Agenda item

The City Surveyor's  Department to be heard.

The Sub-Committee received an oral presentation of the Digital Technology in the City Surveyors Department.

The Sub-Committee was told that there are four major groups within the City Surveyors Department, which are the Operations, Corporate Properties, Investment Properties and Property Projects with around 250 members of staff involved in the Departments activities. The Sub-Committee was told that the City Surveyors Department manages £4.1bn in investment property portfolio of which 324 are properties leading to an income of £136m per annum.

The City Surveyor’s Department has a major strategic impact on the work and services of the City. The Sub-Committee was further told that the IT software for managing our investment property portfolio is not now considered fit for purpose, as the package has limited Property  Management functionalities such as not being able to produce valuations and the service charge processes are not to British standard and there are very limited reporting facilities.

The Sub-Committee was informed that keeping up with floor plan updates is getting increasingly costly and is very time consuming. With the current contract with Facilities Management system MiCad coming to an end in May 2020, this allows the City the opportunities to explore other systems and perhaps look into a holistic system which will allow the City Surveyors Department to expand its services, save time and increase productivity while at the same time it can save the City money too.

The Sub-Committee was told in terms of smart working the City Surveyor’s Department has expanded its hot desking with up to 75% of its staff now using laptops, 20% desktops and 5% tablets. This has enabled the department to be mobile and be able to work remotely too. 

A Member asked how the team is ensuring that it is adopting the best technology. The Sub-Committee was told that the City looks at its peers and compares its services and systems to its peers. It was agreed that the City should always look for ways in improving its systems and services such as looking to adopt add-ons to enhance the current services.

At this point a Member asked if the contract with MiCad is extendable. The Assistant Director – Business performance and Improvement confirmed that the contract is extendable, however the City will appoint an independent consultant to assist with the process of looking at best value for money.  One of the key lessons learned for the City Surveyor’s Department from the experience with OPM is that the City needs to ensure that it can manage all its properties and assets effectively. 

A Member asked if the tenants provided MiCad with their own floor plans and designs. Officers assured the Sub-Committee that the Department has several systems in place and as part of MiCad, the Department wants the system to be able to speak to one another. The City Surveyor’s Department has a Business Partner who works with the Department to help find new ways of working and being innovative. 

RESOLVED– that the Sub-Committee notes the presentation.