indicative software

Copyright 2007 Elmbridge Borough Council REPORT FOR INFORMATION BULLETIN Subject: Lead Officer: Portfolio Holder: Business Plan ref: Exempt information: Delegated status: Modernising Electronic Service Delivery and IT Development Programme Head of Information Systems/IEG Project Board Resources – Cllr R.G. Whittaker CR4 None For Information EXECUTIVE SUMMARY: To inform Members of progress on the Implementing Modernising Electronic Service Delivery and IT Development Programme 2007-08. REPORT: 1. A progress summary on the major approved projects for 2007/08 covering the period from 1 July 2007 is attached at Appendix A in the form of a Modernising Electronic Service Delivery and IT Development Programme Digest. The Digest lists the electronic service delivery projects as approved in February 2007. It should be noted that the format of the Digest has been enhanced to include a Project Outline and Output Guide with an explanation of the symbols used at the end of Appendix A. As reported in the previous quarterly report, a number of new IT projects have emerged as a result of either central government or Elmbridge BC initiatives and in particular as an outcome of the Council’s current Value For Money Review Programme. These “Emerging IT Projects” are listed in Appendix B and will require a financial approval as per the Council’s normal procedures and commencing with a business case being submitted to the IEG Project Board. 2. 3. Financial implications: All projects listed in Appendix A are within approved budgets. New projects identified in Appendix B will require a business case and financial approval. Environmental implications: Exempt - admin issues. Legal implications: None for the purpose of this report. Equality Implications: None for the purpose of this report. Risk Management Implications: None for the purpose of this report. Community Safety Implications: None for the purpose of this report. Background papers: Cabinet - 8 February 2007 Copyright 2007 Elmbridge Borough Council Enclosures/Appendices: Appendix A - Modernising Electronic Service Delivery & IT Development Programme Digest. Appendix B - Emerging IT Projects (funding yet to be approved) identified during 2007/08 Contact details: Frances Pearce, Head of Information Systems Telephone: 01372 474158 e-mail: fpearce@elmbridge.gov.uk Copyright 2007 Elmbridge Borough Council Appendix ‘A’ REPORT FOR INFORMATION BULLETIN Elmbridge B C Modernising Electronic Service Delivery and IT Development Programme Digest Major Projects For the Period July 2007/September 2007 Prepared by the Information Systems Division: Frances Pearce – Head of Information Systems, ext 4158; email address: fpearce@elmbridge.gov.uk Chris Best – IT Projects Manager, ext 4156; email address: cbest@elmbridge.gov.uk Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. 1. Programme Name and Scope Lead Officers Work & Products Completed During this Period ISD continued the development of the Voice Processing Requirement Specification i.e. upgrade of current Voice Mail System plus additional functionality including voice recognition (originally approved in 2003). Invitations for quotations will be issued in October. In addition, the Head of Community Partnership, based on work originally completed in 2006 for the Contact Centre Project, issued a specification for additional modules for the telephony system. Some of the requirements are included in the Voice Processing Requirement Specification (referred to above). The proposal has been discussed with representatives from the CSIP team and Environmental Care. Option appraisal re:- the possible acquisition of a remittance kiosk for use at the Civic Centre. Budget & Budget Status Budget Status GREEN Capital Budget £20,000 Revenue Budget £0 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Customer Access Channels: Transactional websites, improved phone contact e.g. voice recognition, PDAs, Digital TV, Kiosks etc Frances Pearce/ Mike Chalmers ⇔ Project Outline: Improve the ability of our customers to find information, request and pay for services without visiting the council offices. Including improvement to our web site (ability to access the site using the latest mobile phone technology) and telephone services. Output Guide: Terry Batchelor †` % Page 2 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period In July the facility to check spelling of web pages was implemented, which resulted in a number of corrections being made thus improving the readability of our web content. Budget & Budget Status Budget Status GREEN Capital Budget £40,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 2. Web Services - Content Management System (CMS) Ongoing development of CMS including the publishing of content on all access channels, maintaining IPSV taxonomy, improved web statistics, online election reporting and links with 3rd party web based systems e.g. parking, online leisure bookings. Project Outline: Specific improvements to the web site to make it easier to use and promote customer "self service" for all council services. Includes investigating additional transactional services to be provided, maintaining standards and “content” quality plus improved efficiency of delivery of the lowest cost access channel. Output Guide: Toni Jackson ⇔ y ` Â % Page 3 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period Carried out training of eight additional officers to use the eform software and therefore increase the potential for rolling our further forms. Budget & Budget Status Budget Status GREEN Capital Budget £40,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 3. Web Services - Workflow, Messaging and e-Forms Ongoing development of intelligent e-forms to promote "self-service" and enable automation of processes and management of work based on underlying business rules and data needs. Project Outline: Improve quality of data captured through online forms and speed up service response, without needing clarification from reporter. Linking to online payments enables one stop request for service with payment, the allocation of a unique reference number and tracking of customers service requests. Output Guide: Toni Jackson ⇔ †` Â % Page 4 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period Through the Customer Service Improvement Programme, work has continued on an improved process for the recording and reporting of complaints and other customer feedback across the council. To assist the development of the complaints workflow consultancy was provided by Software AG in July regarding extended use of the existing workflow and e-form software tools. Draft version of the complaint workflow completed and demonstrated to Terry Smith (CSIP) in September for testing and evaluation compared to initial specification. Budget & Budget Status Budget Status GREEN Capital Budget £35,000 Revenue Budget £2,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status AMBER Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Although some good progress has been made with the development of the complaints workflow, it will take some time to ensure that the processes and procedures for all divisions are in place. (I) (R) 4. Web Services - Customer Tracking & Database Extend use of existing workflow and e-form software tools Andy Bircher Toni Jackson Project Outline: Work flows allow for work stages to be passed direct to officers concerned and workflows ensure constant level of service can be maintained. ⇓ Output Guide: †` Â % Page 5 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period The legislative requirement for all Local Planning Authorities to ensure that the planning application form 1APP is the only legal method of submitting most planning applications (excluding minerals applications) has been delayed until April 2008. As previously reported, the requirement to implement 1APP, via the Planning Portal, means that the previously implemented online planning forms need to be replaced. In view of the back office integration required with Northgate Information System M3 Planning System a quotation has been received for the Northgate Planning Portal connector and the financial and technical implications are still to be assessed. On line licensing and regulatory self assessment– Awaiting details from Cintra regarding their back office integration/extract from Flare system, Once they have proved the concept of extracting back office data from one system officers hope to be able to test against the Northgate IS Public Protection system. Budget & Budget Status Budget Status GREEN Capital Budget £40,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Funding and resource implications for 1APP need to be assessed. (I) 5. Web Services and Back Office Integration Ongoing development of "Middleware" (to enable secure links to/from external and back office systems typically via a web service that complies with standards e.g. the IPSV and supports a common communications protocol e.g. XML). Online Licensing Project. Investigate/Implement adaptors or alternative integration tools. Project Outline: Increase the number of services that can automatically transfer information entered by customers (e.g. report of Graffiti ) into back office systems, reducing the requirement for information to be entered into these systems for a second time. Output Guide: Frances Pearce, Chris Best, Toni Jackson Martin Parker/ Stella Wheeler Tony Deag/ Caroline Whiting ⇔ † ` Â y Page 6 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period The DCLG Government Connect (GC) Programme has gone through a restructuring process during the summer. The main contact personnel have changed and the new organisation is concentrating on the technical implementation of GCSx and GC Register. The DCLG has confirmed that the Government Connect Register will be based on the existing Government Gateway product (which Elmbridge already uses). Elmbridge, together with the County and other Surrey districts, has yet to place an order for Cable & Wireless to install the GCSx lines. Local authorities must sign the OGC Terms & Conditions before a formal contract can be issued for the installation and this will be discussed with the new GC contact once a meeting can be arranged It is anticipated that installation of the GC connection will be in the late Autumn providing Elmbridge can overcome issues that have been identified with the Code of Connection (CoCo). All local authorities must demonstrate, by completing a self-assessment form, their compliance with the Code of Connection (CoCo) for secure data/mail exchange. Page 7 of 27 Budget & Budget Status Budget Status GREEN Capital Budget £50,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Elmbridge may not be able to demonstrate compliance with the Code of Connection (CoCo). (I) (R) 6. Security, Authentication, Government Connect, Smart cards Migrate Government Gateway to Government Connect Extend use of Government Connect Registration (e.g. licensing applicants) Trial use of Government Connect GSXi with partners for secure data/mail exchange Review smartcard opportunities Project Outline: Work with other local authorities and central government to share information and services, in particular a government initiative to provide secure email and data sharing. The processing of electronic payments and enabling users to be authenticated before permitting them access personal information via the web site. Output Guide: Frances Pearce ⇔ † Â Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period Six proposals were received on the due date - 9 July 2007 in response to the ITT for the Corporate EDRM System issued to eight suppliers on 1 June 2007. The evaluation of the proposals took longer than anticipated with members of the Project Team making a number of reference site visits during August and September. It is anticipated that the contract will be awarded in October for the first phase (of this 3/5 year corporate project) to be implemented live January – March 2008. Budget & Budget Status Budget Status GREEN Capital Budget £150,000 Revenue Budget £15,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Any further delays in completing contractual arrangements could delay the live implementation dates in Benefits and Planning and therefore ROI (R) 7. Electronic Document and Records Management (EDRM) Implement a Corporate EDRMS initially in Housing Benefits & Planning Project Outline: Corporate funding for a project that looks at the way paper (and other media) is handled within the organisation. Its aim is to reduce the amount of paper records, this will allow officers ( and customers via the web site ) to access the information electronically through all records being index and classified, reducing the amount of time spent searching files, and the use of space within the Civic Centre to store paper. Will assist in providing better response to information requests made under Data Protection and FOI. Output Guide: Martin Parker ⇔ † Â % Page 8 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period This project is closely linked to the EDRMS project (see above) and the EDRMS ITT included references to Email archiving, developing the Corporate File Plan, IPSV classification, metadata. Attendance at the Surrey Information Management Group (set up at the request of the Surrey Chief Executives to share information/knowledge management best practice across Surrey). Woking Borough Council gave an overview of the methodology it has used to develop the Woking Borough Council’s File Plan. Waverley Borough Council officers provided an overview of their experiences to date implementing an EDRMS that included the development of Waverley’s Information Management Policies and Procedures and the Business Classification Scheme. Budget & Budget Status Budget Status GREEN Capital Budget £90,000 Revenue Budget £6,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Elmbridge does not have any in-house Information Management and Records Management skills and no officer has been formally identified as Elmbridge’s Information Manager. (I) (R) 8. Information/Knowledge Management Email archiving, Data Warehousing, develop the Corporate File Plan, IPSV classification, metadata tagging Project Outline: In order to ensure that documents and other information can be retrieved electronically it will be important to ensure that there is an agreed and manageable method of filing the information electronically. Searching for the documents and retrieval will only be possible if the whole process is controlled. Output Guide: Tina Bailey ⇔ † Â % Page 9 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period • Planning, Land Charge Searches and Building Control Matching now 100% and daily updates implemented and documented • Land Charges Registrations now matched 96% • LLPG Addresses Loaded into Council Tax system and anomalies resolved. Now automatically updated weekly. • MKA (Planning History) matching commenced • Electoral Registration now rematched to 96%. • Surrey Street anomalies resolved – LLPG Cleansed • Intelligent Addressing (IA) Health Check Complete • Commence with VOA NNDR Matching Anomalies sent by IA match rate = 61% • Processed Housing (CAPS) data into Infoshare in preparation for matching exercise. • Extracted LLPG and combined with Ward Data - Next step Is to populate this info into the BS7666 System. • NLPG FTP Access established and updates now sent through this mechanism. • Ordered Northgate software and services to meet the MSA requirement to provide change only updates to the NLPG Hub in the DTF7.3 by 1st October 2007 (current format is DTF 6.3 (See Issues & Risks) Page 10 of 27 Budget & Budget Status Budget Status GREEN Capital Budget £30,000 Revenue Budget £10,00 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status AMBER Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Land Charges Improvement Programme: – although the project to match the Planning, Land Charges and Building Control land and property references with the corporate gazetteer has been successfully completed, there has been further slippage see Project No. 22 below (I) BS7666:2006 :NLPG transition from DTF6.3 to DTF7.3 - Northgate IS failed to deliver the software required to upgrade the Elmbridge LLPG system by the 1 October 2007 deadline. Elmbridge BC and (separately) Northgate IS, on behalf of its customers, requested an extension to 1st January 2008. Under the Mapping Services Agreement (MSA) Elmbridge will incur a minimum penalty fee of £11,850 if the authority does not provide data in the correct format from 1 January 2008. (I) (R) 9. Corporate Land & Property Gazetteer (LLPG) Compliance with the Mapping Services Agreement and latest version of BS 7666 Link LLPG to additional application systems (Satellites) e.g. environmental health, private sector housing etc Project Outline: To allow for additional services to have access to the Corporate electronic map. This will include land charges and as a result will help the authority manage its Land Charges Searches Output Guide: Nikki Benge ⇓ † Â % Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period • Established partnership with Stanfords and implemented new system for the generation and purchase of OS map extracts for Planning Applications as the OS Map return Scheme ceased 1/10/07. • In the absence of a Senior Tree Preservation Officer the GIS Team has taken over TPO data capture and map production • Astun Technology Ltd chosen to supply public facing GIS. Implementation begun with test environment built and GIS data layers prepared & integrated • GIS Software upgrade applied to all mobile tablets. • Completed data capture for Legal (Walton Assets); Environmental Care (Taxi Ranks); Environmental Health (Foot & Mouth Zones); Planning (TBH Audit); Electoral Registration (Revised Polling Stations). – Election Reg • Completed Spatial Analysis projects for Housing (LLPG Addresses per enumeration district); Envisage Project (LLPG Addresses in Cobham); produced hard copy maps for Services Divisions and Electoral Registration. • Preparation & provision of data to external consultants. • 2 day Map Manager Training Course for 5 desktop users. Page 11 of 27 Budget & Budget Status Budget Status GREEN Capital Budget £40,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 10. Geographical Information Systems (GIS) Implementation of the Ordnance Survey Positional Accuracy Improvement (PAI) Programme. GIS on Internet. Capture BLPU extents after planning history captured (part PDG funding). Project Outline: Internal and public web access to corporate Geographic Information Systems (GIS) for the publication of map-based data, land and property-related information e.g. information about planning restrictions, tree preservation orders etc. Resulting in more effective and cost-efficient dissemination of property-related information facilitates explanation and a reduction in enquiries. Output Guide: Nikki Benge ⇔ † Â % Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period 127% year on year growth in epayments with 32,000 transactions and a total transaction value of £3.3 Million p.a, with a 44% fall in the cheque payments. Investigation continues into the possible uses of Paperless Direct debits and the benefits of accepting Direct Debits on the web site or over the phone and the enhanced turn around, accuracy and reduction in keying and administration. 3D Secure and PCI DSS - The new banking security standards have been reviewed and appropriate discussions held with suppliers: • Progress has been made on completing the PCI DSS pro forma, however there are some outstanding issues. • The 3D Secure pro forma was completed and returned. An order was placed with Software AG to complete the required amendments by 31/12/2007. The Post Implementation Report was re-issued to the Project Board and will be revisited at the time of the Cashiers VFM Review. Budget & Budget Status Budget Status GREEN Capital Budget £10,000 Revenue Budget £4,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Non-compliance with 3D Secure and PCI DSS (I) and (R). The requirement for compliance with 3D Secure and PCI DSS and associated costs means that the project to investigate and implement “chip and pin” technology will need to be carried forward to 2008/09 (I) 11. e-Payments Extend range of services available for e-payments, ATP, CSC, chip & pin. Project Outline: Improve the security of card and e-payments, to include confirmation of the CSC ( the last three numbers on the back of a plastic card ). This is a requirement for all organisations and penalties will be imposed if a business does not make these security checks. The extension of on line and automatic telephone payments (ATP) will continue to add further channels for payments across all services Output Guide: Terry Batchelor ⇔ † ` Â Page 12 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period The 6 June 2007 Cabinet regarding the Procurement Agenda included a section outlining, amongst other subject areas, the opportunity of providing greater electronic procurement capability by the implementation of the marketplace SECE portal. Budget & Budget Status Budget Status GREEN Capital Budget £20,000 Revenue Budget £2,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Funding for the project will need to be carried forward to 2008/09. (I) 12. e-Procurement (including procurement cards) Project Outline: Improvements in the way we buy goods and services including working with other councils for joint procurement. Output Guide: Andrew Forzani ⇔ † 13. Mobile/Remote Working Extend current use of thin client technology Project Outline: Allow officers and members to work from home. Increase in work life balance and research has shown that the productivity levels can increase. Output Guide: Frances Pearce/ Joe Quiquero There continues to be a steady increase in requests for remote access to IT Systems utilising the VPN and thin client technology. Although the current hardware and software licenses can support this level of growth, discussions with suppliers have continued re: upgrades required to meet future growth in demand and resilience. Budget Status GREEN Capital Budget £30,000 Revenue Budget £5,000 Overall Plan Status GREEN Direction of Travel ⇔ † Page 13 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period No progress, however it should be noted that no Project Plan for 2007/08 and therefore key decision/implementation dates have been agreed with SCC and other partners. It is understood that the Surrey (County Council) Process Update and Review (SPUR) Programme, which will commence in October, will include a heavy emphasis on “Families” incorporating of Social Care and Education. It is expected that the SPUR Programme will include a review of the single assessment process and, by definition the links with districts and other agencies. Budget & Budget Status Budget Status GREEN Capital Budget £25,000 Revenue Budget £5,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status AMBER Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) The SCC Business Development Review and PCT re-organisation continued to overshadow development work during this reporting period. (I). 14. Vulnerable People Implement electronic single assessment process (e-SAP) Project Outline: This is the ability to allow one organisation to take all of the relevant details relating to a vulnerable person. Reducing the requirement for visits by a number of organisations, or the requirement to fill in multiple form often repeating the same information. This information will then be shared between the relevant organisations (central government, county council, health etc ) Output Guide: Melanie Bussicott ⇓ † % ` Â 15. Technical Infrastructure Projects Back up & recovery strategy review, server upgrades, VPN upgrade, SANs technology, major printer replacements/additions, network upgrades etc Project Outline: Upgrade the technology to ensure that we have a secure computing network, protecting data, and Serious intermittent network switch problems occurred over a three week period during August and September which resulted in a fall in the overall IT service availability during the 2nd quarter 2007/08. The situation stabilised by the first week in September and a network Health Check was carried out a week later. Whilst some short-term improvements were recommended it is recognised as the switches need to be replaced as they are between 7of 27 10 years Page 14 and Budget Status GREEN Capital Budget £100,000 Revenue Budget £1,000 Overall Plan Status GREEN Direction of Travel An upgrade to the Civic Centre switches is required in 2007/08 as a result of recent network problems. This project will significantly call upon the capital budget whilst other projects e.g. implementing SANs technology will have to be carried ⇔ Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period as they are between 7 and 10 years old. Further investigations have confirmed that there is a known failure rate with the switch model purchased seven years ago. An upgrade to the switches is recommended and ISD are currently evaluating a number of technical and financial options prior to issuing an ITT. There are still some operational issues to be resolved regarding the smooth running of the recently upgraded back up and recovery hardware/software. Server Operating system upgrade project continued including planning for the migration from NT4 Domain to Active Directory Security Investigation of software options to identify network and system admin users (Audit requirement) continued. Budget & Budget Status Progress as @ 12th October 2007 Plan Status & Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) have to be carried forward to 2008/09. (I) identities from hacking as well as ensuring that the IT systems have the capacity to meet service needs and has adequate business continuity arrangements in place. Output Guide: Â y 16. Desktop software and hardware upgrades MS Office software upgrade (2007-09) Project Outline: Computing technology has been growing at an ever increasing rate. It is important to remain current with the latest pc's and operating systems. This money is to be used Frances Pearce/ Joe Quiquero The MS office software upgrade is scheduled over a two-year period. The corporate roll out of the software upgrade will be carried forward to 2008/09 for the following reasons: • Due to the lack of ISD resources the initial research and development project phase is Page 15 of 27 Budget Status GREEN Capital Budget £100,000 Revenue Budget £0 Overall Plan Status GREEN Direction of Travel The majority of the funds allocated for the project will need to be carried forward to 2008/09. (I) ⇔ Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period still to commence. • Currently no specific user demand for the upgrade. • As our major business systems integrate with MS Word it is rd essential that all 3 party application software suppliers upgrade their software prior to the corporate roll out. Budget & Budget Status Progress as @ 12th October 2007 Plan Status & Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) systems. This money is to be used for an upgrade of the existing office software (word processing, spreadsheets etc ) on the desktop of officers. Output Guide: Â y 17. Choice Based Lettings (Shared development & Government funding approved) IEG funding carried forward from 2006/07 to 2007/08 Project Outline: This will mean that a person who is looking for public sector housing, in Elmbridge, or in the surrounding area, will be able to easily access available properties and make a request to be housed in a specific property. Planned live implementation date is September 2008 Julie Cook The Partnership Project Board continued to consider the detailed partnership arrangements and draft IT Specification. The main issues being: § Partnership Agreement with other partners setting out how the scheme will run and roles and responsibilities Joint procurement of CBL system to interface with Elmbidge BC’s Anite housing register software. Change in allocations policy to banding scheme Budget Status GREEN Capital Budget £30,000 Revenue Budget £0 Overall Plan Status GREEN Direction of Travel Partnership Agreement and procurement process to be agreed (I) (R) Full project costs and ongoing revenue costs for the managed service to be identified. The current estimate is for an additional £10,000 capital funding in 2008/09 primarily to support the costs of moving to a banding scheme. (I) (R) ⇔ § § Output Guide: † ` % An Elmbridge Project Team established involving IT, Housing, Legal, Audit and Finance and preliminary work commenced to consider the internal requirement and software implications for moving to a banding scheme. Page 16 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period Some operational issues have been identified with the full integration of the Torex system and the transfer of SHOUT to Torex; these issues are being worked through with DC Leisure. Real time management information from the sites to be progressed. The web enablement for Council provided activities has been delayed, as the software upgrade is not yet available. Debit and credit card payments are being used regularly and the Division is preparing to use Automated Telephone Payments (see ePayments project). A total of 5,538 More cards and 2,601 Kinetika memberships (total 8,139 more cards) are now active from EBC, Hurst Pool and the Elmbridge Xcel Leisure. Publicity is being arranged around the 10,000th member. Renewals after the first complete year are beginning with only a slight drop off in numbers. More publicity will be following along with renewal calls. Budget & Budget Status Budget Status GREEN Capital Budget £20,000 Revenue Budget £4,000 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Online bookings for Council services (halls, open spaces, football pitches) delayed due to late release of latest version of software. (I) 18. Leisure and Room Booking System (s ) Further development of Torex on line booking & finance interface, and integration of DC Leisure System with EBC web Project Outline: This will allow via the internet for customers to book sports and leisure facilities through the Elmbridge or DC leisure web sites seamlessly. It will allow either booking system to access the availability of sites/courses provided by us or DC Leisure Output Guide: Ian Burrows ⇔ † ` Â Page 17 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Melanie Bussicott Work & Products Completed During this Period Obtaining indicative project costs. Started to scope the project and initiate the functional requirement specification. Progress in reviewing the options and software packages on the market has been slow although there was a successful site visit to Slough in August. Officer resource has been diverted from this project on to the National Concessionary Bus Pass Project. Budget & Budget Status Budget Status GREEN Capital Budget £10,000 Revenue Budget £0 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status GREEN Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Replacement system is now urgent as existing transport system is unsupported (AP) Software costs identified so far indicate that the project costs will be greater than previously identified (I) Project has been delayed due to other priorities. Funding for the project may need to be carried forward to 2008/09 (I) Budget Status GREEN Capital Budget £40,000 Revenue Budget £0 Overall Plan Status GREEN Direction of Travel 19. Transport Scheduling System (carried forward from 2006/07) Final requirements and specification to be confirmed A system to assist with the scheduling of Transport for the retired. Project Outline: A computerised system for managing Elmbridge transport fleet. Allowing customer requests to be logged and the routes of the vehicles to be planned. Output Guide: ⇔ † 20. Committee Papers Preparation (linked to EDRM Project) (carried forward from 2006/07) Final requirements and specification to be confirmed A system which will automate the preparation of Committee papers prior to publication Project Outline: When committee papers are prepared a large quantity of paper is generated, with draft reports being circulated to officers, amendments to reports and printing the agendas. This system Beverley Greenstien The Head of Executive and Member Services has reviewed this requirement and software solutions currently available. She has confirmed that the management and publication of Committee Papers on the Public Website and Bridge-it (for Part 2 items) meets 50% of the original requirement. Her expectation is that the remaining 50% of the original requirement could be included in the second phase of roll out of the Corporate EDRM system (which includes workflow). A requirement specification for EDRM will be required in 2008/09. Page 18 of 27 ⇔ The funding for this project to be reviewed following the selection of the Corporate EDRM System and a reduced figure carried forward to 2008/09 (I) Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period Budget & Budget Status Progress as @ 12th October 2007 Plan Status & Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) printing the agendas. This system will electronically track the reports to the officers, control the amendments and help with the compilation of the agendas. Output Guide: † ` 21. Electoral Registration (carried forward from 2006/07) Final requirements and specification to be confirmed An Update to the Electoral Registration System Project Outline: Updating the computer system to improve its handling of postal votes and the potential for Internet voting. Output Guide: Pat Morgan The facilities implemented for improved postal voting worked well for the May 2007 elections. The Electoral Registration VFM Review in June 2008 identified the following Action as an ongoing activity: • Investigate the possibility of piloting internet voting. Budget Status GREEN Capital Budget £10,000 Revenue Budget £0 Overall Plan Status GREEN Direction of Travel Funding for the eVoting project may need to be carried forward to 2008/09 (I) ⇔ • Requirements and specification to be confirmed. Following national pilot projects in various boroughs at the May elections the Electoral Commission issued a report. It is unlikely that the Commission will be supporting future pilots. The Government is still to announce a long-term national plan for enabling e-voting. † ` Page 19 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Lead Officers Work & Products Completed During this Period The work associated with the Land Charges Improvement Programme was established as a top priority in 2006/07. Funding was within the approved 2006/07 IEG/IS & T Development Programme and Northgate Information Systems was commissioned in March to migrate the Land Charges, Planning and Building Control databases into an integrated database matched with the corporate LLPG. M3 Version 8.73 implemented. As reported under Project 9 above, Elmbridge has completed the first stage by 100% matching the gazetteers. After considerable delay, a Northgate consultant was on site 18/19 September to investigate the requirements for the M3 data merge. Northgate IS issued a detailed specification known as a Client Activity Report the following week, which Elmbridge officers signed off on 25 September. However Northgate IS are still to advise when they will have the technical resources to do the work. Budget & Budget Status Budget Status GREEN Capital Budget £0 Revenue Budget £0 Progress as @ 12th October 2007 Plan Status & Direction of Travel Overall Plan Status AMBER Direction of Travel Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) Northgate IS fail to identify technical resource (I) (AP) The approved project plan has slipped significantly (I) (R) Further project plan slippage is envisaged, as it is now necessary to implement the software upgrade to the Elmbridge LLPG system to facilitate the transition to DTF7.3 before 31 December 2007 and before the M3 Data Migration. (AP) (I) (R) 22. Land Charges Improvement Programme The Council adopted the Local Land Charges Improvement Plan in September 2006. Patrick Morgan/ Frances Pearce Project Outline: Phase 1 includes: o GIS Integration o LLPG Integration o Migration of Planning, Building Control and Land Charges data into one integrated database. o Digital capture of Planning Information o Loading Land Charges card data into the Land Charges System Phase 2 includes: o Process improvements after phase 1 completed ⇓ Output Guide: † Page 20 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT Progress as @ 12th October 2007 KEY Output Guide: † ` Â Efficiency Transactional Integration y % Renewals Quality Budget Status RED AMBER GREEN Over budget or in imminent danger of going over budget Potential for going over budget Within budget Project Against Plan Status RED AMBER GREEN Serious slippage against plan. Minor slippage or potential for slippage against plan. On target Direction of Travel Progress in line with plan and/or no change in project progress/status ⇔ ⇑ ⇓ AP PP I R Improvement in project progress status Slippage in project progress status Updates from the previous quarter’s digest are highlighted in BOLD Actual Problem An actual problem that is being solved by the Project Manager Potential Problem A potential negative occurrence that can be solved using normal Project Management action New Issue (An issue is something (positive or negative) that arises during the course of the project that cannot be resolved in using normal management action. Any change within the project is recorded as an Issue) New Risk (Major factors to be considered during the management of a project, defined as uncertainty of outcome – either positive or negative) Page 21 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT Progress as @ 12th October 2007 APPENDIX B Emerging IT Projects (funding yet to be approved) identified during 2007/08 as a result of Government or Elmbridge BC initiatives and Value For Money Reviews N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):- Lead Officers Project Initiation and progress Data Capture: The original plan to invite 15,000 residents into agreed locations to have their photographs taken and held in a database has recently been reviewed. It is now proposed that current permit holders will be requested to post a passport photograph to the Concessionary Fares Project Team. The ISD has given support to establish the requirements for the data capture including visiting Reigate and Banstead BC in August. Reigate and Banstead have agreed to sell their data capture software plus three laptops and web cams for a nominal sum. Smart Card Production: Agreement is still required on which agency is used for Smart Card production once data capture is complete. Provisional Budget Implications Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 23. Concessionary Bus Passes Government initiative 13,000 – 15,000 smart cards to be issued by March 2008. Melanie Bussicott TBC Complex project with a risk of receiving complaints from residents if it is not effectively executed (R) Full project costs, funding requirements and impact on resources still to be confirmed for data capture and long term support (i) (R) Page 22 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):Lead Officers Project Initiation and progress The Facilities Management Division has produced a requirement specification for an FM/Asset Management System. Quotations have been received. Site visit to Mercedes Benz, Weybridge, to see a FM in operation. Full project costs and technical implications have yet to be established. Project for Cemetery Data Capture, Mapping and Internet Search facilities: Stage 1:The cemetery registers and plans data have been captured electronically (providing a security copy of all cemeteries data). The next stage would be the integration of the data into the existing Gower’s Epilog administration system. Stage 2: convert the scans into a map database and integrate into Epilog Stage 3: Provision of a web based search facility for genealogical enquiries. Note: ISD have not been involved in this project and therefore have not assesses the software and hardware implications particularly with Progress as @ 12th October 2007 Provisional Budget Implications Capital Estimate £35,000 Additional Revenue Estimate £5,000 pa Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 24. Facilities Management /Asset System Tina Bailey Divisional initiative - Full project costs, funding requirements and impact on ISD resources still to be confirmed. Indicative software costs are £30,000 with £4,500 pa plus a provision for hardware. (I) (R) 25. Cemeteries VFM Action Plan Investigate upgrading the current cemeteries to a web based solution. Ian Burrows Capital Estimate £70,000 Additional Revenue Estimate £2,000 pa VFM/Divisional initiative - Full project costs, funding requirements and impact on ISD resources, including GIS requirements, still to be confirmed (i) (R) Indicative costs from supplier are: • £45,000 for the initial software plus £2,000 pa support. • An additional £25,000 to convert the scans into a map database and integrate into Epilog Page 23 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):Lead Officers Project Initiation and progress regard to integration with the Elmbridge public website, the Corporate GIS and the Corporate EDRMS. Progress as @ 12th October 2007 Provisional Budget Implications Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 26. Waste Management VFM Action Plan: (1) Progress the review of the ‘back office’ software available to the Environmental Care Division with a view to further increasing efficiency, improving customer service and contract management arrangements. (2) Ensure that at times of high demand, the infrastructure of IT, telephony, supporting software, and staffing can deal with the extra pressure on the services and maintain high levels of customer service. Anthony Jerzioski Action Identified in Waste Management VFM review. Action 1 - Contract Management: Project meetings held regarding action 1 and initial meetings and demonstrations held with suppliers including Northgate IS the supplier of the current system. A requirement specification needs to be developed but will include making best use of modern information systems technology and integration with back office systems. It is essential that the new system interfaces with corporate GIS, LLPG, on-line payments and ISF. Action 2 – see progress report for Project 1 – Customer Access Channels. Capital Estimate £50,000 Additional Revenue Estimate £3,000 VFM/Divisional initiative - Full project costs, funding requirements and impact on ISD resources still to be confirmed (i) (R) Indicative costs from suppliers are: Capital: £30 - £40k – dependant on specification (excluding anticipated contribution from Contractor and cost of interfaces) plus services and hardware costs. Page 24 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):Lead Officers Project Initiation and progress Action Identified in Personnel VFM review – a project team has been set up to investigate options for a replacement Integrated Payroll And Personnel System. Initial meetings and demonstrations held with potential suppliers. Progress as @ 12th October 2007 Provisional Budget Implications Capital Estimate: £75,000 2008/09 £50,000 2009/10 Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 26. Personnel VFM Action Plan: A review be conducted of the fitness-for-purpose of the Frontier system in light of serious ongoing problems in usability. Caroline Hall Additional Revenue Expenditure £10,000 2009/10 VFM/Divisional initiative - Full project costs, funding requirements and impact on ISD resources still to be confirmed (I) (R) 27 ISD VFM Review - 25 Actions to be met by March 2008 Frances Pearce 28 Land Charges VFM Review In addition to the Local Land Charges Improvement Plan as reported in Appendix A, the Land Charges VFM review recognised the requirement to move to NLIS level 3 Patrick Morgan/ Frances Pearce In this quarter specific action has been taken regarding: Work has continued regarding action to review the telecommunications costs at the Centres for the Elderly (and the Museum)– this is being regarded as a top priority and good progress is being made. Work re:- AUDDIS and paperless direct debit reported under ePayments project above. Develop and implement the Local Land Charges Improvement Plan/internal processes and systems to facilitate a move to NLIS level three for the local land charges service. Make suitable provision within the IEG development programme to enable this project to be achieved. Not Known Impact on ISD resources to meet the action plan will need to be considered alongside other priorities indicated by the Council (I) Not Known Part of the overall Land Charges Improvement programme – NLIS implementation depends on the completion of the current phases of the LLC Improvement Programme (I) (R) Page 25 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):Lead Officers Project Initiation and progress This project would help the Parks and Countryside staff to gather geospatial information for GIS mapping and data capture. To update existing maps and to accurately record changes to existing site features and to plot new site features. This project, involving the relocation of Elmbridge Museum from Weybridge to the existing Walton Library site, is in direct response to a number of key issues including the requirement for new Voice/data equipment and IT hardware. Progress as @ 12th October 2007 Provisional Budget Implications Capital Estimate £50,000 This project needs to be linked to Corporate GIS . (I) Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 29 Leisure – Commons VFM Review The feasibility for an Integrated GPS Data Capture facility was included in the VFM action plan for the Countryside Service. Ian Burrowa 30 Leisure – Museum Relocation of Elmbridge Museum Ian Burrows Not Known Funding requirements and impact on ISD resources still to be confirmed (i) (R) 31 Environmental Health – Food and Safety VFM Review (1) Explore introduction of “scores on the doors” scheme or similar accreditation for food businesses. (2) Review results of pilot (e.g. Winchester City Council) of the use of handheld computers in regulatory services and explore whether they can assist in making the service more efficient. Tony Deag Capital Estimate (1) “Scores on the doors” IT implications, options and costs to be evaluated (2) Hand held computers (see project below) £2,300 Revenue costs Not known Funding requirements and impact on ISD resources and links with Elmbridge web site still to be confirmed (I) (R) Page 26 of 27 Copyright 2007 Elmbridge Borough Council Elmbridge IT N0. Programme Name and Scope Additional IT Projects (Funding yet to be approved):Care and Repair – VFM Review Explore technology to improve efficiency (New software for recording cases, autocad software for technical drawings, mobile scanner). Lead Officers Project Initiation and progress In addition to the use of new technology identified in the VFM review there is an urgent need to upgrade the Foundations Software. From 2007 Foundations has replaced this software system with an upgraded version known as FEMIS but this is now only offered to Care & Repair Agencies at some cost. There will be also be costs involved in data transfer. Currently the team is continuing to use the old version although no further technical support is available. Project outline requests have been received from the following Divisions - Building Control, Environmental Care, Environmental Health, Leisure and Housing Services. The complexity of the requests varies from two or three hand held devices to system requirements integrated with Corporate GIS and 3rd party application software. Consequently the estimated cost per project request range from less than £1,000 to £60,000 Progress as @ 12th October 2007 Provisional Budget Implications Capital Estimate £12,000 Additional Revenue Estimate £3,000 Problem – actual (AP), Potential (PP), New Issues (I) & Risks (R) 32 Julie Cook/Jane Bolton There is a risk that the current system may totally fail. The estimated cost of purchasing the new software system and transferring data is £10,000 plus hardware (I) (R) 33 Mobile/Remote Working TBC Capital Estimate £100,000 Additional Revenue Estimate £10,000 Although full business case per project will be required reflecting project costs, funding requirements and impact on resources. It is recommended that one Corporate Project Team is established to investigate/share requirements with a view to identifying a common and sustainable approach to mobile working. (I) plus £5,500 pa Page 27 of 27