Agenda and minutes

Apologies were received from Caroline Haines and Deputy James Thomson.

Caroline Haines and James Tumbridge observed the meeting virtually.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 24 July 2024.

RESOLVED - That the public minutes and non-public summary of the meeting held on 24^th July 2024 be approved as an accurate record.

Report of the Chamberlain.

The Committee received a report of the Chamberlain, concerning an update to the Data Lighthouse Project and the proof-of-concept exercise.

The Committee noted that the Head of Campaigns and Community Engagement was a new role, to create a universal model for engagement, and had expanded into areas such as marketing. This could include messages from Members to effectively reach constituents digitally, and thus was linked with the creation of a Customer Relationship Management (CRM) within the Data Lighthouse Project.

The proof-of-concept exercise had been well received and would be expanded across the organisation, starting with a pilot exercise within one department. Pre-existing data held by different departments could be exported and absorbed into the new CRM system. The access controls to the system would be explored at the implementation stage of the project, acknowledging that it could contain sensitive data sets and had to adhere to the UK Data Protection Act.

It explained that activities, ranging from City Banquets to volunteer events, were being organised across different platforms. The aspiration was to create a single system which managed all individual customer experiences, which provided insight into how customers were engaging, mapping out customer journeys, and using data to identify where the City Corporation’s priorities lay with its customer engagement. The creation of a single system linked with a strand of the DITS Strategy for technology convergence, as well as being more data driven.

The business case and financial implications were in development. It was noted that there would be a level of spend with the acquisition of the software. Much of current spend was on the manual effort to gather data, and much of the direct cost savings would be on the spend for consultants or temporary staff to gather data for consultations or engagement exercises.

Members of the Committee

Joint report of the Chief People Officer and the Chamberlain.

The Committee received a joint report of the Chief People Officer and the Chamberlain, concerning an update in the advancements of the Enterprise Resource Planning (ERP) Programme.

Relating to Members queries in interfacing with other platforms, the Committee heard that there had been engagement with SAP to ensure that the technology platforms could work together. This had not yet reached the configuration stage, as the core platform needed to be running before interfacing could be implemented.

On the recruitment for the HR programme roles, interviews were being conducted, and there were continuing conversations to backfilling roles and additional recruitment as necessary to ensure the delivery of business-as-usual responsibilities.

RESOLVED – That the report be received, and its contents noted.

Report of the Chamberlain.

The Committee received a report of the Chamberlain, concerning the service delivery summary for the Digital, Information and Technology Service (DITS).

RESOLVED – That the report be received, and its contents noted.

The Chamberlain to be heard.

The Committee received a verbal report of the Chamberlain, concerning a City of London Corporation App. The Committee heard that there had been an investigation in the number of applications (‘apps’) representing the Corporation, following which it had been discovered that there were eight apps commissioned by different areas of the organisation. Many of these had not been updated or were not currently supported. One strand of the DITS Strategy was technology convergence, and thus officers aimed to create a single app for all stakeholders. Further work would be carried out and reported back to the Committee.

It was suggested that, at the highest level, there needed to be clear leadership using purchase control for matters such as apps. The Committee heard that there was an internal technology category board, which has sign off for any technology spend decisions, such as requests for websites. It was further noted that the piecemeal nature of the apps linked with the silos at the Corporation, emphasising the need to set collective parameters and principles for technology.

Officers confirmed the aspiration that the Communications and Engagement team would control the app, whilst DITS ran the associated technology. A communications strategy was in development, to ensure that content was co-ordinated, and noted the benefits of sharing information across the organisation.

A security concern was raised for those apps which were still active but not maintained. Officers considered it a priority to contact developers to update or remove those apps. 

RESOLVED – That the verbal report be received.

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 24^th July 2024.

RESOLVED - That the non-public minutes of the meeting held on 24^th July 2024 be approved as an accurate record.

Report of the Chamberlain

The Committee received a report of the Chamberlain, concerning the Enterprise Resource Planning (ERP) project.

Report of the Comptroller and City Solicitor and Deputy Chief Executive.

The Committee received a report of the Comptroller and City Solicitor and Deputy Chief Executive, concerning the annual report in respect of corporate and departmental compliance with the Data Protection Act 2018 and UK General Data Protection Regulation (GDPR).

Report of the Chamberlain.

The Committee received a report of the Chamberlain, concerning an update on the risks faced by the Digital, Information and Technology Service (DITS).

Report of the Chief Information Security Officer.

NOTE – During this item, the Committee agreed that, under Standing Order No.40, the meeting be extended in order to conclude its business.

The Committee received a report of the Chief Information Security Officer, concerning an update on cyber security.

The Committee heard a verbal report, concerning an update on the vetting policy at the City of London Police.

Report of the Town Clerk.

The Committee received a report of the Town Clerk, concerning details of decisions taken under urgency between Committee meetings.

There were no non-public questions.

There were no other non-public items of urgent business.