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Venue: Committee Room 1 - 2nd Floor, West Wing, Guildhall

Contact: Rofikul Islam  Email: Rofikul.islam@cityoflondon.gov.uk

Items
No. Item

1.

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

Minutes:

There were no declarations.

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

2.

Apologies

Minutes:

Apologies were received from Deputy Keith Bottomley, Deputy Joyce Nash, Deputy Hugh Morris and James Tumbridge.  

 

 

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

3.

Minutes of the previous meeting pdf icon PDF 134 KB

To agree the public minutes and non-public summary of the meeting held on

5 July 2019.

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

Minutes:

 

RESOLVED: That the public minutes of the meeting held on 5 July 2019 be approved as an accurate record.

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

4.

Forward Plan pdf icon PDF 57 KB

Report of the Chamberlain.

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

Minutes:

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

 

RESOLVED – That the Committee notes the report.

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

5.

Design, build, support and hosting for new website pdf icon PDF 56 KB

Report of the Town Clerk.

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

Minutes:

The Committee received the report of the Town Clerk (Director of Communications) on the design, build, support and hosting for new website.

 

The report was provided to keep the Committee updated on the progress of the website project, as agreed earlier on in the year. The Digital Publishing and Content Strategy Lead informed the Committee that the Department has so far completed the design phases and is proceeding through the build phases with the intention to launch the testing phase soon. 

 

The search facility is currently being built. Members will be invited to test out the search engine before going live.

 

At present, the Department is working towards early 2020 to have all the contents ready and to go live in April 2020. This provides significant tolerance for unexpected issues to be resolved before the site must go live. The customer journey will be easier ensuring that it will not take no more than 3 or 4 clicks for the user to get to their desired page.

 

A Member asked how easy it will be for a user to find the “Contact Us” button. Officers reassured the Member that the “Contact Us” link will continuously appear on the footer of the page, throughout the users experience on the website. 

 

There was a discussion around making sure that the website provides users with positive and easier experiences. 

 

A Member asked if past complaints about the website had to been factored in the new design phase. The Committee were informed that all the past issues and complaints regarding the websites were addressed.

 

A Member asked if there was a budget for post-go-live analysis and improvement. The Committee were informed that there was a small amount for such work. Members were informed that the project has a green status and currently is on

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

6.

General Data Protection Regulation (GDPR/Data Protection Act 2018 - DPA) pdf icon PDF 72 KB

Report of the Comptroller & City Solicitor.

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

Additional documents:

Minutes:

The Committee received the report of the Comptroller & City Solicitor on the General Data Protection Regulation (GDPR/Data Protection Act 2018) (DPA)

 

The Comptroller & City Solicitor informed the Committee, that between 1 January 2019 to 22 August 2019 there had been 45 data breaches which were notified to the Data Protection Officer. Amongst the 45, 2 were deemed to be notifiable to the Information Commissioner's Office. The Information Commissioner's Office has responded to one of the data breaches suggesting that no further action needed to be taken but made recommendations which were implemented by the City, whilst the remaining identified breach is currently awaiting a response from the Information Commissioner’s Office.

 

Additionally, two Departments are yet to complete their retention schedules.  The Comptroller & City Solicitor Department is actively encouraging the departments to do more to protect their data. 

 

In terms of the data breach incident related to the secure bag containing a variety of documents in relation to a small number of data subjects being stolen, a Member asked if the bag was retrieved.  In response to this question, the Comptroller & City Solicitor agreed to look further into the matter and report back to the Committee in writing. A Member also asked if the training for employees included the fact that data privacy laws extend to information on paper. The Comptroller & City Solicitor confirmed that it was included.

 

RESOLVED: That Members are asked to note the report.

 

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

7.

Customer Relationship Management - Update pdf icon PDF 63 KB

Report of the Chamberlain.

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

Minutes:

The Committee received the report of the Chamberlain on the customer Relationship Management – update.

 

The report provided an update to the Committee on the Customer Relationship Management Project, which commenced in December 2017. Members were further informed that there are now capabilities for online payments, taking bookings and soon departments will be able to sell their products and services online.

 

RESOLVED: That Members are asked to note the report.

 

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

8.

IT Division - IT Service Delivery Summary pdf icon PDF 205 KB

Report of the Chamberlain.

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

Minutes:

The Committee received the report of the Chamberlain on the IT Division – IT Service Delivery Summary. The Committee were informed that Agilisys are working with IBM to ensure greater resilience and ensuring that the networks are not impacted in the future.

 

The Chairman enquired about the telephone line failures at the call centre. Members were informed that the service affected was triggered by planned power maintenance work by datacentre. Moving forward the City is now in a better position, to be well prepared with adequate resilience in place for such eventualities.

 

A Member asked how extensive this P1 incident was and if all the due processes were followed.  Officers confirmed to the Committee that the department has a Change Approval Board in place and in the event the incident is critical then the incident undergoes a major incident review process.

 

Members were further informed that the DR test will now be carried out on a rolling basis Furthermore, Members were informed that whenever such tests are done, the department explores the timing for tests and changes to ensure that there are lowest possible service disruptions across the City of London.

 

It was agreed that a paper on the Change Process will be presented to the Committee at a future meeting. 

 

RESOLVED: That Members are asked to note the report.

 

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

9.

IT Division Risk Update pdf icon PDF 207 KB

Report of the Chamberlain

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

Minutes:

The Committee received the report of the Chamberlain on the IT Division Risk Update. Members were informed that there are 3 corporate risks at present. 

 

RESOLVED: That Members are asked to note the report

 

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

10.

Implementing the Application Management Strategy - the Application Road map pdf icon PDF 328 KB

Report of the Chamberlain.

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

Minutes:

The Committee received the report of the Chamberlain on the Implementing the Application Management Strategy – the Application Roadmap. The Committee were informed that theChamberlain have developed a high-level Application Roadmap.

 

Members were further informed that the City of London along with other stakeholders manages around 300 Applications.  The Chamberlain’s department is ensuring that all the Applications are supported, updated and if not in use ensuring a smooth retirement of the Applications. The full road map will be presented at a future meeting.

 

A Member asked if there are any ways of monitoring the usage of the Applications. The Committee was told as part of application management process, all the Applications usages are monitored thus as a result, if an Applications are not in use for 90 days the Application would become ineffective in the installed devices.

 

There was also a mention that a discussion around the future of Oracle version 12.1 needs to take place.  Officers agreed that this will be addressed in the future too.

 

RESOLVED: That Members are asked to note the report.

 

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

11.

Smart Working and Accommodation - Presentation pdf icon PDF 559 KB

The City Surveyor to be heard.

 

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

Minutes:

The Committee received a verbal update from the City Surveyor on the smart working and accommodation. Members were advised that the project was initiated in 2016, however, since 2018 the City Surveyor’s department has been taking a lead with the project. The immediate focus has been on accommodating the move of people currently housed at the Walbroke wharf site into the Guildhall complex.

 

The City Surveyor’s department is now working towards delivering smart working with greater efficiency, modern and agile use of office space. Works has started in the Guildhall Complex by the implementation of clean desks policy and reduced linear storage.

 

The Chairman commented that there needs to be an element of flexibility around agile working with providing greater IT support. Members were assured that the laptops have allowed the City to provide staff with agile working. There are fissures in service which needs to be addressed in order to add value to the services that are in existence. As we go through the transition process, we will require time to smooth up the processes with investments, priorities and enablement.

 

One of the key challenges is that this is a lengthy project with a timeline of 3 to 5 years.

 

RESOLVED – That the Committee notes the verbal update.

 

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

12.

Questions on matters relating to the work of the Sub Committee

Minutes:

There were no questions.

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

13.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

14.

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 14.

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 14.

15.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 5 July 2019.

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

Minutes:

The Committee approved the non-public minutes of the meeting held on Friday, 5 July 2019

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

15a

HR Integrated Time Management and e-Expenses G5 Issues Report

Minutes:

The Committee received the report of the Commissioner of the City of London Police on the HR Integrated Time Management and e-Expenses.

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

16.

Outstanding actions from non-public minutes of previous meetings

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

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

 

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

17.

Guildhall Workplace Utilisation Programme - Smart Working Update Report

Report of the City Surveyor.

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

Minutes:

The Committee received the report of the City Surveyor on the Guildhall Workplace Utilisation Programme – Smart Working Update Report.

 

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

18.

CR 16 Information Security Risk

Report of the Chamberlain.

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

Minutes:

The Committee received the report of the Commissioner of the City of London Police on the CR 16 Information Security Risk.

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

19.

Police IT Update Report

Joint report of the Chamberlain and the Commissioner of the City of London Police.

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

Minutes:

The Committee received the joint report of the Chamberlain and the Commissioner of the City of London Police on the Police IT – Update Report.

 

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

20.

National Enabling Programme Deep Dive Presentation

Director of IT to be heard

 

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

Minutes:

21.

2020 Sourcing Programme

Assistant IT Director to be heard.

 

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

Minutes:

22.

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 22.

23.

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 23.

 


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