This report provides Members with an update on of the financial performance of the Corporation s managed IS service contract with Agilisys Ltd.

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1 Cmmittee: Date(s): Infrmatin Systems Sub Cmmittee 11 th March 2015 Subject: Agilisys Managed Service Financial Reprt Reprt f: Chamberlain Summary Public Fr Infrmatin This reprt prvides Members with an update n f the financial perfrmance f the Crpratin s managed IS service cntract with Agilisys Ltd. The verall psitin is gd, with csts remaining within budget. Hwever, the ptential fr increases in data strage vlumes and numbers f servers is a significant risk, and we are wrking with ur partner t mitigate this. As we have cmpleted ur migratin t the Infrastructure as a Service (IaaS) platfrm ur server and data usage has been greater than riginally estimated. We are nw wrking with Agilisys t btain the detailed reprting required t understand where this increase lies and the mitigatin required t reduce it. As part f gd practice ging frward, we are reviewing ur infrmatin management plicies and server usage. Fr the IS Divisin this will fcus n managing ur servers efficiently and fr the business we will fcus n data management, t ensure departments are prvided with clear guidance n hw they shuld manage their data assets. Actins underway include: Reviewing use f the W: drive and strage f persnal data. Cnsideratin fr regular deletin/clear-dwn f all data held in the W: drive File Transfer flders. Review f data usage acrss department netwrk drives. Shutting dwn f test and develpment servers which are nt in use. Implementatin f technlgy slutins t better manage data. Members shuld nte that any grwth in utility pricing was excluded frm the IS Budget at the start f the managed service, n the understanding any increase in usage and therefre spend wuld be agreed with Cmmittee. Recmmendatin That the reprt be received.

2 Main Reprt 1. Intrductin 1.1 This reprt prvides Members with an update n the financial perfrmance f the managed IS service cntract with Agilisys Ltd. The reprt describes spend against budget ver these main areas: Business as Usual service the day-t-day peratinal service, including fixed-price and variable price services. Prjects prjects that frmed part f the transitin t the managed service, including Mandatry, Transitin, and Integratin prjects. 1.2 Invices are received n a mnthly basis, charging in arrears fr the previus calendar mnth. The level f charge fr variable price services are estimated ne quarter in advance, based n the vlume f actual use in the last mnth f the previus quarter. A recnciliatin prcess at the end f each quarter allws fr adjustments fr ver r under charging during the year, maintaining greater accuracy in budget frecasts. 2. Business as Usual (Cre cntract) Fixed price services 2.1 The fllwing services perate n a fixed-price basis. Vice and Data netwrk and telecms supprt Supprt fr the Business Rates and Cuncil Tax system Supprt fr the Oracle R12 system 2.2 The charges fr fixed-priced services are subject t increase thrugh indexatin. The methd fr calculating indexatin is detailed in the cntract, and is reviewed in preparatin fr the anniversary f the start f the cntract each September. The key indices are: rate f inflatin as per the Retail Price Index (RPI), and the Lcal Gvernment Pay Award. 2.3 Fr this cntract year (September 2014 t August 2015) the level f indexatin has been calculated as 1.6%, this is within the indexatin applied t the IS Budget. Variable price services 2.4 The services identified belw have a cst based n vlume f use, and are subject t indexatin. End User Supprt & Service Desk based n number f staff with netwrk accunts Strage ttal vlume f data strage allcated fr applicatins and dcuments Servers number f server cmputers (virtual and physical) in active peratin 2.5 Agilisys prvided a billing schedule at the start f the cntract using estimated vlumes t base their bid cst fr the Tender. The riginal and revised figures fr all variable price services are shwn in Table 1 belw.

3 Table 1: Summary f Cst Variatins fr variable price service charges Mnth Original Cst Actual Cst Difference (Estimated August 2013) September , ,766-37,974 Octber , ,176-25,144 Nvember , ,577-17,743 December , ,030-1,290 January , ,508 23,188 February , ,369 25, The reasns fr the cst variatins are: The number f staff netwrk accunts has been revised dwn frm 3300 t 3205 fllwing the remval f staff accunts nw allcated t Agilisys, the remval f resurce accunts (netwrk accunts nt attributed t staff) frm the ttal, and an verall reductin in the number f netwrk accunts. An initial reductin the in vlume f strage charged, due t the delay in migrating systems t the IaaS service, where the riginal estimate fr strage was based n a larger number f systems migrating by September Hwever, frm January 2015, with gd prgress n the IaaS migratins, the ttal vlume has exceeded the estimates prvided at the start f the cntract. This is due t mre strage space being allcated t applicatins and dcument strage. Refer t Table 2 belw, fr a summary f strage vlumes and csts. A variatin in the number f servers this fllws a similar pattern t strage, with IaaS migratin delays reducing the charges fr September t January. Beynd February 2015, server numbers are prjected t exceed the riginal estimate. There are tw main reasns fr this increase: the number f servers used fr the website has nt reduced as expected, due t IS resurces being allcated t higher pririty prjects, and under the mdel fr charging fr servers, all nn-prductin servers (thse used fr test and training cpies f the prductin system) will incur a charge. This situatin was knwn in advance, and IS have planned a prcess t deactivate all nn-prductin servers, with activatin n request and nly when use f these servers is required. This shuld reduce the number f servers t mre clsely match the riginal estimate.

4 Table 2 - Cre Service data strage vlumes Mnth Estimated Vlume (Tb) (Aug 2013) Actual Vlume charged (Tb) Estimated Cst (August 2013) Actual Cst September ,702 24,904 Octber ,702 28,979 Nvember ,702 32,958 December ,702 36,927 January ,702 50,791 February ,702 50, Prjects (Cre cntract) 3.1 The 7 Mandatry Imprvement prjects were all fixed-price prjects., with a ttal cst f 592k. There are tw prjects still running (ITIL and IaaS) bth will be charged at the riginal fixed rate despite suffering frm delays. Indexatin des nt apply t these prjects. 3.2 Transitin and Integratin cvers the transfer frm an in-huse supprted service t a managed service. These elements were identified separately as part f the financial mdel prvided by Agilisys as part f their Bid. The ttal charges have nt changed frm the riginal bid, and are nt subject t indexatin. 3.3 The charges fr Infrastructure Capital investments are fr the prcurement f servers and ther infrastructure by Agilisys, which are required t sustain the IaaS prject. The riginal estimate prvided in the Bid was 316,973 which is spread acrss the 5 years f the cntract, as shwn in Table 3 belw. Indexatin has been applied t the riginal charges frm service year 2 nwards. Table 3: Infrastructure Capital Investment csts Service Year Planned Charge Actual Charge (1) Sept 2013 t Aug ,075 0 (cnfirmed) (2) Sept 2014 t Aug ,627 7,700 (t date) (3) Sept 2015 t Aug ,411 Nt yet knwn (4) Sept 2016 t Aug ,482 Nt yet knwn (5) Sept 2017 t Aug ,913 Nt yet knwn Ttals 325,508 7,700 (t date)

5 3.4 Agilisys have cnfirmed that the sum f 105,075 due in the first year will nt be billed. Frm the 86,627 due by August 2015, nly 7,700 has been billed t date, and Agilisys estimate that nly a further 28,000 will be spent in this service year. This shuld mean an underspend f apprximately 50,000. S far Agilisys have been able t accmmdate the infrastructure required fr the IaaS prject within their existing estate. Spend in the remaining years f the cntract will be managed clsely but will vary based n demands as yet undefined. 4. Plice 4.1 The managed service cntract with Agilisys started in December The initial three mnths f this cntracts are prceeding t plan with n variance frm the planned budgets. Business as Usual 4.2 The Plice csts fllw the same frmat as fr the cre City f Lndn cntract, with bth fixed and variable price services. Indexatin is applied in the same manner. The ttal cst f the BAU service fr the Plice as identified in the Bid is 8,587,679 Mandatry, Transitin and Integratin 4.3 Agilisys are fllwing the same methdlgy as that used fr the cre, City f Lndn managed service, with the same 7 Mandatry Imprvement prjects, plus an additinal, significant prject unique t the Plice fr addressing the Security and Cre Assurance Mechanisms. 5 Overall Financial perfrmance 5.1 The verall cst f the cntract remains bradly within budget. Indexatin fr the secnd year f the cntract is belw the inflatin uplift applied t the IS Divisin s budget. Increases in use fr strage and servers remains a cncern, but this is being clsely mnitred. 6 Opprtunities fr cst reductin 6.1 The decisin t mve t a variable price mdel fr sme services enables reductins in cnsumptin t lead t reduced csts. T achieve savings requires effective management f use in the 3 areas belw: End Users sufficient management exists t match changes in the number f staff emplyed, wh have a netwrk accunt, t the charge per user. Key t this is effective management f the starters and leavers prcess. Servers T maximise cst effectiveness, IS will reduce the number f servers by deactivating test servers when nt in use. Data strage This area represents bth the greatest risk due t ever increasing vlumes f data strage, and the ne area that can be mst effectively managed with changes t infrmatin management plicy and practice. It is prpsed that. Review f W: drive used fr shared strage, cnsider the deletin f files in File Transfer flders (apprx. 1Tb f data alne) Issue guidance t delete persnal phtgraphs stred n the netwrk Review and adpt apprpriate file retentin plicies. Use f technlgy, including de-duplicatin, tiered strage and archiving.

6 7 Next steps 7.1 It is essential that the cntract with Agilisys is managed effectively, in rder t ensure a csteffective service is maintained. The IS Divisin is strengthening the existing, interim cntract management functin fr bth the cre service and the Plice. 7.2 Agilisys will prvide mnthly reprts fr all variable price services, which will be scrutinised by IS staff. This will feed int Quarterly financial review meetings t ensure tight management f the cntract finances. 7.3 We will wrk with bth technlgy and Infrmatin Gvernance Plicies t ensure the vlume f data and server infrastructure is managed efficiently. 7.4 Ging frward we will reprt n this psitin as a standing agenda item t the IS Sub Cmmittee. 8 Cnclusin 8.1 The verall financial psitin fr the Agilisys managed service cntract is n target and risks are being managed. Strengthened management and frequent reprting will ensure this managed psitin is maintained. Cntact: Graham Bell, Chief Infrmatin Officer,

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