Electronic Document Management

Transcription

1 tem no 14- THE CTY OF EDNBURGH COUNCL Electronc Document Management Executve of the Councl 7th October 2003 y Purpose of report To approve a preferred suppler and proposed way forward for the mplementaton of an Electronc Document Management system for the Revenues & Benefts Dvson. Background Electronc Document Management (EDM) s a term used to descrbe a range of technologes enablng an organsaton to control electronc fles or mages. n ths sense, a document was tradtonally seen as a pece of paper, such as a letter that has been scanned n as-an mage; or documents created n applcatons lke Mcrosoft Word or emal. The term can now also encompass the use of dgtal photographs, vdeos, speech and faxes and other meda. An EDM system wll help the Councl to provde a clear audt tral for each customer transacton or case and mprove the ease of access to nformaton delverng mproved qualty of work and customer servce. n addton tme spent on flng and retrevng documents wll be sgnfcantly reduced allowng staff to focus on ther core work areas. Further effcency can be ganed through explotng the potental to automate certan processes and mprove work allocaton. n August 2002 the Councl Management Team agreed an outlne EDM strategy based upon, where possble, sharng of common components between departments to reduce costs and allow ntegraton of management nformaton. n addton t was agreed that any soluton be mplemented n a staged approach. Ths approach would reduce rsk and allow the Councl to learn from experences ganed on the early projects. A plan for mplementaton would be phased, prorty beng gven to busness processes and functons whch would benefts most from such technology. Tradtonally, n Local Government, EDM systems have been mplemented n Revenues & Benefts frst, due to the hgh volume of transactons and paper. A detaled benefts analyss showed that the dvson could acheve savngs of up to 260,000 of tme spent on flng and retrevng documents alone. Days to process new clams could be reduced by almost 40%. A full benefts analyss s provded n Appendx 2. n February 2003 the Councl was successful n a bd for 512,000 from the Department for Work and Pensons (DWP) to mplement a system for processng benefts cases. Followng ths award t was decded to tender for the contract usng the EU Restrcted Procurement route.

2 3 Procurement Process 3.1 Bass of Tender 3.1. n Aprl 2003, havng short-lsted 25 notes of nterest, an nvtaton to Tender was sent to four supplers. These were returned on the June. The tender was based on procurng a soluton that not only met the specfc requrements of the Revenues & Benefts Dvson, but was also algned wth Smart Cty Vson and could be deployed n the future across other Councl servces. 3.2 Evaluaton Methodology n order to ensure a robust evaluaton the Councl drew up a ponts-based evaluaton methodology, wth a techncavqualty to prce splt of 70% to 30% respectvely. The ponts were awarded accordng to complance wth the followng crtera: Product Qualty -The techncal features of the offered system and the degree of match wth the Councl s statement of requrements. Ths ncluded adherence to mandatory legslaton and natonal standards and frameworks. An mportant element was the usablty of the system, whch was evaluated by front lne users. Suppler Qualty -The qualty of the servces and knowledge and experence of staff provded by supplers, ncludng references from other local authortes. Ths ncluded evaluaton of project management, mplementaton approaches, long term sustanablty and fnancal vablty. Strategc Case - Capablty to scale up to corporate requrements and proposals for explotaton n other servce areas n the Councl, ncludng the Councls commtment to developng Customer Relatons Management strategy. Fnancal Case - Due to fundng provded affordablty ssues were sgnfcantly reduced. However the evaluaton needed to ensure that any soluton represented value for money and was fnancally sustanable n the long term The tender evaluaton team was led by the e-government Dvson and ncluded representatves from the Revenues & Benefts Dvson, Legal Servces, Customer Servces Team and other Councl Servces. The evaluaton team consdered each tender document n detal, undertook ste-vsts and held formal presentatons. 3.3 Recommended Suppler The recommendaton s that the contract be awarded to Comno PC, who had a combned score of 93.1% compared to the second placed bd that scored 87.2%. Appendx provdes a detaled breakdown of scores. Although the Comno soluton was not the cheapest soluton t was rated hghest for qualty and therefore was consdered to represent the best value for money Comno were rated the hghest for product qualty and met all the essental requrements, ncludng adherence to all standards and the Government lnteroperablty Framework. Crtcally, front lne users rated the soluton as the most lkely to delver servce mprovements Comno were also rated hghest for suppler qualty and clearly demonstrated the capablty to delver the soluton to the Councl s requrements. A broad range of reference stes were provded ncludng a number of smlar sze and profle to Ednburgh. n addton the suppler demonstrated a commtment to further

3 development of ther product and had experence n workng n partnershp wth several organsatons The product offered contans a seres of modules that were specfcally desgned for Local Government and could be used n a number of Councl Servces ncludng, Socal Work, Housng and Customer Servces. The tender document also showed that the suppler has researched and clearly understood the Councl s Smart Cty vson The prce proposed by Comno PC was the second hghest. However the varance n the prces provded by all the tenderers were margnal. Moreover consderng the ratng for the qualty of the product the evaluaton team concluded that the soluton provded by Comno represented best value for money The project wll be taken forward n partnershp wth BT and Comno PC. Both partners have already undertaken prelmnary work together. BT wll provde mplementaton support and Comno wll provde the hardware and software, as well as specalst consultancy. 4 Fnancal mplcatons 4.1 The estmated fnancal mplcatons of BT and Comno s proposal are detaled below. The benefts are those whch would be expected usng conservatve assumptons and are based on current prces (f 000s): 4.1 BT s costs nclude valdaton of techncal nfrastructure, ntegraton wth World, project management, support and testng. BT hardware and servce support costs reman to be ncluded. All BT costs wll be funded through servce credts. Comno s costs nclude the provson of software, hardware and specalst consultancy. The Councl s costs represent labour costs for project management, tranng and contngency. The DWP fundng of f512,ooo wll cover both Comno and the Councl s costs. A combnaton of exstng Councl resources and servce credts wll contrbute to change management costs. The annual support costs of 37,000 wll be funded through effcency savngs. 4.2 The cumulatve benefts fgure of f2.5m outlned n the above table was calculated through a detaled benefts analyss undertaken as part of the busness case that supported the bd to the DWP. Detals are provded n appendx 2. All benefts wll be revsted durng the busness analyss phase of the project. 4.3 t s proposed that benefts realsed n 2004/5 wll be used to support the Enterprse Fnance project mplementaton.

4 5 5.1 Proposed Way Forward t s antcpated that mplementaton wll commence n November Appendx 5 provdes a more detaled project plan. A potental tmetable s detaled below: The mplementaton s dependent upon the degree of stablty of the new World applcaton, the sze of backlogs followng mgraton and the speed wth whch staff adapt to the World applcaton. n order to mtgate the dependency on the above project mplementaton wll be ncremental and adaptable to changng crcumstances. The e-government Dvson wll provde the Revenues & Benefts Dvson wth a Senor Consultant to manage the project and two busness analysts to provde support. A full breakdown of requred Councl resources s provded n Appendx 4. The Head of Revenues & Benefts wll act as the Project Sponsor and wll retan overall responsblty for the project. The project wll follow the agreed project management arrangements for all Smart Cty projects, wth a Project Board beng formed reportng through the Major Project Board. Monthly consultaton meetngs wll be held wth the Trade Unons through the Departmental Jont Consultatve Commttee. n addton the project wll co-ordnate closely wth other corporate projects such as; Customer Servces, Ratonalsaton of Offce Accommodaton and Electronc Records Management. One of the delverables of the project s an mplementaton model that can be used as gudance for other servces. Therefore Revenues and Benefts wll act as a prototype for nformng developments n other Councl servces. Recommendaton t s recommended that the Executve of the Councl: note that ths report was consdered by the Smart Cty & CT Partnershp Soundng Board on 23 September 2003, agree to the selecton of Comno as the suppler for the electronc document management system for Revenues & Benefts, agree that benefts realsed from ths project n the 2004/5 fnancal year wll be used to support mplementaton of the Enterprse Fnance Smart Cty project and agree to the proposed project plan as outlned wthn ths report. L Drector of Corporate Servces

5 Appendces Contactl tel Wards affected Background Papers 1 - Evaluaton Summary 2 - Benefts Case. 3 - Rsk Regster. 4 - CEC Resource Plan. 5 - Draft Project Plan Mke Peterson, Head of Revenues & Benefts, mke. petersonaedn burg h.gov. uk Andrew Unsworth, Head of e-government, and rew. u nsworthaed n bu rc h.gov. u k All DWP Bd for Fundng nvtaton to Tender Benefts Analyss Tender Scorecards

6 APPENDX 1 EVALUATON SUMMARY Consoldaton Prm (1 "5 years) f?z6fj,wq7 &Q7,253 E31 6,BB E334,274 prce Smre tae % ma Total Adjusted $are, 73 2 s Rank Preferred Tender Comno Qualty Consoldaton ,Project Managament TOTAL

7 /APPENDX 2 THE COST- BENEFTS ANALYSS (f000 s)(all costs and benefts relate to the Revenues & Benefts Dvson. No consderaton has been gven to fundng avalable. Costs nclude both Councl Tax and Beneft processes) Fnancal Analyss Proect Management 44 Software 100 Hardware 71 Optonal Software 39 mplementaton 167 SX3 ntegraton 31 Change Management 109 Total Costs Flng Data retreval Photocopyng Performance Management Telephone Calls Accommodaton PCS Total Benefts Cumulatve Benefts

8 APPENDX 2 THE COST- BENEFTS ANALYSS (f000s) Benefts Realsaton

9 APPENDX 2 THE COSTBENEFT- PERFORMANCE MPROVEMENTS These servce mprovements wll be revsted durng the busness analyss stage of the project. n addton Customer Servce, Accuracy and Staff Morale benefts wll also be addressed. Current Current

10 APPENDX 3 RSK REGSTER The Councl has undertaken a detaled rsk assessment and wll contnue to add to the rsk regster as the project progresses. These rsks wll be bult nto plannng and revew arrangements. 3usness Catcuaton of ncomng & outgong mal /olumes j may be ncorrect. Low Medum Re-calculate fgures. j Transfer the rsk to Supplers Rsk that new system does not ntegrate lnked to acceptance testng and Hgh Systems { wth core system Low penaltes. Servce ssues wll be j addressed through contngency plans. j Transfer the rsk to Supplers lnked to acceptance testng and systems 1 Mgraton of new system s delayed Medum Low penaltes. Servce ssues wll be j addressed through contngency ; : plans. system Problems occur wth core system followng [ ; mgraton Hgh Medum Ensure new system has suffcent beddng n perod 1 Complance wth Data Protecton Act j On-gong lason wth Councl requrements may lead to a dfferent -egslatve j ; approach and may lmt what can be Medum Medum 1 Solctor and BT and wth j Scottsh Executve. acheved. 1 Verfcaton Framework affects full potental 1 Effectve project management n Legslatve Hgh 1 Fal to realse all benefts n accordance Benefts j Medum j wth tmescale Medum 1 partcular tmng Establsh clear plans for Medum j realsng benefts j Establsh a Benefts Realsaton / Level of benefts assocated wth the Team. Utlse desgn stage to Benefts ; nt~odu~jon of EDM may be lower than \ Medum Medum ensure new processes are estmated algned wth the estmated ; j benefts. Y r 1 Rsk that mplementaton costs ncrease on CEC sde de to rsk of underestmatng mplementaton Ensure detaled plannng and the antcpated CEC Medum resourcng - for. project Hgh resource avalablty j management and change management. 8 mplementaton CuRural resstance by staff & managers 1 Hgh mplement change management Medum / programme Transfer the rsk to Sumlers lnked to acceptance testng and mplementaton Management and performance of sub Hgh Medum 1 penaltes. Servce ssues wll be j cantractors addressed through contngency f j 1 plans. System falure resultng n nablty to mplementaton ; Hgh Medum Establsh contngency plan delver servce. j Ensure that approprate securty Rsk of theft ts data or msuse of data held ; n place. Tranng n data Securty j on the system by CEC staff or another Low Ow party. j protecton ssues for CEC staff 1 j to be provded. j Ensure that approprate securty j Rsk of delberate or unntentonal msuse n place. Tranng n data Securty ; of new system, system components or j Low protecton ssues for CEC staff assocated materals by CEC staff, E 1 to be provded.

11 System Performance Future Requrements Future Requrements Future Requrements Tranng Provson Tranng System Falure L Rsk to system avalablty through the j servce beng unavalable or that the Hgh Medum performance of the system s beow agreed levels. Rsk of addtonal cost n relaton to changng departmental requrements Low Low throughout the term contract. j Rsk that technology s not refreshed to reman up to date and effcent wth regard j Medum Low to the project requrements. j Rsk of mantenance provson of applcaton and hardware, Rsk assocated wth staff requrng tranng j who are also requred for servce provson. Tranng affected by delays n mplementaton Rsk of falure to provde approprate back- [ up, contngency. 1 Medum Medum Medum Hgh 1 Medum Medum Hgh Low Transfer the rsk to Supplers lnked to acceptance testng and penaltes. Servce ssues wll be addressed through contngency plans. Assess, as far as possble, future departmental requrements at ths stage n the process. Use of operatonal ponts. Transfer the rsk to Supplers lnked to acceptance testng and penaltes. Servce ssues wll be addressed through contngency plans. Transfer the rsk to Supplers lnked to acceptance testng and penaltes. Servce ssues wll be addressed through contngency plans. Establsh nterm servce provson optons Draw up contngency tranng plan Transfer the rsk to Supplers lnked to acceptance testng and penaltes. Servce ssues wll be addressed through contngency plans.

12 ~ ~ _ 1- APPENDX 4 - RESOURCE PLAN The resource plan s calculated over a full year. Although the actual mplementaton of EDM nto Revenues & Benefts wll only last 5 months, pre and post mplementaton tasks take the whole project lfe cycle to a full year as shown n the project plan n Appendx 5. Project Management /System set up and confguraton 1 1 User lason 220 /Change management and communcaton Data analyss 1,Reference ponts ~Ser work groups 1 System Set-up andtonfguraton Traners. responsble for tranng staff - Acceptance Testng. Test Product upgrade 8 new releases -.L f24,210 29,596 15,404 Contngency Tranng &

13 ? APPENDX 5 - PROJECT PLAN - (Draft 2003/2004) Report to PSB Sgn Contract Project Set Up & Admn Busness Analyss System Buld a 111 Phase1 System nstallaton System Data Confguraton Tranng and System Set up Acceptance Testng Go-Lve P rmess Re-eng nee r ng Phase2 l- Benefts realsaton Plan Project Revew 1 Corporate Roll Out Change Management 9 The above project plan s entrely dependent on preferred mplementaton methods and other projects such as mgraton. Ths wll be revsted at the project set up stage.

14 Agenda tem: Executve of 7 October 2003 Report ttle: Electronc Document Management n accordance wth the Councl s consttutonal arrangements, the contents of ths report have been noted by the approprate Executve Member. Wthout prejudce to the ntegrty of the report, and the recommendatons contaned wthn t, the Executve Member expresses hdher own vews as follows: For nformaton - Paragraph 8.2 of the Councl s Consttutonal Arrangements states: Offcers wll contnue to prepare reports, wth professonal advce and recommendatons, on matters requrng decsons by the Executve: P a report seekng decsons on matters of corporate strategy, corporate polcy and corporate projects wll be submtted drect to the Executve > a report seekng decsons on matters relatng to the specal responsbltes allocated to an ndvdual member of the Executve wll be submtted, n the frst nstance, to that member. The member wll add hs or her own recommendaton to t before submsson to the Executve. Where the Executve member dsagrees wth the advce and the recommendaton of the offcers, the Executve member wll also state hs or her reasons. From - Captal Cty Government - The New Arrangements (Appendx 2 - Consttutonal Arrangements) - agreed at Full Councl 18 May 2000.