Venue: Committee Rooms - West Wing, Guildhall
Contact: Rhiannon Leary Email: rhiannon.leary@cityoflondon.gov.uk
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Apologies Minutes: Apologies were received from Alderman & Professor Emma Edhem, Alderman Sir Peter Estlin, Judith Pleasance and James Tumbridge. |
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Members' Declarations under the Code of Conduct in respect of items on the agenda Minutes: Alderman Hailes declared two interests as follows:
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ORDER OF THE COURT OF COMMON COUNCIL PDF 118 KB To receive the Order of the Court of Common Council from Thursday, 21st April 2022.
Minutes: Members received the Order of the Court of Common Council from Thursday 21 April 2022 to appoint the Committee and receive its Terms of Reference. |
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Election of Chair To elect a Chair for the year ensuing. Minutes: The Committee proceeded to elect a Chair in accordance with Standing Order No.29. Dawn Wright, being the only eligible Member who expressed a willingness to serve, was duly elected as Chair of the Committee for the year ensuing. |
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Election of Deputy Chair To elect a Deputy Chair for the year ensuing. Minutes: The Committee proceeded to elect a Deputy Chair in accordance with Standing Order No.30. Randall Anderson, being the only eligible member who expressed a willingness to serve, was duly elected as Deputy Chair of the Committee for the year ensuing. |
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To receive the public minutes and non-public summary of the meeting of the Digital Services Sub-Committee held on 28 January 2022. Minutes: Minutes of the previous meeting The public minutes and non-public summary of the Digital Services Sub-Committee meeting held on 28 January 2022 were presented for information only, in light of the change of governance structure from a Sub-Committee to a Grand Committee.
RESOLVED: that the public minutes and non-public summary of the Digital Services Sub-Committee meeting held on 28 January 2022 be noted.
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Matters Arising Minutes: There were no matters arising from the minutes. |
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Work Programme for future meetings PDF 46 KB Joint report of the Town Clerk and Chamberlain. Minutes: The Committee received a joint report of the Town Clerk and Chief Operating Officer providing a work programme and forward plan of items for consideration.
There was a request that the FCCRAS programme update for September be presented to the meeting in July or November. An update at the meeting in July would present an opportunity to update members on shortlisting and negotiation with shortlisting suppliers, whilst an update in November would coincide with the awards decision period.
RESOLVED: i) that the work programme be noted; ii) that the FCCRAS programme update scheduled for September be either brought forward to the meeting scheduled for July or deferred to the meeting scheduled for December. |
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Digital Sandbox Update PDF 85 KB A report of the Direction of Innovation and Growth. Minutes: Members received a report of the Director of Innovation and Growth, following which the following issue was discussed:
A question was raised as to what stance Innovation and Growth took on government legislation in relation to digital and crypto assets given the ongoing dialogue between the Financial Conduct Authority (FCA) and the Government. In response, officers advised that they continued to work very closely with both the FCA – which had also been the case on the Digital Sandbox pilot – as well as with government on innovation, particularly from the position of the new Centre for Finance, Innovation and Technology. In terms of crypto assets, whilst there was no specific liaison with the FCA on that topic, Innovation and Growth were kept informed as to progress, particularly in relation to remaining updated as to what the government was doing through its CBDC task force and its different engagement groups.
RESOLVED, that: the update be noted. |
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Enterprise Resource Planning (ERP) Programme Review and Timeline PDF 796 KB A report of the Chief Operating Officer. Minutes:
Members received a report of the Chief Operating
Officer, following which several points were made. Members noted, with some concern, the ‘Lessons learned’ on page 29 specifically in relation to the comments around the capacity of the Corporation itself to affect and manage change effectively, and the highlighting of a cultural resistance at the Corporation to new procedures.A question was raised as to what was in place to drive change and to ensure issues were addressed. In response, the Chief Operating Officer advised that there would be a review of the Programme Board to ensure an external challenge was involved in programme delivery, and that each of the lead officers would also be involved. Members also heard, however, that behavioural change was a much broader topic than one specific ERP programme. Related issues would be dealt with, necessarily, via HR initially. Officers advised of the importance of adopting the ways of working which were inherent within the programme as opposed to altering the programme to fit current working methods and practices. Another change was the ‘Continuous Improvement’ project, which was a new resource within the Corporation and involved extensive process re-engineering prior to programme implementation. Members’ attention was also drawn to a particular note of concern, which was the significant vacancies and the inherent risk in not having officers in place in those roles in order to lead on the transformation workstreams and to ensure that budget holders were taking responsibility. The Chamberlain agreed that the lack of resources to deliver change due of the level of vacancies was an area for concern, but emphasised that the senior leadership was committed to addressing this. A member queried whether the lessons learned were Corporation-specific. In response, the Chamberlain confirmed that they were designed to address what the Corporation as a |
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I.T. Service Update PDF 458 KB A report of the Chief Operating Officer. Minutes: The Committee received a report of the Chief Operating Officer, which summarised Priority 1 and Priority 2 incidents in March 2022, and the following points were discussed:
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I.T. Risks City of London and City of London Police PDF 355 KB A report of the Chief Operating Officer. Minutes: Officers introduced a report of the Chief Operating Officer and drew members’ attention to the fact that some key risks had been reduced. A review of risks was underway by the leadership team with a view to including new risks on the dashboard and heat map, and this would be presented at the next meeting.
A member queried some budget reductions given the importance of buying the appropriate hardware for the end user. In response, officers advised that there was little in the way of discretionary spend; benchmarking exercises had demonstrated that there was value for money in the procurement of hardware and services. The Chief Operating Officer undertook to provide the committee with a summary of the changes implemented as a result of the TOM (some benchmarking in terms of how much was spent overall) at a future meeting. This was welcomed by members, who agreed that a common understanding of need and service delivery was key, with any decisions to alter budgets due to level of need necessarily being put to members for agreement.
RESOLVED, that: i) the report be noted; ii) a report of the Chief Operating Officer be presented at the next meeting outlining benchmarking exercises undertaken.
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Digital Skills Review PDF 166 KB A joint report of the Chief Strategy Officer, the Director of Community and Children’s Services and the Director of Innovation and Growth. Additional documents: Minutes: Officers introduced a report of the Chief Operating Officer and drew members’ attention to the fact that some key risks had been reduced. A review of risks was underway by the leadership team with a view to including new risks on the dashboard and heat map, and this would be presented at the next meeting.
A member queried some budget reductions given the importance of buying the appropriate hardware for the end user. In response, officers advised that there was little in the way of discretionary spend; benchmarking exercises had demonstrated that there was value for money in the procurement of hardware and services. The Chief Operating Officer undertook to provide the committee with a summary of the changes implemented as a result of the TOM (some benchmarking in terms of how much was spent overall) at a future meeting. This was welcomed by members, who agreed that a common understanding of need and service delivery was key, with any decisions to alter budgets due to level of need necessarily being put to members for agreement.
RESOLVED, that: i) the report be noted; ii) a report of the Chief Operating Officer be presented at the next meeting outlining benchmarking exercises undertaken.
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Questions on matters relating to the work of the Sub Committee Minutes: There were no questions. |
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Any Other Business that the Chairman considers urgent Minutes: There were no items of urgent business. |
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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. 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. |
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Non-Public Minutes To receive the non-public minutes of the Digital Services Sub-Committee meeting held on 28 January 2022. Minutes: The Sub-Committee noted the non-public minutes of the Digital Services Sub-Committee meeting held on 28 January 2022, which were presented for information only, in light of the change of governance structure from a Sub-Committee to a Grand Committee. |
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Matters Arising Minutes: None. |
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Data Protection Review and Deep Dive A report of the Comptroller & City Solicitor. Minutes: The Committee received a report of the Comptroller & City Solicitor. |
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I.T. Security Reports including appendices A report of the Chief Operating Officer. Minutes: The Committee received a report of the Chief Operating Officer. |
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Police Storage Strategy A report of the City of London Police.
Minutes: The Committee received a report of the Chief Operating Officer. |
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GATEWAY REPORTS Minutes: |
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Forensics Network - PV12327 A Report of the Chamberlain. Minutes:
a) Forensics Network – PV12327
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Forensics Storage - PV12326 A Report of the Chamberlain. Minutes: b) Forensics Storage – PV12326
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National Identity Access Management A Report of the Chamberlain. Minutes: c) National Identity Access Management
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Non-public questions on matters relating to the work of the Sub Committee Minutes: There were no non-public questions. |
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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. |
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Confidential |
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Agilisys Dispute Settlement A report of the Chief Operating Officer. Minutes: |
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Digital and Information Technology Services - IT Service Management Transition A report of the Chief Operating Officer (to follow). Minutes: |