Agenda and minutes

Apologies were received from Tim Levene, Hugh Morris and Alderman Sir Andrew Parmley.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 10^th July 2018.

The Sub-Committee considered the public minutes and non-public summary of the meeting held on 10 July 2018.

Matters arising from the Minutes

A Member asked for feedback on the use of the Piranha mobile stock control app at Billingsgate Market. The IT Director answered that the considerations had been taking place on the cost effectiveness of the Piranha App and whether the App’s implementation at other markets would be appropriate. It was agreed that a report be presented to the next meeting of the Sub-Committee to provide Members with an update on the Piranha App.

Replying to a Members comment on GDPR and CRM the Chairman explained that it would be more suitable for these discussions to take place at the relevant items later in the agenda.

RESOLVED: That the public minutes and non-public summary of the meeting held on 10 July 2018 be approved as an accurate record.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings. The report also provided information of the Sub-Committee’s proposed work plan for forthcoming meetings.

RESOLVED – That the Outstanding Actions report be noted.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee received a report of the Town Clerk and The Chamberlain detailing those reports that were scheduled to be submitted to the Sub-Committee through to May 2019. The Chairman commented that the report displayed the considerable work which the Sub-Committee oversaw.

RESOLVED – That the Work Programme be noted.

Report of the Chamberlain

The Sub-Committee received a report of the Chamberlain on the approach for managing personal information across both City Dynamics and City Services. It was noted that the report was produced to answer Members queries at the last meeting of the Information Technology Sub-Committee.

RESOLVED- that the Customer Relationship Management Project Update be noted. 

Report of the Chamberlain

The Sub-Committee received a report of The Chamberlain regarding an update on the Change and Engagement Adoption plan. The report informed Members the since the IT transformation Programme completed in February 2018 there had been a steady increase in the adoption of new Office 365 technologies. The report also noted that IT Division continued to encourage further adoption including through the ‘Collaborate’ campaign and this would continue with the rollout of Microsoft Teams. The Head of Change and Engagement noted that there was an error in paragraph 2 and the ‘h’ should read ‘has’.

The Chairman highlight that the use of the Skype application was particularly useful for offsite working. A Member asked the IT team how best Members should organise the IT training and queried whether a more formal programme of training was due to be implemented. The director of IT clarified that Member training was planned to take place on a one to one basis on request by Members.

In addition, the Chairman highlighted the issue that City of London Corporation Licensing department wasn’t fully engaging with the SharePoint system. A Member noted that for some Members of City of London Corporation staff the use of applications such as Skype was not always practical due to working pattern.

Resolved- that the Change and Engagement Adoption plan be noted.

Report of the Chamberlain

The Sub-Committee considered a report of the Chamberlain on the Applications Management Strategy proposed by the IT Division for the City of London Corporation (‘CoL’) and the City of London Police (‘CoLP’). Officers explained that the Strategy had previously been agreed by the Police Projects board. The report advised that the proposed strategy aimed to maximise the value-for money that the CoL and CoLP obtain from their joint applications estate through ownership formalisation, estate consolidation and product optimisation. The Assistant IT director explained that the Applications Strategy had been agreed by Police Projects board and was presented to the Sub-Committee for Members views.

A Member queried if the endorsement of the Application Strategy would have any significant financial implications. The Assistant IT director explained that the Application Strategy was not expected to involve significant spending and was designed to limit wastage.

RESOLVED: - that –

      I.        The Sub-Committee agreed to endorse adoption of the Applications Management Strategy by CoL and CoLP as the overarching guide to the ongoing ownership, operation and enhancement of their joint applications estate; and

    II.        That authority be delegated to the IT Director to enable the implementation of the strategy in conjunction with senior officers and the heads of business units.

Report of the Chamberlain

The Sub-Committee considered an Outcome Report of the Chamberlain on the End User Device Refresh project. The Chairman highlighted the success of the project and thanked officers for achievements listed in the report. A Member noted the importance of laptops remaining at a low weight was key to mobile working continued practicality.

RESOLVED: -that-

      I.        that the Sub-Committee noted the lessons learnt; and

    II.        that the unspend from the hardware budget is used to refresh further aged devices; and

   III.        that following the purchase of the additional hardware, that the be closure of the project is agreed.

Report of the Chamberlain

The Sub-Committee considered a Gateway 2 report of the Chamberlain related to the Unified Communications Programme. The Chamberlain explained that the £50,000 spent outlined in the report was subject to consideration at the Recourse Allocation Sub-Committee.

A Member comment that the estimated cost quoted in the report was an unhelpfully wide range and queried if a more accurate range could be provided. The Chairman confirmed that the correct estimate was closer to £800,000-£1,200,000. The Member queried if the £1200,000 was within a budgeting structure. The Chamberlain confirmed that the spending was viewed as an investment which would save money in the long term and the funds had been ‘earmarked’ within the Medium Financial Plan.

It was noted by Members that there was no GDPR assessment included in the report and queried if this was a problematic oversite highlighting the potential for telephone conversations to be recorded. The Comptroller explained that specific GDPR assessments were only completed on high risk projects as directed by the ICO and that as telephone recordings were not a key element of the programme Unified Communications it was not considered a high-risk project. The Comptroller explained that a DDIA could be completed if deemed necessary.

RESOLVED- that the Sub-Committee approved the proposal set out in the Gateway report to initiate the Unified Communications Programme.

Report of the Chamberlain

The Sub-Committee received a report of the Chamberlain on the IT Division’s IT Service Delivery Summary. The IT director explained that IT Service performance had been good for both the City of London Corporation and City of London Police but that the IT division was committed to continuing high level of service. Furthermore, the IT Director explained that work had been undertaken to remove private Members’ cached email addresses from outlook but that this had proven to be problematic and that continuing communication to officers on the issue of using non-City of London Corporation email addresses was the most effective approach.

It was queried by a Member whether the root cause of the P1 incidents had been properly identified. In reply to this query the IT director that the Major Incidents Review’s identified the root cause in each of the P1 incidents. Replying to a question regarding the IT service delivery at London Councils the IT Director informed Members that this was due to aged infrastructure and that a transformation programme was now in place.

RESOLVED- that the IT Service Delivery Summary be noted.

Report of the Chamberlain

The Sub-Committee received a report of the Chamberlain providing an update on the IT Division Risk. The report provided a summary of the IT department’s risk’s including the status of current risks, progress made against previous risks and the new risks which had been identified. The Chairman noted the quality of the report and the work that had been done to refine the report on IT Division Risk. In addition the Chairman explained that the issues of GDPR and CR16 under items 14 and 27 respectively.

Resolved- that the IT Division Risk update be noted.

Report of the Chamberlain

The Sub-Committee considered a report of the Chamberlain on the Digital Declaration.

The report provided details of the national Government initiative and recommended that the City of London Corporation endorsed and formally signs up to. The report further informed Members that the Ministry for Housing, Communities and Local Government had set up a £7.5m fund for local authorities to bid for to develop digital ways of working, citizen engagement and skills development. The Chamberlain explained that by signing up to the Digital Declaration the City of London Corporation would become a early of adopters of the national Scheme and would represent an organisation commitment to working.

The Chairman highlighted the opportunity for the City of London Corporation to connect the Digital Declaration with the Lord Mayor elects proposed Digital Skills Strategy. It was further expressed by the Chairman a change the name of the Sub-Committee was appropriate to incorporate digital services to better represent the breath of work Sub-Committee would be likely to scrutinise. Members expressed board support for this potential change of name but noted that it should not be connected to a change to the Sub-Committee’s Terms of Reference.

Resolved- that the Sub-Committee recommendation to the Policy and Resources Committee that City of London Corporation should sign up to the UK Ministry for Housing, Communities and Local Government (MHCLG) Digital Declaration is agreed.

Report of the Comptroller and City Solictor

The Sub-Committee received a report of the Comptroller and City Solicitor which provided an update on the internal audit of phase 1 of the Corporation’s arrangements for compliance with the General Data Protection Regulation. The report highlighted that Oversight of GDPR is the responsibility of the IT Sub-committee and the Audit and Risk Management Committee. The Comptroller highlighted that Mazar’s report appended to the report was in draft but that the finalised report had been produced with no material differences. In addition the Comptroller provided an update on the issue of third party contractor’s compliance with GDPR explaining that the relevant departments had been informed of the issue and that the Comptrollers department had administered 120 data processing agreements with a further update expected in early 2019.

On the issue of GDPR training the Comptroller clarified that the 94% quoted in paragraph 20 of report was difficult to improve as staff moving departments, leaving or joining the City of London Corporation meant that in practice a higher percentage was unlikely to be achieved. In addition, Members were advised that 85% or over was considered a good industry standard.

A Member expressed a concern on the issue of GDPR compliance with bodies affiliated with the City of London Corporation but not formally within scope of the City of London Corporation’s GDPR oversite such as the City of London Academy Trust (COLAT). The Comptroller confirmed that the City of London Corporation would offer informal support to organisation such as the COLAT but responsibility for GDPR compliance with remain with the organisation’s information officer. Members highlighted that this was a potentially problematic issue as the City of London Corporation’s connection to these organisations caused a reparational risk if they were non-GDPR compliant. The Comptroller confirmed that a report would be produced and considered

Report of the Town Clerk

The Sub-Committee received a report of the Town Clerk on the design, build, support and hosting for new website. The report informed Members of the progress on the website project, specifically with relation to date of the tender process. The Sub-Committee noted that the website did not meet the City of London Corporation’s needs and did not reflect well on the City of London Corporation. The Director of Communications confirmed that a winning bid for the contract had been decided and that he would confirm the details of this winning bid following the exclusion of the public.

RESOLVED- that the report on the new website be noted.

Report of the Director of the Built Environment

The Sub-Committee received a report of the Chamberlain on the Gigabit City Programme. The report updated Members on the progress of the Gigabit City programme which aimed to improve wired and wireless connectivity in the Square Mile. The IT Director informed the Members that progress on this project has been good with the principal factor slowing progress had been engagement with certain landlords within the City of London but that legal advice had been sourced to resolve the issue.

RESOLVED- that the update on the Gigabit City Programme be noted.

Presentation.

The Sub-Committee received a presentation from the Director of the Law Enforcement Programme at the Home Office who updated Members on police and national programmes drivers and benefits. The presentation provided a detailed and comprehensive overview of the use of technology in law enforcement and these technologies could be used by forces such as the City of London Police.

A Member highlighted the issue of redundancies with the ANPR system when fully implemented. The Home Office representative replied that the NAS system was due to replace the APNR and would involve significant improvements. Members highlighted issue of broadband reaching areas such as basements in the City of London which had proven to have limited broadband connectivity. The Home Office representative explained that mobile base stations introduced to Police vehicle should enable better connectivity and in areas without broadband connectivity device to device networks would be used as a contingency.

The Chamberlain highlighted the opportunities provided by the Police National Enabling Programme but noted that the delays in the Programme’s delivery and the importance of the impact on financial planning.

RESOLVED- that the presentation be noted.

There were no questions.

There were no items of urgent business.

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the

public be excluded from the meeting for the following items on the grounds that

they involve the likely disclosure of exempt information as defined in Part I of the

Schedule 12A of the Local Government Act.

To agree the non-public minutes of the meeting held on 10^th July 2018.

The Sub-Committee approved the non-public minutes of the meeting held on 10 July 2018 as an accurate record.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee received a joint report of the Town Clerk and the Chamberlain which provided updates of non-public outstanding actions from previous meetings.

Report of the Director of Community & Children's Services

The Sub-Committee considered a Gateway 2 report of the Director of Community & Children's Services on the Housing Management System.

Joint Report of the Chamberlain and the Commissioner of City of London Police

To Follow

The Sub-Committee considered a joint report of the Chamberlain and the Commissioner of the City of London Police on the City of London Police IT Modernisation MTFP Provision Request.

Report of the Chamberlain.

The Sub-Committee considered a joint report of the Chamberlain on the City of London Corporation regarding IT Modernisation MTFP Provision Request.

Report of the Commissioner of the City of London Police

The Sub-Committee received a report of the Chamberlain and Report of the Commissioner of the City of London Police providing a Police Update Report. The report provided Members with an update on the position of each of the Home Office National Policing Programmes and local projects.

Report of the Chamberlain.

The Sub-Committee received the Issue Report of the Chamberlain on the IT Transformation Programme.

Report of the Commissioner of the City of London Police

The Sub-Committee received a report of the Chamberlain on the CR 16 Information Security Risk. The report provided a summary of the City of London Corporation’s cyber security polices and risk register.

Report of the Chamberlain

Members agreed to defer the 2020 Sourcing Project report to the next meeting of the IT Sub-Committee in January 2019.

There were no non-public questions.

The Chairman accepted a late report of the Chamberlain on Network Provision