Nottingham City Council Delegated Decision

Transcription

1 Nottingham City Council Delegated Decision Reference Number: 1269 Author: Richard Allen Department: Resources Contact: Richard Allen (Job Title: Programme Manager, Phone: ) Subject: Total Value: Server Upgrades 29,950 (Type: Revenue) Decision Being Taken: 1. To purchase new server hardware and associated software, including the Northgate Retention and Destruction module. 2. To grant dispensation from paragraph of the Contract Procudure Rules in accordance with Financial Regulation 3.29 to purchase the retention and destruction module and associated implementation directly from Northgate. Reference Number: 1269, Page No: 1 of 5

2 Reasons for the Decision(s) The reasons for this being required is as follows: 1. Essential upgrade of the It is currently operating on an unsupported version. Northgate de-supported V4.6*, when V4.8* was released and Microsoft have withdrawn support for SQL Server Remove the risk of the server running on unsupported IT platform and impact on service delivery. 3. The upgrade will provide functionality improvements including speed of IT responsiveness, improved and speedier record search facilities. 4. Ensuring documents aren't retained beyond their legal limit and release storage capacity. There are over 7 million documents in the system. Space on both the database and cache server will be made available, improving application and user performance. 5. Improved performance: The upgrade and system enhancements will improve system performance, including searches, batch jobs and access to images. The latest upgrades provide all the functionality that would be expected from an up to date service delivery product ,950 is allocated for planned upgrades. The costs are outlined below: - Northgate technical support for the Images Server replacement and Retention & Destruction Module: 10,000 - Annual support and maintenance for Servers ( for 5 years) and Northgate Retention & Destruction module (for 3 years) : 11,000 - Purchase of the Northgate Retention and Destruction software product: 8,950 The proposed enhancements will improve system performance, including searches, batch jobs and access to images. The proposed upgrades will provide all the functionality that would be expected from an up to date service delivery product. Reference Number: 1269, Page No: 2 of 5

3 Other Options Considered: This upgrade is required to support and improve the core IT functionality of the Revenues and Benefit Service. The Service relies upon Northgate Revenues and Benefit products for providing these services. To consider other options would require the service to completely reassess the IT infrastructure for the Revenue and Benefit service, this would require a full procurement exercise and substantial changes to the core IT systems the service currently uses. This upgrade, is in effect, a maintenance requirement that also affords the service to implement additional functionality and therefore no other option has been considered. To do nothing will place the Council at risk as follows: Should the unsupported servers fail, this will cause maximum disruption to the Service. The Council will require substantial additional costs in order to source the necessary technical support that will ensure the core IT infrastructure works again. The down-time encountered by the service will impact upon performance and productivity. Continuing to use outdated software reduces the service's ability to improve. Retaining information beyond the legal timeframe is unnecessary. The service has considered alternatives to the server replacement including the use of "cloud" technology to determine if this would be more cost effective and suitable. The IT service have advised that this is not a developed option or solution at this time and therefore have not recommended this option is persued. Background Papers: The Council's Revenues and Benefits Service comissioned a series of IT Healthchecks in 2013 which were undertaken to ensure the effective maintenance and running of the Northgate Public Services software, whose system is used for Council Tax, Non-Domestic Rates and Document Management. The resulting Healthchecks identified that the server for the 'Images' system requires upgrading in order to ensure that it is maintained and fully supported. The Healthcheck also recommended that in order to optimise the 'Images' software performance and to ensure that documents are not retained unnecessarily that a suitable Retention and Destruction module to remove documentation is implemented. Published Works: Affected Wards: Citywide Colleague / Councillor Interests: Reference Number: 1269, Page No: 3 of 5

4 Dispensation from Financial Regulations: Yes Consultations: Those not consulted are not directly affected by the decision. Crime and Disorder Implications: None Equality: EIA not required. Reasons: Will benefit all citizens Decision Type: Portfolio Holder Subject to Call In: Yes Call In Expiry date: 03/02/2014 Advice Sought: Legal, Finance, Procurement, IT Legal Advice: The recommendations in this report raise no significant legal issues. It is understood that part of the new server hardware and software will be provided by the IT Infrastructure team who will create the required virtual servers and internally re-charge the costs to the Revenue and Benefits team upon implementation. On the basis that obtaining the retention and destruction module directly from Northgate, the existing service provider, will reduce risks posed and potential costs to the Council, and that it will ensure continued and improved functionality of the existing system without disruption, dispensation from paragraph of the Contract Procedure Rules in accordance with Financial Regulation 3.29 is supported. Legal Services will assist where necessary with respect to any contractual requirements. Dionne Hickling Solicitor Contracts and Commercial Team 14th January 2014 Advice provided by Dionne Claire Hickling (Solicitor) on 16/01/2014. Reference Number: 1269, Page No: 4 of 5

5 Finance Advice: The total external cost of this proposal is 29,950. The sevice has identified an underspend in 2013/14 in respect of the Welfare Rights mainstream budget that will be used to fund this proposal. There is also an addition internal recharge to Revenues and Benefits from IT of 82,155 for the build work associated with the virtual servers. This will also be funded from the Welfare Rights mainstream budget. It should be noted that this is an internal transfer and does not involve any additional external expenditure. Note the proposal for dispensation from paragraph of the Contract Procudure Rules in accordance with Financial Regulation 3.29 to purchase the retention and destruction module and associated implementation directly from Northgate. Advice provided by Steve Hales (Finance Analyst) on 15/01/2014. Procurement Advice: The request for dispensation from Financial Regulations is supported due to the reasons provided (Council at risk from continuing to operate on an unsupported platform, increased efficiencies and deploying the Document Retention and Destruction module will ensure documents are not being kept beyond their legal retention period) aand the fact that the Council cannot obtain the upgrades from another source. Therefore, there are no significant procurement concerns with this proposal. Advice provided by Rosalie Parkin (Category Manager) on 06/12/2013. IT Advice: Acquisition of servers is supported by the IT Service to enable the improved operation of services. Paul; J. Burrows, IT Strategy Manager, Ext , 8 Jan Advice provided by Paul J. Burrows (Strategy Manager) on 08/01/2014. Signatures Graham Chapman (PH for Resources and Neighbourhood Regeneration) SIGNED and Dated: 27/01/2014 Carole Mills (Deputy CE, CD of Resources & CFO) SIGNED and Dated: 24/01/2014 Carole Mills (Deputy CE, CD of Resources & CFO) - Dispensation from Financial Regulations SIGNED and Dated: 24/01/2014 Chief Financial Officer's Comments: Reference Number: 1269, Page No: 5 of 5