Bristol City Council ICT Update and New Opportunities

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1 #ICT_Bristol_Supply Bristol City Council ICT Update and New Opportunities Chair/Facilitator: Barney Smith 27 June 2013 The Pavilion, Harbourside Slide 1

2 Orientation, Phones, Networks & Networking #ICT_Bristol_Supply Slide 2

3 Today Up date you on progress & new team Talk about real opportunities Engage and get feedback Seek views on your needs Support collaboration #ICT_Bristol_Supply Slide 3

4 Agenda 9:30 10:00 Registration 10:00 10:10 Welcome and Introduction Barney Smith 10:10 10:20 Update on G Cloud Barney Smith 10:20 10:30 Data Centre Faz Mirza 10:30 10:40 Web Development Dave Cox 10:40 10:50 Customer & Process Programme Luke Smith Mark Appleby 10:50 11:10 Business/Management Information Mark Ives Steve Watkins 11:15 11:35 Break Barney Smith 11:35 11:50 Q&A Barney Smith 11:50 12:50 Consortium Development Christine Storry Slide 4

5 What Needs to Change * We need to have greater control and management for ICT Contract, Commercial, Supplier and Performance Management * We need greater value and innovation from more strategic supplier relationships and become an Intelligent, Single and Attractive Customer * We need to be able to effectively and rigorously apply the Councils design principals right Service, right provider * We need to employ clearly understood processes that follow industry standards and are universally understood * We need alignment across the whole of ICT and Business Change * We need to take opportunities from public procurement and market innovations 5 20/06/2013 Slide 5

6 Internal Drivers * The councils ICT budget for for operational services is 15.6m (excluding traded income) of which circa 8m is spent externally * The Council typically invests another 5m- 10m on new systems and technology each year, giving a total ICT spend of around 20m - 25m * The council will increasingly be more dependent on ICT to deliver its services in future * The success of many of the business changes being delivered across the council will depend heavily on having the right technology delivered and high quality support services in place 6 Slide 6

7 Some of our targets 25% SME spend by 2015 More local suppliers Increase use of the GCloud Slide 7

8 Update * Cabinet Approval 29 May: moving from planning to delivery * (we have been progressing opportunities ahead of this) * Appointed 2 permanent senior service managers to own and deliver service and targets * Commissioning and Supplier Relationship Management: Philip Bakerian * Service Delivery and Integration: Steven Pendleton * Started to use the GCloud and other routes to bring in new suppliers particularly SMEs Slide 8

9 GCloud Update Slide 9

10 What it is A framework to source pre-procured cloud, and specialist cloud, services; Led by Cabinet Office Central government target of 50% new contracts through GCloud by 2015 (Cloud First Mandate) Central gov ICT spend is circa 15bn pa Not a single framework a series of frameworks over time. Latest was GCloud iii (closed for new applications 6 March 2013) No set frequency but estimate every 3-6 months Slide 10

11 Some changes Was run alongside the Government Procurement Service; Has been taken on by Government Digital Service (still Cabinet Office) Slide 11

12 What help do you need with GCloud? Exercise Slide 12

13 BCC Data Centre Project Project Manager Faz Mirza Slide 13

14 Bristol City Council Data Centre: Context Bristol City Council is reducing its office estate over the next 3 yrs As part of this rationalisation, Romney House, the location of one of the Council s Data Centre, will be closed in 2015 and the site sold. A replacement is to be procured and implemented by March The commissioning of data centre services will be through the GCloud (G3) framework. Key Milestones: Date: Status Business Case sign off 29/05/13 Completed High Level Design June 2013 On Target GCloud Shortlist(G3) June/July 2013 On Target Final Selection July/Aug 2013 On Target Implementation Begins End of August 13 On Target Slide 14

15 Objectives of the Proposed Change To relocate all the equipment and services within the current Romney Data Centre to a suitable facility by Feb/March The relocation and migration should be seamless with no disruption to services The service levels post relocation & migration should be at least at the same level as now. Slide 15

16 Bristol City Council Data Centre Project Summary of Progress and Preferred Option: The business case has been approved on the 29/05/13. The Solution Assessment for the new data centre solution has been finalised and approved by the BCC Architectural Review Board Solution Chosen: hybrid solution for Romney which comprises: Collocation and additional services at a 3rd party datacentre including DR. Sample Case exercise completed to help build the Business Case Risk Assessment for City Hall : Option chosen was to increase the level of DR due to the upcoming refurbishment. Slide 16

17 Thank You Slide 17

18 Bristol City Council David Cox Commercial Manager Web Development Slide 18

19 Context The major development programmes have taken longer to get to the procurement stage than we anticipated Transition of our web application support has also taken longer than expected BUT Things are now moving much faster Programmes are agreeing their business cases - releasing funding High level requirements have been identified within the programmes We will be taking a more agile approach to the order placement and web development process Slide 19

20 Situation Detail Web application support has been re-let (through GCloud) We are in the process of enhancing/improving our web release management processes to support release of the major programmes of change. Our web application supplier is developing a Quality Assurance process for new development work. We will be taking an agile approach to delivery We are completing a first stage market discussion with a selection of GCloud SME suppliers We are also discussing placing web development work with local SME suppliers through GCloud. Slide 20

21 The Future We now need to develop a process to place our small development work orders that also aligns to the live service QA and release process. We will begin to package and place GCloud orders within the next few weeks We will identify specific work requirements and packages that can be satisfied by this group, offer the work, and place orders. We need to be more agile in the way we place work with non GCloud SME suppliers. We recognize that we still have a lot to learn. Slide 21

22 ICT Sourcing Briefing: Customer & Process Programme Mark Appleby Solutions Architect Luke Smith Enterprise Architect version st June 2013 Slide 22

23 Customer & Process Programme The Customer & Process (C&P) Programme will transform the way in which customers access and experience Council services. We are implementing a single Council-wide approach to re-designing services from the perspective of the customer. One Council digital platform common processes common platforms contact centre face to face services channels user experience One City customers citizen, service user, business, visitor, using multiple channels customers services universal services with digital preference through to at risk / high needs services Slide 23 process common process and common platforms serve all channels

24 Key: implement in tranche 1 and use in tranche 2 & beyond C&P Building Blocks implement & use in tranche 2 & beyond integrate with this component Digital Platform Contact Centre, CSP, F2F Apps Web Forms Web Content Social Media Social CRM Telephony Field Service API Customer Portal CRM IAM (Customer Account) Search Knowledge Mgt Integration (ESB) Process Management BPMS Citizen Index (Data Quality) Customer Insight (Analytics) Data Warehouse GIS Document Mgt. Other Building Blocks Slide 24 Specialist Line of Business Back Office Finance/ HR/Asset

25 C&P Sourcing Opportunity T1 T2 Scope C&P Sourcing Opportunities Digital Product Service Design Service and User Experience Design. UX Design Framework. UX Delivery (HTML, CSS, Responsive Design). Agile Project Delivery Agile Project Delivery (SCRUM or similar). Development Lifecycle with Alpha, Beta, Live. Digital Platform Services or Components Web Applications for Digital Platform Portal, Identity & Access Management new. WCM, Search, Channel Analytics re-use options. Capability to deploy API Services for T2 Web Applications development, test, support. Seeking configurable common capabilities. 5 Cloud CRM Service Beta for T1, Live T2 6 7 Knowledge Management Service/Product Digital Platform Hosting & Operation Services Specific knowledge bases for T1, wider use T2. Multiple environments. Secure, scalable, available, DR, BIL 2 or less. Platform & application ops & support. Configuration mgt., build and deployment. Change & release management. 8 Apps Scope to be confirmed. 9 Social Media, Social CRM Scope to be confirmed. Interested in T1 betas 10 BPMS Services BPMS Competency Centre for T1. Slide 25 BPMS solutions delivery for T2.

26 Management Information & Business Intelligence Mark Ives & Steve Watkins Slide 26

27 Programme Vision The ICT Sourcing Programme will change the way ICT services are procured and delivered, ensuring the application of right service right provider principals. The Programme will move ICT from a doing organisation to an outcome and commissioning (Internal and External) organisation. The Programme will: Enable a proactively controlled multi-vendor service environment Maximise agility and innovation Aim for shorter duration contracts Introduce more effective supply and demand management and market development, Improve even further planning and delivery of ICT services. The Programme will work towards a target of spending a significantly greater proportion of the Council s ICT spend with SMEs (25% of IT spend in the next 3 years), helping to stimulate growth in the local economy Slide 27

28 Right Service Right Provider Principles Identify the outcomes that ICT needs to deliver to fulfil the needs of the customer. Adopt a corporate approach to agreeing service change to meet strategic priorities enabling a rapid decision making process. Identify the right service for the customer outcome. Source services that continually meet the changing needs of the business and allow the greatest benefits to be given to the citizens of Bristol. Apply a strategic and commercial understanding to decisions on who the best provider is for a particular service e ensuring clear transparency of cost and benefits. Identify the best provider for a service based upon an agreed set of evaluation criteria on a case-by-case basis. Slide 28

29 What are Competency Centres? A group of Specialists on a particular technology or technologies to: Act as trusted advisors to EA and the business provide input to the front end project definition work provide governance as to how the technologies are implemented by projects and implement quality controls covering the project lifecycle support a knowledge base of good practice, templates etc for the use of common technologies establish a sourcing model which is flexible and agile in responding to business demands take on support of the applications and configuration using common services Slide 29

30 What BI & MI Services do we provide Development of MI & BI reporting solutions to meet a business need (E.g. Landlords project) Support and Maintenance of data warehouse Management of the data feeds into the data warehouse Execution of the BCC BI strategy Slide 30

31 What we want from our suppliers We will schedule a themed session on MI & BI so you can tell us: What do you do? How do you do it? What can you offer us? Slide 31

32 Q&A Slide 32

33 BREAK 11:35 Slide 33

34 BME = Black, & Minority Ethnic VCS = Voluntary & Community Sector Slide 34

35 Q&A Slide 35

36 Christine Storry CONSORTIUM DEVELOPMENT Slide 36

37 Context Feedback from previous events Acknowledge bigger/complex contracts might be a barrier To help smaller organisations bid for work BCC are happy to receive consortium bids Aware it s not for everyone Not suitable for all contracts Slide 37

38 Collaboration What is it? Slide 38

39 Different types of arrangement Lead partner Following PQQ stage, one partner will submit tender docs, will be the contact point with the council Non-lead partner Following PQQ stage, one partner will submit tender docs, but the council will be in contact with all members Sub-contracting One organisation (prime)submits PQQ and ITT and if is successful in its bid will appoint subcontractors The prime contractor is responsible for the service delivery of the sub-contractors Only one point of contact Slide 39

40 Points to Remember If it is a 2-part tender process, certain PQQ elements will need to be passed by all partners Can t add in partners at a later date If partners leave, need to be sure that element of service delivery can be covered Slide 40

41 Collaboration Agreements Need to consider issues early on; usually cemented in an agreement Protect the interest of all parties How long the arrangement will be for Provide for distribution of work, money, authority, etc Sets out responsibilities Can avoid disputes later on Slide 41

42 45-50 mins for networking Networking 5 groups of 8 people (approx); if there are two attendees from an organisation, please sit in different groups Half the people in each group to stand up Those sitting down are A; those standing up are B Each person has two minutes max to say their bit; eg who they are, their organisation, their business After 16 minutes (8 people x 2mins), the Bs will move onto another group - Bs are free to join any As but there can be no more than 8 in a group with even numbers of A and B There will be three rounds but this does mean that not everyone will get to speak to everyone else Slide 42

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