and May 11 Customer Services GBM Field Data Collection (GIS) Aug 11 GeoWorks/Geograd Street Lighting Management Nov 11 PACS Planning Submissions, March 11 Monitoring and Enforcements PARKMAP Traffic Regulation Order Aug 11 Management SYMPHONY Street Gazetteer Management March 11 Total Anticipated Maintenance and Support Cost for 2011/12-131, If necessary, alongside an assessment of the Council s SAP system to provide the necessary functionality, soft market testing will also be instigated to determine both the ability of the market to provide an integrated solution to our specification and likely cost. To ensure continued service delivery whilst the project work is ongoing, approval is being sought to waive Standing Orders in relation to the award of contracts to enable existing maintenance and support contracts and IT licences where they are due to expire before 31 March 2013 to be renewed without seeking competitive tenders. Contracts will only be extended to 31 March 2013 unless they are already due to run beyond that date. This will allow for the procurement process to be completed or functionality to be transferred to the SAP system as may be appropriate. H:\H9\Cab582.doc 7 March

4 No significant system enhancement will be initiated whilst the detailed project work is ongoing, except for routine incremental version updates as covered by the maintenance agreements and any necessary actions as a result of changes of legislation or Council policy, for example, to support Localism Bill requirements. (3) Financial Considerations The anticipated cost for all software covering the period to March 2013 is 262,269.48, based on combined annual support for the systems below. Funding will be met from existing budgets allocated for this purpose. Additional expenditure may also be incurred to facilitate minor enhancement as described above. (4) Legal Considerations The Local Government Act 1972 permits the waiving of Standing Orders where there are special circumstances justifying an exemption. The Director of Legal Services has advised that it would be appropriate to waive Standing Orders in this case, due to the special circumstances described in this report. (5) Property Considerations The software replacement programme will assist the department in meeting its commitments under the Changing the Way Derbyshire Works programme, especially in the areas of mobile and flexible working. In preparing this report the relevance of the following factors has been considered; prevention of crime and disorder, equality of opportunity; and environmental, health, human resources and transport considerations. (6) Background Papers The project documentation is located in the Environmental Services Department. Officer contact details Paul Pugh, extension (7) Key Decision No. (8) Officer Recommendations That Cabinet approves: 8.1 The initialisation of Phase 1 of a programme of software replacement within the Environmental Services Department. 8.2 The waiving of Standing Orders in Relation to Contracts to enable existing contracts for software maintenance and support to be extended to 31 March 2013 for the software used by the Environmental Services Department listed in the report. H:\H9\Cab582.doc 7 March

5 8.3 The receipt of further reports detailing subsequent phases once the project has determined the exact programme and financial implications going forward. Ian Stephenson Strategic Director Environmental Services David Hickman Director of Transformation H:\H9\Cab582.doc 7 March

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