Agenda and draft minutes

Strata - Joint Scrutiny Committee
Thursday, 30th May, 2019 4.00 pm

Venue: Council Chamber - FH. View directions

Items
No. Item

1.

Election of Chairman 2019-20

Minutes:

The Democratic Services Officer advised that the Chairmanship was appointed on a rotational basis. Exeter City Council had chaired the Committee 2017-18, and Teignbridge for 2018-19.

 

Resolved

 

That Councillor Twiss from East Devon District Council is elected Chairman for the 2019/20 Municipal year.

2.

Minutes pdf icon PDF 114 KB

To approve the minutes of the last meeting

Minutes:

The minutes of the meeting held on 14 January, 2019 were approved as a correct record and signed by the Chairman.  

3.

Declarations of Interest

Councillors are reminded of the need to declare any disclosable pecuniary

interests that relate to business on the agenda.

 

Minutes:

There were no declarations of interest.

4.

Questions from the Public Under Procedural Rules

A period of up to 15 minutes will be set aside to deal with questions to the

Committee from members of the public.

 

Each individual will be restricted to speaking for a total of 3 minutes.

 

Where a question does not relate to an agenda item details of questions should

be notified to the Proper Officer of the Relevant Council at least two working days

prior to the meeting.

Minutes:

None

5.

Question from Members of the Councils under Procedure Rules

To receive questions from Members of the Councils.

 

Where a question does not relate to an agenda item details of questions should be notified to the Proper Officer of the Relevant Council at least two working days prior to the meeting.

Minutes:

None.

6.

Strata Performance Report covering period January 2019 until May 2019 pdf icon PDF 10 MB

To consider the report of the Strata IT Director

Minutes:

The Strata Business Plan 2019-20 and beyond is attached to these minutes for information.

 

The Strata IT Director presented the report on the last five months of activity, the aim being to provide background to the core areas of specialisation within Strata and identifying key activities, successes and areas for improvement.

2019 was proving to be a very productive and successful time for Strata.

 

The successes include a high level of end user satisfaction, business requests BCR’s being delivered based on priority and value, Global Desktop and Global Comms platform having excellent levels of system availability, the out of office hours service is proving to be effective in resolving issues outside of normal working hours, and Strata staff are excelling in supporting the ever growing IT demands of the three authorities.

 

The Team Leads for: Infrastructure and Support; Security and Compliance; Business Systems and Intelligence; and Document Centre were in attendance and presented their areas of the report. 

 

Key areas included:

·      The level of savings of £620k generated by Strata was, for the second year running, in excess of those committed to in the business plan of 2016.

·      The KPI’s (Key Performance Indicators) show all areas of Strata are performing well, this is despite a heavy workload. Strata resources supported the authority election teams. New technology is being rolled out to councillors to support the work they do and to move towards a more paperless model, such as the roll out of ipads to Teignbridge and East Devon Councillors.

·      An IT Trainer has been appointed to provide resource to users across all three authorities with accessible IT training. The new post will help to develop and deliver a portfolio of solutions and services based on user demand (includes Officers and Councillors) from all three authorities IT systems.

·      The roll out of the new telephony platform into TDC, and the migration of Skpe for business is proving successful.

·      Strata are supporting Exeter’s Agile working project and assisting in defining a device strategy. 

·      East Devon’s relocation was incredibly smooth from an IT perspective, and is testament to the Global Desktop and Global Comms environments that have been built and deployed over the last four years.

·      Strata Security team is doing an excellent job in protecting the three authorities against the dangers of cyber-attack.

·      The Strata Service Desk continues to deliver a successful service with a high level of Customer Satisfaction being achieved at 96.8%

 

Resolved

 

The report be noted and supported.

7.

Convergence Update pdf icon PDF 3 MB

To consider the report of the Strata Head of Business Systems

Minutes:

The Strata Head of Business Systems and Business Intelligence summarised the report circulated with the agenda which updated the Committee on the progress of convergence projects between similar services across the three authorities.

This had resulted in the delivery of financial savings.

 

Resolved

 

The report be noted and supported.

8.

Project Management Process pdf icon PDF 552 KB

To consider the report of the Strata Head of Business Systems

Minutes:

The Strata Head of Business Systems and Business Intelligence referred to the report circulated with the agenda on a framework to deliver projects. The methodology is based on Prince 2 but streamlined to reflect how Strata and the Authorities can best work together to deliver the projects. The report detailed how each project would be prioritised and each stage in the completion of a project, and provided a more robust project management system. The proposed system was receiving good feedback.

 

Resolved

 

The report be received and supported.

9.

Finance Report pdf icon PDF 38 KB

To consider the Budget Monitoring Outurn 2018-19 report of the Director of Finance

Additional documents:

Minutes:

Strata has delivered £623,800 of revenue savings in 2018-19 and refunded £620,000. The key variations were set out in the report. The saving of £623,800 compared well against the original target of £381,961. Previous monitoring reports had highlighted the fact that the saving would be higher than outlined in the original business case.

 

The report also set out variations in the capital budget.

 

Resolved

 

The report be noted and supported.

10.

LOCAL GOVERNMENT (ACCESS TO INFORMATION) ACT 1985 EXCLUSION OF PRESS AND PUBLIC

Minutes:

Resolved

 

That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item on the

grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part I of Schedule 12A of the Act.

11.

Strata People Data Report

                     To consider the report of the Strata HR Director

Minutes:

Consideration was given to the report circulated with the agenda. The report updated the Committee on workforce management information.

 

Resolved

 

That the report be noted and supported.