Agenda and minutes

Venue: Committee Rooms - West Wing, Guildhall

Contact: Paige Upchurch  Email: paige.upchurch@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Hugh Morris.

 

 ...  view the full minutes text for item 1.

2.

Members' Declarations under the Code of Conduct in respect of items on the agenda

Minutes:

There were none.

 ...  view the full minutes text for item 2.

3.

Minutes of the previous meeting pdf icon PDF 92 KB

To agree the public minutes of the meeting held on 31 May 2018

 ...  view the full agenda text for item 3.

Minutes:

The Sub Committee considered the minutes of the last meeting held on 31st May 2018.

 

RESOLVED: That the public minutes of the meeting held on 31 May 2018 be approved as an accurate record.

 ...  view the full minutes text for item 3.

4.

Outstanding actions from previous meetings pdf icon PDF 58 KB

Joint report of the Town Clerk and Chamberlain

 

 ...  view the full agenda text for item 4.

Minutes:

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

 

In respect of item 5 (GDPR Mazars Audit), the Comptroller & City Solicitor advised Members that a draft report had been received from Mazars and shared with the Chairman but was still being considered to ensure there were no inaccuracies.  The Comptroller & City Solicitor added that the report referenced the City Corporation’s material compliance with the General Data Protection Regulation (GDPR) and the issue of uniform retention schedules, a matter that had previously been considered by the Sub-Committee.  It was noted that the final report, with comments, would be submitted to the September meeting for consideration.

 

RESOLVED – That the list of outstanding actions from previous meetings be noted.

 ...  view the full minutes text for item 4.

5.

Work Programme for future meetings pdf icon PDF 59 KB

Joint report of the Town Clerk and Chamberlain

 ...  view the full agenda text for item 5.

Minutes:

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 January 2019.

 

RESOLVED – That the rolling programme of reports to the Sub-Committee be noted.

 ...  view the full minutes text for item 5.

6.

Interactive Digital Session - Billingsgate Market App

Verbal report of the Chamberlain

 ...  view the full agenda text for item 6.

Minutes:

The Sub-Committee received an interactive demonstration, from the Billingsgate Market Manager, of the Piranha mobile stock control app which was in-use at Billingsgate Market.

 

Members were advised that the app had been only recently been introduced in an effort to streamline administrative processes in respect of the requisition and allocation of stock which had previously involved a lot of paper work and manual data entry.  Whilst the impact of the app was yet to be properly known, it was expected to save approximately one hour per week due to a reduction in manual entry tasks and enhanced stock control.  In respect of costs, it was noted that in addition to the set-up cost of £2,627.06 and £120 per device, there was also an annual fee of £2,735 which was not cost prohibitive and allowed the app to be used across all of the City Corporation’s markets.

 

In response to a question, the Market Manager commented that the app was not integrated with any internal financial systems or corporate solutions such as CBIS but that this would be preferable in the future.  In noting that the app was not a bespoke product, albeit it had been developed to appropriately meet the Market’s needs, the Chairman commented that use of a ‘buy not build’ product on this occasion had been the best solution.

 

RESOLVED – That the update in respect of the Piranha app be noted.

 ...  view the full minutes text for item 6.

7.

IT Transformation Programme - Update Report pdf icon PDF 100 KB

Report of the Chamberlain

 ...  view the full agenda text for item 7.

Minutes:

The Sub-Committee received a report of The Chamberlain regarding an update on the IT Transformation Programme which included the end-user device refresh, the Local Area Network (LAN)/Wi-Fi, Fileservers and Citrix and GJR exit.

 

Members were advised that the Desktop Transformation element of the Programme was now complete and the Network Programme was proceeding to budget and plan.  The IT Director commented that projects would now be prioritised in accordance with the allocated funds.

 

A Member commented that it was important for the business benefits and outcome focus of all work streams to be set out for Members in future reports to the Sub-Committee so Members could be clear as to how technology was aiding the City Corporation’s business outcomes.  The Chairman commented that this tended to be reported at the Gateway 7 stage to the Projects Sub (Policy & Resources) Committee and therefore all future Gateway 7 reports which involved IT projects should also be submitted to the Information Technology Sub-Committee for information.

 

In response to a question regarding delays to progress as a result of installation challenges, the Head of IT Projects commented that the division had been working hard to address those challenges by highlighting the on-going cost implications arising from delayed works with specific individuals.  It was added that the City Surveyor was aware of the matter and happy to assist, where possible, in respect of the City Corporation’s operational sites. Members stressed that on-going difficulties must be flagged to the Sub-Committee particularly where there would be cost implications.

 

RESOLVED – That the IT Transformation Programme Update report be noted.

 ...  view the full minutes text for item 7.

8.

IT Division - IT Service Delivery Summary pdf icon PDF 836 KB

Report of the Chamberlain

 ...  view the full agenda text for item 8.

Minutes:

The Sub-Committee received a report of The Chamberlain regarding the City Corporation’s IT service delivery throughout May 2018 and performance against a number of Key Performance Indicators (KPIs) during this period including telephony availability, customer satisfaction and network availability.

 

The IT Director commented that there was an increased focus was on customer satisfaction and referred to the performance dashboard and trend graph within the report to highlight how customer satisfaction had increased. It was noted that the dashboard currently focused on the City Corporation’s performance as the Police Transformation Programme was on-going. In response to a query regarding the proposal to move London Councils to the cloud environment, the IT Director advised Members that discussions were underway with London Councils Management as to how and when the move would take place.

 

RESOLVED – That the IT Service Delivery Summary report be noted.

 ...  view the full minutes text for item 8.

9.

Customer Relationship Management Project Update pdf icon PDF 91 KB

Report of the Chamberlain

 ...  view the full agenda text for item 9.

Minutes:

The Sub-Committee received a report of The Chamberlain regarding the Customer Relationship Management Project and the future timescales for implementation of City Services and City Dynamics.

 

A Member commented on references within the report to the “approaching General Data Protection Regulation (GDPR) legislation” when the new legislation had now been introduced. It was suggested that the report failed to give regard to the Data Protection Act 2018, which took a wider view on data protection issues beyond GDPR and assurances were sought that this was not the case.

 

Further comments were made in respect of the decommission of CRM 2011 and a query was raised regarding the decommissioning of the infrastructure which, was secondary to the cleansing and deletion of non-compliant data, as this seemed to be an unnecessary procedure.

 

With regards to the decision that had already been taken that no Contact Centre customer data from CRM 2011 would be migrated to City Services and customers would be asked to sign up for a new account and give express consent to hold their data, in line with GDPR, clarification was sought as to whether this included personal data or transactional data only. In response, the IT Director informed Members that full consent would be requested where members of the public were entering data that would be stored for three years but where no accounts were created, the data would not be held.  requests.  It was further commented that all transactional data would be anonymised for analysis purposes.  In respect of customer data that had been provided prior to 2013, clarification was sought as to how that data would be managed.

 

In light of the comments raised by Members and requests for clarification regarding the reconciliation of personal data held or deleted as a result of the City Services and

 ...  view the full minutes text for item 9.

10.

Guildhall Workplace Utilisation Programme - Update Report pdf icon PDF 65 KB

Report of the Town Clerk, Chamberlain and City Surveyor

 ...  view the full agenda text for item 10.

Minutes:

The Sub-Committee received a joint report of The Town Clerk, The Chamberlain and the City Surveyor regarding the Guildhall Workplace Utilisation Programme.

 

The City Surveyor commented that the City Surveyor’s department was working closely with the IT division and Human Resources to progress each of the workstreams and, despite some delays, the IT Transformation Programme was producing good outputs, particularly with regards to remote working which was tested during the bad weather in early 2018 and the anticipated decant from Walbrook Wharf by the end of 2018.

 

With reference to the focus of the Agile Working Group on the introduction of new ways of working with new technologies and a shift of culture around behaviours and expectations, the Chairman commented that this report had been submitted to the Sub-Committee due to the significance of having the right IT Infrastructure in place across the City Corporation.  It was noted that investment into the project would continue to deliver important outcomes and better, more flexible ways of working across the organisation.

 

 

RESOLVED – That the report, and the progress being made in respect of the Guildhall Workplace Utilisation Programme, be noted.

 ...  view the full minutes text for item 10.

11.

Questions on matters relating to the work of the Sub Committee

Minutes:

Patching and laptop updates

The Chairman mentioned that, during an earlier meeting of another committee a laptop, which was in-use for presentational purposes, had started updating halfway through a presentation.  Officers were asked if it was possible to delay automatic updates, so meetings were not disrupted.  The Director of IT commented that City Corporation laptops were subject to patching on an automated basis but communications around the patching timetable and scope to delay updates would be explored.  

 ...  view the full minutes text for item 11.

12.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

 ...  view the full minutes text for item 12.

13.

Exclusion of the Public

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.

 ...  view the full agenda text for item 13.

Minutes:

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.

 

 

                       

 

 ...  view the full minutes text for item 13.

14.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on31 May 2018

 ...  view the full agenda text for item 14.

Minutes:

The Sub-Committee considered the non-public minutes of the meeting held on 31 May 2018.

 

RESOLVED: - That the non-public minutes of the meeting held on 31 May 2018 be approved as an accurate record.

 ...  view the full minutes text for item 14.

15.

Outstanding actions from non-public minutes of previous meetings

Joint report of the Town Clerk and Chamberlain

 

 ...  view the full agenda text for item 15.

Minutes:

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.

 

RESOLVED:- That the report be noted.

 ...  view the full minutes text for item 15.

16.

CR 16 Information Security Risk

Report of the Chamberlain

 ...  view the full agenda text for item 16.

Minutes:

The Sub-Committee considered a report of the Chamberlain regarding CR16 information risks.

 

 ...  view the full minutes text for item 16.

17.

IT Transformation Programme - IT Strategy Update Report

Report of the Chamberlain

 ...  view the full agenda text for item 17.

Minutes:

The Sub-Committee received a report of the Chamberlain regarding the City of London Corporation and City of London Police IT Strategy.  The Chairman, having reviewed the content of the report and with the Sub-Committee’s agreement, moved the report into the public domain whilst the appendices to the report remained not for publication.

 

The IT Director explained that this item had been brought back to the Sub-Committee as Members had not previously had the opportunity to consider the Executive Summary and Design Principles (Appendix 1) and there had been a number of inconsistencies between the City of London Corporation and City of London Police strategies.  The Chairman commented that the points made in the previous meeting had now been sufficiently addressed.

 

With reference to the inspection regime and whether the City of London Police should have a separate IT Strategy, Members were advised that a separate document was not necessary so long as it adequately demonstrated the City of London Police’s approach to managing specific risks and planning for future business and operational needs.   

 

RESOLVED: - That the updated City of London Corporation and City of London Police IT Strategy and Roadmaps be approved.

 

 ...  view the full minutes text for item 17.

18.

Planning and Regulatory Services Casework Management System (PRSCMS) Project - Gateway 3/4 Options Appraisal

Report of the Director of Markets and Consumer Protection and Director of the Built Environment

 

 ...  view the full agenda text for item 18.

Minutes:

Members considered a Gateway 3-4 Detailed Options Appraisal report of the Director of Markets and Consumer Protection and the Director of the Built Environment relative to the Planning and Regulatory Services Casework Management System (PRSCMS) project.

 

 ...  view the full minutes text for item 18.

19.

IT Division Risk Update

Report of the Chamberlain

 ...  view the full agenda text for item 19.

Minutes:

The Sub-Committee considered an update report of The Chamberlain regarding IT Divisional risk.  Members agreed that the report should not be exempt from publication and the report therefore moved into the public domain.  Given the level of detailed discussion that Members wished to have, the item was considered in the non-public section of the meeting on the basis that the details within the appendices to the report remained not for publication.

 

RESOLVED:- That the recommendations in the report be approved and a further recommendation regarding CR-25 be approved.

 ...  view the full minutes text for item 19.

20.

National Policing Programmes - Update Report

Report of the Chamberlain

 ...  view the full agenda text for item 20.

Minutes:

The Sub-Committee received an update report of The Chamberlain regarding National Policing Programmes.

 ...  view the full minutes text for item 20.

21.

Briefing on the IDox Uniform Application Failure January 2018

Report of the Chamberlain

 ...  view the full agenda text for item 21.

Minutes:

The Sub-Committee received a report of The Chamberlain which provided a briefing on the City of London Corporation’s IDox Uniform Application and Planning Portal failure which began on 30th January 2018 and was resolved on 13th February 2018.

 

 ...  view the full minutes text for item 21.

22.

Waiver report - MDRS System Support for City of London Police

Report of the Chamberlain

 ...  view the full agenda text for item 22.

Minutes:

Members received a late report of The Chamberlain regarding a waiver application for an external contract extension.

 

 ...  view the full minutes text for item 22.

23.

Action taken between meetings

Report of the Town Clerk

 ...  view the full agenda text for item 23.

Minutes:

The Sub-Committee received a report of the Town Clerk which described the action taken under urgent authority since the last meeting.

 

 ...  view the full minutes text for item 23.

24.

Non-public questions on matters relating to the work of the Sub Committee

Minutes:

There were no non-public questions.

 ...  view the full minutes text for item 24.

25.

Any Other Business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded

Minutes:

There was no other non-public business.

 ...  view the full minutes text for item 25.