Agenda item

Deputy Remembrancer to be heard.

The Sub-Committee received a verbal update on the use of IT and Digital by the  Remembrancer’s Department: challenges and opportunities by the Remembrancers Department.

The Sub-Committee was informed that the Remembrance’s Office is utilizing its technology more now than ever before. Some of their Smart Working are carried out across the Corporation, whereas others are more specifically at a targeted audience. Some of the Smart Working of the Remembrance’s Office includes the use of Microsoft Forms, a data capturing platform to register guest registration for the City’s Events Team, as well as Microsoft Stream, which is a new platform being used to upload City’s Webinar contents, this has been useful during COVID-19.

In terms of other developments, Microsoft Dynamic 365, a centralized CRM software, is used by multiple departments across the Corporation, including the Mansion House and Innovation and Growth Department. Microsoft Dynamic 365 allows the software to be integrated with other tools, including the recently introduced Dynamic Power Apps, enabling a real-time check-in app.

The Sub-Committee was further informed that in May 2020, Zoom Business was another app that had been utilized by the Remembrance’s Department. Ten licenses for two webinars were purchased by the Department, this has now increased to 13 licenses, and 5 webinars add on, which are being used by the Mansion House and the Innovation and Growth Department.

The Sub-Committee was informed that since May 2020, the Zoom Business account was used for 274 meetings, 2974 meeting participants, 96 webinars, and 2983 webinar views. 

In terms of plans for the department, technology advancement includes a centralized system that will enable sophisticated communication tools, RSVPs automatically record and registered on dynamics, and live recording across the Corporation. Besides, the Sub-Committee was informed that the Guildhall events website is under reconstruction and will be updated soon. Social media such as Instagram is increasingly becoming the shop window with image lead events industry.

More recently, the department’s moving its booking system to Priava, which is a dynamic, user-friendly venue management system that allows the department to capture and update event details in real-time and integrate with other tools, including the new website. Besides, the Remembrancer department uses Priava to manage bookings for Committee Rooms and Members’ bedrooms and links to digital signage at West Wing Reception.

There was a mention of the challenges in terms of the technologies and the need for sharing knowledge, working collaboratively, and ensuring the technological development of the Corporation.

A Member noted that the digital offering at the City of London has been really good this year but noted that Mailchimp, an illegal operating tool. The Comptroller and City Solicitorwas made aware of the fact Mailchimp was operating illegally. The Member asked that if this can be checked and ensure that the City of London is no longer using Mailchimp.

Another Member where the support of Zoom came from, as there was voting on whether to use Zoom of Microsoft Teams for City of London’s official business, and Members voted to go with Microsoft Teams. The Director of IT responded that in terms of using both Zoom and  Microsoft Teams for Committee meetings were not viable due to resource constraints. As such, the decision was made for the Committee meeting and City of London business that Microsoft Teams was a preferred option. The City of London had made sufficient investment in Microsoft Teams. He noted that although we do have a limited number of licenses for Zoom, which are used primarily for the webinars, as such, for Zoom, there is limited support from the IT team to run events on Zoom. In contrast, Microsoft Teams has an enhanced support package.

This was followed by another Member who commented that the decision to go with Microsoft Teams was on the ground of costs and was surprised to see a Zoom presentation. The Chairman reassured the Sub-Committee that the only supported option is Microsoft Teams for Committee meetings. A Member commented that Zoom is being used for external events, which factors in the licenses' cost, and as such, the cost is covered by the hiring costs.

Another Member noted that there is a need to be flexible in terms of the platforms available across the board, and it will be helpful to know when Members can use other platforms.

There was a question about having events on Zoom, the Chairman informed the Sub-Committee that if Members have a specific event which requires the use of Zoom, they can ask the IT team for the use of its licenses; however, Members should be mindful of the fact that there are only a limited Zoom license that are available. 

The Deputy Chairman commented that there is a need to move towards a common Architecture whereby the available technology and applications can operate collaboratively. 

RESOLVED – That the Sub-Committee noted the verbal update.