11. Replacing the Corporate Telephone System with Microsoft Lync (Phase 3 of the Microsoft Lync Project)

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1 District Executive 9 th January Replacing the Corporate Telephone System with Microsoft Lync (Phase 3 of the Microsoft Lync Project) Executive Portfolio Holder: Strategic Director: Assistant Director: Service Manager: Lead Officer: Contact Details: Henry Hobhouse, Property and Climate Change Mark Williams, Chief Executive Donna Parham, Finance and Corporate Services Roger Brown, ICT Manager Roger Brown, ICT Manager. 1. Purpose of the Report To request funding from the ICT capital reserve to replace the corporate telephone system with Microsoft Lync. 2. Forward Plan This report appeared on the District Executive Forward Plan with an anticipated Committee date of 9 th January Public Interest The Council has recently started to use the collaboration features within Microsoft Lync that are freely available under the terms of its licencing agreement with Microsoft. Included with the collaboration features is the capability to use Lync for voice and video communication which is very similar to using Skype on a home PC. Enabling such technology will underpin the Councils move to flexible working and give managers the opportunity to introduce further efficiencies and financial savings. Whereas the Lync collaboration features that we have used to date are included in our existing licencing agreement, to introduce voice capability and replace the existing telephone system, will involve additional licencing costs and there will be a requirement to purchase new telephones and headsets. This report will set out the case for moving to Microsoft Lync for our voice communications. 4. Recommendations That Members approve:- 1. the replacement of the current telephony system with Microsoft Lync; 2. the allocation of 107,000 from the ICT Capital Reserve to fund the replacement; 3. that 14,000 is added to the MTFP as a saving in 2014/15 and a further 9,300 in 2015/ Background The existing internal telephone system has been in place since 2001 and is not directly compatible with modern computer based software without the purchase of additional third party systems. We already have the licencing to use Microsoft Lync for collaboration Meeting: DE08A 13:14 32 Date:

2 services such as instant messaging, presence and video conferencing which is being deployed as follows:- Phase Description Status Cost Lync Phase 1 Instant Messaging and Presence Deployed Included in existing licencing Lync Phase 2 Video Conferencing Deployment in Progress Included in existing licencing Lync Phase 3 Telephony Pending subject to DX Approval See the Financial Implications section of this report From Phase 2 it will be a relatively short hop to using Microsoft Lync as the corporate telephone solution thereby providing a fully integrated unified messaging solution from a single vendor releasing the potential for efficiencies and flexible working. 6. Report Detail The existing telephone network consists of one main telephone switch at Brympton Way and 5 smaller telephone switches at Lufton Depot, Wincanton, Chard, Petters Way and The Octagon Theatre. Each site that hosts telephone switches will be addressed by the project as follows:- Site Brympton Way Lufton Depot Wincanton Chard Petters Way Octagon Theatre Detail Will become the core site for telephony. Existing telephone switch will be removed. Will become the backup, disaster recovery and business continuity site for telephony based on the already approved ICT Disaster Recovery Report to DX in November Existing switch will be removed. Telephony services will be centralised at Brympton Way. Existing switch will be removed. Telephony services will be centralised at Brympton Way. Existing switch will be removed. Telephony services will be centralised at Brympton Way. Existing switch will be removed. The Octagon Theatre has unique requirements and also provides telephone services to LED at Goldenstones. Consequently support will be maintained on the Octagon switch until later in the project when their requirements can be fully addressed and they can be integrated into Lync. Traditional telephone technology exists separately to the data network which is why integration with systems, servers, PC s, laptops and other data centric devices involve third party tools or add-on s. They also have the disadvantage that they still have the old technology at the heart of the system. Lync natively uses the same data network as the systems and being a Microsoft product integrates all their communication tools into one unified messaging suite. Our experience in other areas where we have consolidated technologies is that it has released efficiencies in support and cost. Not only will the technology platform be consolidated but because the existing system is distributed across our area offices and Lync will be centralised at Brympton Way, we will also consolidate the hardware required to provide the system. Meeting: DE08A 13:14 33 Date:

3 When implemented in 2001 the design life of the current system was 7 years. Though it has easily surpassed that and will continue to run reliably for a number of years it is not capable of delivering the savings and collaboration opportunities of a modern telephone system. There are other solutions but none that integrate with our current Microsoft technology base as well as a Microsoft product. In order to test the market we obtained the cost of a similar system that identified costs significantly higher than those required for Lync. The ICT Capital Programme 2014 to 2019 identifies a 30,000 saving in capital expenditure if the authority does not have to replace systems that support the existing telephony arrangements. 7. Disaster Recovery and Business Continuity Alongside the ICT Disaster Recovery and Business Continuity Save to Earn project that was approved at the November 2013 District Executive, this project will facilitate an improvement in telephony DR/BC provision. In the event of a failure of the existing telephone system our current procedure is to contact the vendor who will fix the issue as quickly as possible. Because Microsoft Lync is software we can replicate the system on servers running at our DR/BC site at Lufton Depot which means if there are problems the backup servers can take over. Although there are scenarios that can fail any DR/BC provision, in the majority of cases this will mean that telephony can failover to the backup site with minimal disruption and in some circumstances seamlessly. 8. Existing Handset Features The existing telephone system contains a variety of features that allow staff to use the system to enhance business delivery. We understand that Lync will either have similar features or because it works completely differently, will eliminate the requirement. For example it will no longer be necessary for staff to use a call diversion if they are working at another desk because Microsoft Lync will know where they are and to which device to place the call. In fact Lync will provide its collaboration features regardless of location and that includes staff working from home. Similarly there will no longer be a requirement for several supporting systems because Lync will be integrated with the Microsoft technologies that already centrally manage its user base. This simplifies maintenance and reduces cost. Unfortunately it is not possible other than by support knowledge for ICT to be completely sure that staff are not using telephony features that may not be featured in Lync. To mitigate the risk we have asked that staff advise ICT if they are using any features or functions of the telephone and to date nobody has come forward with a requirement that we feel we cannot meet in Lync. However in recognition that there is a remaining risk budget has been included for the provision of unsupported features. 9. Customer Services Notwithstanding any existing features that staff may use, the Customer Focus Support Manager (CFSM) is a major stakeholder as far as the telephony provision is concerned. The CFSM has been involved and consulted during the testing phase that preceded this report and we have agreed that ICT will work with him to establish whether Lync can meet his requirements without the need for third party add-on s to be purchased. In recognition that this represents a risk we have included budgetary provision for a third party add-on. ICT will further mitigate risk during the deployment by parallel running the Meeting: DE08A 13:14 34 Date:

4 existing and the new provision and obtaining stakeholder signoff before any hardware that supports the current provision is decommissioned. 10. Voic and Call Recording Voic Lync provides a fully functional Voic provision with the ability to be notified by and have the message transported by . Call Recording There is currently no call recording facility with the existing telephone system. The native call recording provision within Lync is fairly basic and does not record external calls. The cost of a system that will provide on demand recording of external calls in a manner that will allow them to be used as evidence in court and contain sufficient controls to reduce the impact of the Data Protection and the Freedom of Information Acts, has been included. 11. Headsets and Handsets The project will fund the purchase of handsets. Replacement within five years that is due to a fault that occurs outside of warranty or breakage will be from the Procurement and Risk Managers existing Desktop Replacement Budget. The project will fund the purchase of headsets for services that already use them where there is no specific service budget. It is not envisaged that there will be a planned replacement from capital however if the handset replacement program necessitates change to the headset then the cost of headset replacement will be included. During testing and deployment of Lync Phase 2, Video Conferencing it became necessary to consider a number of variables such as Technical, Quality, Hot Desking, Display Screen Equipment (DSE) Regulations, Equalities and Office Travel when choosing suitable headsets and handsets. These variables are considered in detail in tabular form in Appendix Expected Duration of Project Start date: January 2014 Other Key Milestones with Dates: DX Approval: January 2014 Scrutiny Approval: January 2014 Obtain Quotations: January 2014 Place Orders: January February 2014 System Installation and Configuration: February 2014 Testing: February / March 2014 Deploy to Staff: March / April 2014 Expected Completion Date: May Financial Implications Meeting: DE08A 13:14 35 Date:

5 The following table shows the total capital and revenue costs:- Requirement Annual Revenue Capital Costs Costs/(Savings) Desktop equipment 45,500 Infrastructure 51,500 1,500 Consultancy 10,000 Software 30,000 2,500 Licencing/support 34,000 Telephony Infrastructure (SIP) 7,000 Total Costs 137,000 45,000 Less Savings:- Savings in capital allocation for replacement (30,000) hardware ISDN Lines (35,000) Annual Call Charges (2,000) Existing Maintenance Payments (ICT/ Customer (31,300) Focus) TOTAL NET COSTS/ SAVINGS 107,000 (23,300) Funding for replacement handsets and training can be found within existing budgets. The capital costs can be funded from viring the funding that will not be required for replacing hardware of 30,000 with the remaining funded from the ICT Capital Reserve. The ICT Capital Reserve currently stand at 337,000 and if members agree the recommendations in this report will reduce to 230,000. The net annual savings of 23,300 will be added to the MTFP for 2014/15 ( 14,000) and 2015/16 (9,300). The loss of interest is 3,640 but the ICT reserve has already been funded within the capital programme. 14. Exclusions The Octagon Theatre and Goldenstones (LED) are not included in this project. LED are going to be making their own telephony arrangements after which we will look in detail at the Octagon s requirements and whether they can be facilitated without the need for further approval. 1. Risk Matrix This matrix only identifies the risk associated with taking the decision as set out in the report as the recommendation(s). Should there be any proposal to amend the recommendation(s) by either members or officers at the meeting then the impact on the matrix and the risks it identifies must be considered prior to the vote on the recommendation(s) taking place. Following consultation with the Procurement and Risk Manager it was agreed that the following tables represent the unmitigated and mitigated risks. Meeting: DE08A 13:14 36 Date:

6 Impact Impact The following table represents the do nothing risk position. R CP CpP F C Likelihood The following table represents the risk position if the report is approved and implemented. R F C CP, CpP Likelihood Key Categories R = Reputation CpP = Corporate Plan Priorities CP = Community Priorities C = Capacity F = Financial Colours (for further detail please refer to Risk management strategy) Red = High impact and high probability Orange = Major impact and major probability ellow = Moderate impact and moderate probability Green = Minor impact and minor probability Blue = Insignificant impact and insignificant probability 2. Corporate Priority Implications This project will contribute to our corporate aim to deliver well managed, cost effective services, valued by our customers in particular action 5.3 Increase value for money 3. Carbon Emissions and Climate Change Implications The project will replace six telephone switches with virtual servers running in an existing private cloud with dynamic power management. The net result from the system alone will be a reduction in electricity usage of around 20,000 kwh/ear amounting to some 14 metric tons per year (epa.gov.uk). The opportunity to facilitate more efficient working from home and video conferencing will reduce the need to travel, which could result in very significant if as yet unquantifiable carbon emission reductions from petrol and diesel. Meeting: DE08A 13:14 37 Date:

7 4. Equality and Diversity Implications ICT have established that accessible equipment that is compatible with the new technology is available in relation to: Visual impairment Hearing impairment Mobility issues (e.g. being able to use the keypad with conditions such as arthritis, multiple sclerosis, cerebral palsy etc.) A Pilot Study has been undertaken that has included staff with different access needs in the testing programme, and the new equipment found to be satisfactory. However we have included a budget provision to cater for a need that may arise for which the new equipment is not suitable. Access needs to specialist equipment will be met on an individual basis with the most appropriate device selected from the most appropriate vendor. 5. Background Papers Project Brief attached at Appendix 2. Meeting: DE08A 13:14 38 Date:

8 Appendix 1 - Headsets and Handsets The following table illustrates the factors that were taken into consideration when making the decision to deploy handsets as the default desktop telephony device. Headline Headset and Microphone Handsets Conclusion Technical There are technical issues when using USB devices in a thin client Handsets are connected directly to the network which overcomes the environment. technical issues around USB The issues introduced too high a risk of poor delivery for USB to be considered further at this stage The issues were overcome by using analogue devices but introduced an availability and a sound / build quality problem in some cases. Quality We have included headsets in the user acceptance testing and the sound and build quality is acceptable. Hot Desking Headsets will be personalised and attached to the phone by a quick release lead so that staff can keep them with them Display Screen Equipment Regulations Table continued overleaf The Civil Contingencies Manager is a consultee devices. Headsets can be attached to the handset although we have found that they have to be from the same manufacturer. Handsets have been through user acceptance testing and the sound and build quality is acceptable. Handsets will be a part of the desktop Hygienic phone wipes will need to be provided at shared desktops The Civil Contingencies Manager is a consultee To remove the risk of poor service delivery the default desktop device will be a handset. For those with a headset requirement we will provide either a headset linked to the handset or where there is a headset only requirement, we will provide an analogue device. The quality of the handsets and headsets is acceptable Hot desking requirement met Equalities and DSE requirement discussed below We have consulted with the Civil Contingencies Manager in relation to DSE requirements Meeting: DE08A 13:14 39 Date:

9 Headline Headset and Microphone Handsets Conclusion Equalities We have checked that Lync We have checked that Lync compatible headsets can be compatible handsets can be purchased that are able to meet a variety of equality requirements purchased that are able to meet a variety of equality requirements The Equalities Officer is a The Equalities Officer is a consultee consultee There are issues around hot desking that will need to be met by that project but we have no reason to believe that the Lync project will introduce additional problems Office Travel / Video Conferencing (VC) VC will give officers the opportunity to reduce travel related costs and travelling time VC is Phase 2 of the Lync deployment project and already work in progress To use VC effectively requires sound capability which is best met in an office environment with a headset The headsets that plug into the phones will only become available when Phase 3 of the Lync project is approved (i.e. this report) which gives us the capability to purchase the compatible handsets The handsets that are compatible with the preferred headsets will only become available when Phase 3 of the project is approved The potential to benefit from reduced travel through VC will exist in Phase 2 Devices are available that can meet a wide variety of equality requirements We have consulted with the Equalities Officer in relation to Equality issues To meet an immediate need for a headset in advance of Phase 3 approval we will purchase analogue headsets If the trip was to Wincanton or Chard the cost of the headset is likely to be recovered on the first trip. Meeting: DE08A 13:14 40 Date:

10 Appendix 2 South Somerset District Council Project Brief Approved Budget within Service Plan? es/ No Project Number: Project Name: Replacing the Corporate Telephone System with Microsoft Lync (Phase 3 of the Microsoft Lync Project) Date Created 18 th November 2103 Document Version: 1.0 Author: Roger Brown Meeting: DE08A 13:14 41 Date:

11 Table of Contents 0 Document Control Document Approval Revision History Document Distribution Document References Purpose Project Outline Authority Responsible Background Project Objectives Project Scope Quality Expectations Carbon Management Initial Business Case Reasons Anticipated Benefits Options Key Project Information Summary Financial Investment Financial Investment Capital Projects Project Organisation Provisional Project Management Team Interested Parties Meeting: DE08A 13:14 42 Date:

12 0 Document Control 0.1 Document Approval Name Organisation Role Approval Date 0.2 Revision History Version Author Review Reason For Issue Date 1.0 Roger Brown Nicola Brine Initial Draft 18/11/ Document Distribution Name Organisation Role 0.4 Document References Section Reference Document Referred Document Title Meeting: DE08A 13:14 43 Date:

13 1 Purpose To request funding from the ICT capital reserve to replace the corporate telephone system with Microsoft Lync. 2 Project Outline Though not yet end of life the existing telephone system is ageing and not capable of delivering the functionality that will support the authority in its move to flexible working. Replacing the telephone system with a modern system will enable the councils flexible working goals, bring the telephone system up to date and save money. 2.1 Authority Responsible The project is a continuation of the councils move to Modern and Flexible Working practices (Unified Communications) and System Efficiencies as identified in the current ICT Strategy The project has the support of the Portfolio Holder for Property and Climate Change and Management Board. 2.2 Background The existing internal telephone system has been in place since 2001 and is not directly compatible with modern computer based software without the purchase of additional third party systems. We already have the licencing to use Microsoft Lync for collaboration services such as instant messaging, presence and video conferencing which is being deployed as follows:- Phase Description Status Cost Lync Phase Instant Deployed Included in existing 1 Messaging and licencing Lync Phase 2 Presence Video Conferencing Deployment in Progress Included in existing licencing Lync Phase 3 Telephony Pending subject to MB/DX Approval See the Financial Investment section of this report Replacing the existing telephone system with Microsoft Lync will build on the technologies that have already been delivered under the councils existing licencing arrangements with Microsoft to deliver opportunities for staff efficiencies by the use of a fully integrated suite of unified messaging and collaboration tools. The technologies delivered to date are available through our existing licencing agreement with Microsoft. The project to replace the telephone system will incur additional capital cost and a revenue saving with a breakeven point of around 5 years. 2.3 Project Objectives Remove the problem of running an old telephone with ageing hardware and poor collaboration and unified communication capability Meeting: DE08A 13:14 44 Date:

14 Deploy a new modern and flexible unified messaging and collaboration system Enable the councils flexible working agenda Reduce revenue expenditure Consolidation of technologies Deliver against the ICT Strategy Improve the Council Disaster Recovery and Business Continuity capability in terms of telephony To introduce the system and have staff trained in its use by June 2014 Asset Statement The council will replace assets as follows. Description Existing physical telephone hardware at Brympton Way, Chard, Wincanton, Petters House, Lufton Depot. Existing physical telephone handsets and headsets. Statement This will be replaced by Microsoft Lync which is software available under a subscription agreement with Microsoft The existing devices are not compatible with the new software and will be replaced by new headsets and handsets that are. The move from owning a physical asset to a software asset under a subscription agreement reduces revenue costs and allows the council to keep up to date with technology. 2.4 Project Scope Inclusions The telephone switches at Brympton Way, Chard, Wincanton, Petters House, Lufton Depot will be replaced by Microsoft Lync situated at Brympton Way, eovil. Exclusions The telephone switch at the Octagon Theatre provides services to Leisure East Devon (LED) at Goldenstones and also services the Octagon Box Office which has unique requirements and is therefore an exclusion to the main part of this project. We have been in touch with LED and it is their intention to migrate to their own telephone in the first half of When we no longer have to provide telephony services to LED we will review the requirements of the Octagon Theatre and either produce a new bid or deploy as an extension to this project if resource in terms of finance, licencing etc are available. Constraints and Decisions A number of technical constraints have been mitigated by the councils move to thin clients, Windows 7, Office 2010 and by having already deployed phase 1 and 2 of Microsoft Lync. There are other technical issues around the fact that we use thin clients that required server based processing with certain types of media device that have constrained options around device selection. The decision to use handsets rather than headsets as the default desktop device was one such issue for which the decision making assessment is tabulated below. Meeting: DE08A 13:14 45 Date:

15 Interfaces In terms of service delivery Lync will provide interfaces with other staff, other businesses and members of the public. In terms of technology Lync will have interfaces with all the Microsoft Office family of products and devices. Lync Phase 3 will add the final unified communications piece to the Lync Project Phases 1 and Quality Expectations Quality will be assessed in terms of voice, video and build for the appropriate device during user acceptance testing. Voice Like all modern telephone systems Lync uses a protocol called SIP to communicate. Essentially this means that voice is sent as data over a data network rather than as analogue signals in a traditional telephone system. In a data network the transmission can be subject to miniscule delays while it travels from sender to recipient. Computer systems deal with such delays without apparent interruption but in a voice system to the users the delays can result in a slightly lower voice quality than a traditional analogue system. During the user acceptance testing staff will be asked about voice quality but there will be an option to state that voice quality is acceptable rather than as good as before. It is our intention to downplay voice quality expectations on the basis that staff will find it better than expected. Video Video will have already been assessed in phase 2 of the Lync Project. Build Quality Build quality will have been part of the user acceptance testing and will have been examined by ICT staff. The units under consideration at the moment are devices that are/have gained recognition within the industry of being as good as a market leader but without the price tag. 2.6 Carbon Management The project will replace six telephone switches with virtual servers running in an existing private cloud with dynamic power management. The net result from the system alone will be a reduction in electricity usage of around 20,000 kwh/ear amounting to some 14 metric tons per year (epa.gov.uk). The opportunity to facilitate more efficient working from home and video conferencing will reduce the need to travel, which could result in very significant if as yet unquantifiable carbon emission reductions from petrol and diesel. Meeting: DE08A 13:14 46 Date:

16 3 Initial Business Case 3.1 Reasons The existing telephone system is ageing and will need to be replaced in the not too distant future. Traditional telephony is becoming out-dated and is being replaced by Voice over IP systems such as Microsoft Lync. There is a demand for flexibility in support of the councils move to flexible working and hot desking which cannot be delivered by the existing system The collaboration and unified messaging capability of Lync will enable staff efficiencies There is a corporate requirement for a telephone call recording facility and a reluctance to invest in the existing system which is ageing 3.2 Anticipated Benefits Staff will be able to stay in touch regardless of where they are working Staff availability will be automatically indicated through Lync Staff will be able to communicate with each other through the Lync client and will not have to remember contact phone numbers. Will be the final part of the Lync project that will provide collaboration and unified communication for all staff. Centralised management of and access to the telephone directory Reduced revenue costs 12 tonnes CO2 carbon saving 3.3 Options There are other solutions that were looked at by a team including ICT and the Procurement and Risk manager, but none that integrate with our current Microsoft technology base as well as a Microsoft product. In order to test the market we obtained the cost of a similar system that identified costs significantly higher than those required for Lync. 3.4 Key Project Information Summary Expected Duration Of Project Start date: January 2014 Other Key Milestones with Dates: DX Approval: January 2014 Scrutiny Approval: January 2014 Obtain Quotations: January 2014 Place Orders: January February 2014 System Installation and Configuration: February 2014 Testing: February / March 2014 Deploy to Staff: March / April 2014 Expected Completion Date: May Estimate of Officer Time Required: - Meeting: DE08A 13:14 47 Date:

17 Officer s Name Donna Parham Gary Russ Roger Brown Ben Warman Tim Puffett David Chubb Jessica Power Nikki Herbert David Bignell Mark Humphrey Jason Hodgson Fiona Elmore Jason Toogood Estimate of Officer hrs Officer available? /N Agreement of Officer? /N Comment by Property Services: Comment by Information Systems (if new IT system): Comment by Green Team: Comment by Community Cohesion Officer: N/S This is an ICT initiated project The Green Team supports this project as a means to very significantly reduce carbon emissions and energy costs through reductions in electricity and transport fuel use. In particular, the opportunity to reduce travel by the ability to join meetings by phone and video conferencing and enabling those, for whom it is suitable, to work remotely. ICT have established that accessible equipment that is compatible with the new technology is available in relation to: Visual impairment Hearing impairment Mobility issues (e.g. being able to use the keypad with conditions such as arthritis, multiple sclerosis, cerebral palsy etc.) A Pilot Study has been undertaken that has included staff with different access needs in the testing programme, and the new equipment found to be satisfactory. However we have included a budget provision to cater for a need that may arise for which the new equipment is not suitable. Access needs to specialist equipment will be met on an individual basis with the most appropriate device selected from the most appropriate vendor. Meeting: DE08A 13:14 48 Date:

18 Comment by Other Services requiring significant input: Risk Assessment Risk See risk assessment in Appendix 1 Comment from Jason Toogood (Customer Focus Support Manager): Support the intention to replace existing telephony system with one based on Lync technology as this will produce benefits in use and financial savings. Appreciate that plan is to dual run the existing set-up during implementation for contingency and the budgetary provision to purchase Customer Services add-on if the out of the box Lync package isn t a sufficient solution for the contact centre. Steps taken to mitigate Risk 4 Financial Investment 4.1 Financial Investment Capital Projects Total Costs and Funding Capital Project SSDC Capital: - Funding Body 000 DX ICT Capital Reserve 107 Virement from ICT Replacement 30 Fund Capital Project Total Capital Cost Breakdown of main areas of cost Desktop Equipment Infrastructure Software Consultancy 2013/ /15 Totals Note training will be funded from existing budgets External funds to be received Totals N/A Secured? /N 2013/ / / / / / / / Revenue Implications of Capital scheme Loss of 3.4% (PWLB 10yr rate ) Cost Centre FT /14 Already funded 2014/ / / /18 Meeting: DE08A 13:14 49 Date:

19 Savings in expenditure: Telephony (ISDN) Call Charges Maintenance Payments Maintenance Payments Revenue Costs by Individual Budget: Infrastructure Software Maintenance Call Recording Maint MEA Licencing Telephony Infrastr (SIP) Microsoft Support TS610 CP642 TS610 TS612 All TS610 (35) (2) (22) (9.3) (14) (9.3) Total Revenue Expenditure / (Net saving) Cumulative (14) (23.3) Whole Life Costing Estimated useful life of asset (years) The hardware that supports the telephone system has a useful life of 5 years and is replaced by the ICT Capital Programme. Handsets are likely to be 7 years plus. Their replacement will be provided for in future capital programmes. Headsets are likely to be replaced every two years from service budgets. Individual 121 video camera are likely to be replaced every 5 years from service budgets Total Revenue Costs ear 1 to 5 225,000 Annual Revenue Cost after year 5 Total cost over whole life of asset 225, VAT Implications Based on the current information provided to us, the VAT is recoverable on this project Impact on Band D Additional spend 107,000 Lost interest at 3.4% 3,640 Divided by tax base 54,960 Cost per band D tax payer Project Organisation 5.1 Provisional Project Management Team Meeting: DE08A 13:14 50 Date:

20 Name Roger Brown Ben Warman Tim Puffett / Jason Toogood / Jo Morgan / Pam Harvey NA Role/ Title Project Sponsor Project Manager User Representative Supplier Representative 5.2 Interested Parties Name Reason Action required Henry Hobhouse Portfolio Holder for Property and Climate Change Share report prior to MB Nick Weeks Strategic Responsibility for Customer Services Share report after MB prior to DX Vega Sturgess Strategic Director: Operations and Customer Focus Share Report prior to sending to Sally for MB Laurence Willis Assistant Director Environment Keep informed Donna Parham Assistant Director: Finance and Corporate Service Share draft report after Project Team approval Jason Toogood Customer Focus Support Manager Consult on specifics during report formation and share draft report after ITMT approval Pam Harvey Civil Contingencies Manager Consult in relation to Display Screen Equipment issues and DR/BC Jo Morgan Equalities Officer Consult in relation to Equalities issues ICT Board *1 Project Board Already consulted in above Management Board Report to go to MB on 9 th December prior to January DX. Keith Wheaton-Green Climate Change Officer Consult in relation to climate change and carbon savings. *1 Donna Parham, Roger Brown, Ben Warman, Tim Puffett, Gary Russ Meeting: DE08A 13:14 51 Date:

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