Agenda item

Urgent Item - ICT Joint Strategy

Minutes:

The Deputy Chief Executive submitted a report that presented Members with the Information and Communications Technology (ICT) Joint Strategy.  The Strategic ICT Partnership Manager gave a PowerPoint presentation on the proposals.  He said that the report had already been before the Executive at Stevenage Borough Council and would be submitted to East Herts in December 2019.

 

The ICT Manager referred to ageing IT equipment and infrastructure and said that there had been underinvestment in IT.  He said that there had been no oversight of applications and there was a need to reduce complexity in terms of hardware and the number of applications and devices in use.

 

The ICT Manager believed that there had been no oversight or clear governance of IT until 9 months ago and there had been an unsustainable capital underinvestment in IT for 10 years.  He said that neither East Herts nor Stevenage was benefiting from the reduction in ICT costs that would be gained by partnership working.  Members were advised that a 2 person team had been set up within the ICT service to manage the security network and oversee email and web filtering.  He emphasised that 90% of outgoing emails were now encrypted.

 

The ICT Manager detailed some key benefits of a shared ICT Service including less reliance on multiple passwords, more cloud based operations and replacement of storage solution equipment and switching equipment that was 13 years old.  He detailed where investment would be made in key infrastructure including microwave solutions and a 24/7 web based solution.

 

The Members were presented with a slide as part of the presentation that displayed lifecycles for technology in use at the Council.  He mentioned Office 365 and detailed the governance arrangements for ICT going forward.  He said that the Leadership Teams at both Councils would be considering reports regarding capital and revenue budgets for the ICT Joint Strategy.  Members were advised of a number of measures of success including empowering customers and benefits in respect of better security and preventing cyber-attacks.

 

Councillor D Hollebon was assured by the ICT Manager that both East Herts and Stevenage Officers had consulted the Society for Innovation, Technology and Modernisation (SOCITM) for advice.  Councillor Hollebon said that Essential Reference Paper ‘A’ was missing any information regarding Health and Wellbeing – Issues and Impacts.  The Deputy Chief Executive said that this would be altered before the Executive meeting.

 

Councillor D Snowdon commented on the use of 2 data centres.  The ICT Manager said a move to cloud based solutions would reduce the reliance on 2 data centres and cost based decisions could be made as to how much was stored at these centres.  The Deputy Chief Executive commented on laptops for Officers by the end of the 2019/20 financial year, subject to usage rules.  She said that the budget was already in place to transform the ICT network and avoid future significant outages.

 

In response to a comment from Councillor S Bell regard Microsoft Teams and potential savings, the ICT Manager said that Office 365 was a significant investment and, once installed, it should be championed and used extensively as this would reduce costs.  Councillor S Bull commented on device speeds and difficulties with multiple passwords.  The ICT Manager stated that Office 365 allowed single sign on which would reduce the need for multiple passwords for Officers and Members.

 

Councillor I Devonshire moved and Councillor H Drake seconded, a motion that the Executive be advised that delegated authority should be given to the Deputy Chief Executive, in consultation with the Head of Legal and Democratic Services and the Head of Strategic Finance and Property, to negotiate and agree a new ICT Shared Service Agreement with Stevenage Borough Council.  After being put to the meeting and a vote taken, this motion was declared CARRIED.

 

RESOLVED – that the Executive be advised that delegated authority should be given to the Deputy Chief Executive, in consultation with the Head of Legal and Democratic Services and the Head of Strategic Finance and Property, to negotiate and agree a new ICT Shared Service Agreement with Stevenage Borough Council.

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