ICT Strategy Programme Report - West Yorkshire …

1 Purpose To provide an update on, and the review of the first year of the ICT Strategy Programme . Recommendations That Committee note the content of the The ICT Strategy Programme is subject to an annual review to assess the progress and identify challenges and areas of learning that can be fed into future programmes and projects. This Report provides an update on the current projects in the Strategy and the first year evaluation for information. OFFICIAL ICT Strategy Programme Report Finance & Resources Committee Date: 13 October 2017 Agenda Item: 5 Submitted By: Director of Service Support Local Government (Access to information) Act 1972 Exemption Category: None Contact Officer: Gayle Seekins, ICT Strategy Programme Manager E: T: 01274 655580 Background papers open to inspection: None Annexes: ICT Strategy Review July 2017 9 ICT Strategy Programme Report Page 2 of 4 1 Introduction The ICT Strategy was approved at Finance and Resources Committee (F&R) in April 2016 and it was agreed that all business cases would go to the appropriate Committee for approval.

2 This Report provides an update on projects previously approved and includes the evaluation of the first year of the Strategy . 2 Information ICT Strategy Progress project Specialist Resources Business Case Implementation Complete Comment Review of electronic maintenance of competence records n/a n/a This work commenced prior to the Strategy . May become part of the HR project . ICT training function n/a ICTSP1 HR 08/07/16 F&R 15/07/16 07/2016 09/2016 Yes ICT Training Coordinator appointed start date 03/10/16 Information management Strategy n/a ICTSP2 F&R 15/07/16 07/2016 12/2017 This project has been delayed due to the resignation of the Information Management Officer. Timeline may be adjusted to reflect this. HR and rostering solution F&R 22/04/16 ICTSP3 F&R 14/10/16 2016 - 2018 project has been reassessed due to some changes in business Strategy and realigned to reflect these changes System security F&R 22/04/16 ICTSP4 F&R 14/10/16 2016 onwards Following extensive market testing and validation of requirements, tender is now due to commence.

3 ITIL service management F&R 22/04/16 ICTSP5 F&R 14/10/16 2017 - 2019 Department restructure completed and new ways of working are being phased in. SharePoint upgrade F&R 22/04/16 ICTSP6 F&R 13/10/17 2017 - 2018 Requirements for the new version are being collated and work on branding is underway with Communications department. Due to be start migration in early 2018 Electronic forms solution n/a ICTSP7 2017 - 2021 project finance moved back in the Strategy following MB Star Chamber Paperless meeting solution n/a ICTSP8 F&R 14/10/16 2016 - 2017 Review of available solutions underway Operational risk solution n/a ICTSP9 2017 - 2018 This has been merged with the Protection solution below and the project governance is being established Protection solution n/a ICTSP10 2017 - 2018 As above 10 Page 3 of 4 Mobile Device Management n/a n/a 2017 This has been brought under the Strategy for implementation.

4 Solution has been procured and implementation plan drafted with the chosen supplier The table above shows projects commencing in the first year, the following years projects will be added in a future Report . ICT Strategy Year One Review The ICT Strategy Programme was approved in April 2016. As part of the Programme a review will be undertaken each year to show the progress against each project including achievements, challenges, changes and lessons learnt. The evaluation for the first year can be found in Appendix A with the main lessons learnt shown in the table in section of the evaluation. The key challenge has been project resourcing. The organisation s portfolio of change is significant and the capacity to resource all the projects effectively is very challenging. Staff leaving and the time taken to recruit suitable replacements has had an impact on department s ability to maintain business as usual whilst releasing resources to project work.

5 Each project is broken down into objectives with the nine projects in the evaluation having a total of 121 objectives. Of these objectives 23% are complete or complete pending review, 17% are on track, 54% are not yet started and 6% are behind schedule or overdue. A breakdown by project can be seen in the evaluation Report in section HR and Rostering project Update The original outline business case for HR and rostering was to explore the possibility of moving our core HR into Kirklees SAP and to procure a rostering solution that would integrate with SAP. Following several meetings with Kirklees and a review of solutions available on the market it has become apparent that moving to Kirklees would not be the best fit for our requirements. Demonstrations have taken place with a wide cross section of suppliers on the market, including SAP and there could be significant benefits in upgrading our existing SAP.

6 These benefits are being explored in more detail and a full business case will be developed. 3 Financial Implications There are no direct financial implications arising from this Report . 4 Equality and Diversity Implications There are no direct equality and diversity implications arising from this Report . Any change to the HR solution will be subject to an equality impact assessment to ensure it meets our diversity needs. 5 Health and Safety Implications There are no direct health and safety implications arising from this Report . 6 Organisational Dependencies The ICT Strategy Programme continues to be monitored through Change Management Board as part of our larger portfolio of change. This ensures that any impacts and dependencies can be identified and managed promptly. 11 Page 4 of 4 7 Service Plan Links Provide effective and ethical governance and achieve value for money.

7 8 Conclusions The Report provides the evaluation of the first year of the ICT Strategy Programme and an update on the projects currently underway. 12 OFFICIAL WYFRS PPM Framework ICT Strategy Programme Appendix A Page 1 of 14 OFFICIAL ICT Strategy Programme Progress Report OFFICIAL Ownership: Programme Framework Date Issued: Version: Status: Draft 13 OFFICIAL WYFRS PPM Framework ICT Strategy Programme Appendix A Page 2 of 14 OFFICIAL Revision and Signoff Sheet Revision History Revision date Version Summary of changes Author 02/08/2017 Initial draft Gayle Seekins Approvals Name Position Version approved Date Distribution Name Position Date of issue Version Document Properties Item Details Document Title ICT Strategy Programme Appendix A Author Administrator 14 OFFICIAL WYFRS PPM Framework ICT Strategy Programme Appendix A Page 3 of 14 OFFICIAL Contents 1 Progress Report .

8 4 Programme Details .. 4 Summary .. 4 Projects .. 4 Produce a WYFRS ICT Strategy and Implementation Plan .. 4 Establish Programme Governance .. 4 Establish an ICT Training Function .. 5 HR & Rostering Solution .. 5 Information Management Strategy .. 6 System Security .. 6 SharePoint Upgrade .. 7 ITIL Service Management .. 8 Paperless Meeting Solution .. 9 Mobile Device Management (MDM) .. 10 Protection and Risk Information Database .. 10 Other projects .. 10 Potential Projects .. 12 Challenges & Lessons Learned .. 13 Budget .. 13 project Objective Summary Charts .. 15 15 OFFICIAL WYFRS PPM Framework ICT Strategy Programme Appendix A Page 4 of 14 OFFICIAL 1 Progress Report Programme Details project name ICT Strategy Programme Location WYFRS Reporting period May 2016 to May 2017 Report compiled by Gayle Seekins Date submitted <Insert date> Summary The first year of the Programme has seen the commencement of the main foundation projects along with some smaller ones.

9 The foundation projects are the HR and rostering, System security and Information security along with the ITIL project which will enable more effective ICT service delivery and project work in the future. The biggest challenge across all the projects has been resourcing, with a shrinking workforce it has become much more difficult to release suitable people from their day job to undertake project work and finding suitably skilled people externally at an affordable cost is equally challenging. This has resulted in a delay in most of the projects and needs to be factored into timelines across the full portfolio going forwards. Projects Produce a WYFRS ICT Strategy and Implementation Plan Status Achieved Objective Produce a WYFRS ICT Strategy and implementation plan Activity dates Planned start: 04/01/2016 Planned completion: 22/04/2016 Progress The Strategy was developed following the Report undertaken by Shaw s Consulting LTD.

10 It was approved by Finance and Resource Committee on 22nd April 2016. The Strategy was then published to the organisation and made available on WYFRS internet site. The Strategy and implementation plan cover the period from 2016 to 2020 to fall in line with the current Service Plan. Establish Programme Governance Status Achieved Objective Establish the governance and financial arrangements for the Programme and its projects 16 OFFICIAL WYFRS PPM Framework ICT Strategy Programme Appendix A Page 5 of 14 OFFICIAL Activity dates Planned start: 04/01/2016 Planned completion: 31/05/2016 Progress The governance and financial arrangements for the Programme and project have been established along with key documents. These are all located within the Programme site. The Programme reports to the ICT Governance Board, Change Management Board, Management Board and Finance and Resource Committee.