Agenda, decisions and minutes

Minded to Grant Decision:-  (1)  That the £719,000 capital investment to immediately recruit to the 10 key project roles be approved and the likely further investment of approximately £686,000 for the creation of a project team to deliver the new Case Management System.

(2)  That a further report be submitted for the selection of a preferred system including detail on funding requirements.

Commissioner Newsam noted that notice of proposed decision had not been included in the Council’s Forward Plan of Key Decisions.

However owing to the urgency of the decision, and that any further delays would impede the swift  implementation of the decision, Commissioner Newsam consents to this matter being treated as a matter of urgency.

Date of Commissioner Newsam’s Final Decision:- 2nd April, 2015.

Date of Publication of the Decision:- 2nd April, 2015.

Ian Thomas, Director of Children’s Services, presented an update on the progress of the Social Care Systems Improvement Project.  It set out the project timelines and funding requirements for the creation of the key posts in the Project Team.

In late 2014, following Commissioner Newsam’s appointment as Children’s Commissioner, the Council had been instructed to address the severe deficits in the ICS system as a matter of urgency and procure a replacement system.

The Social Care Systems Improvement Board had been established, meeting twice a month, to oversee 3 distinct workstreams which would address the issues raised by Professor Jay and the Ofsted findings:-

Workstream 1 – Immediate System and Process Improvements

Workstream 2 – Social Care System – Market Testing and Procurement

Workstream 3 – Greater use of Mobile Technologies

Good progress was being made against each of the 3 workstreams as detailed in the report submitted.

For the new system to successfully meet the requisite timetable, a large project team would need to be created to deliver the work.  Based upon experience in delivering other large system replacement projects and following consultation with other authorities who had completed similar exercises, it was estimated that 28.5 new staff would be required.  The total complement of staff would not be required for the full duration of the project.

The total cost of funding the new posts would be approximately £1.4M over 3 years, a mixture of Capital and Revenue funding as appropriate.

It was proposed that the following posts be recruited to immediately:-

-          Programme Manager (Adults and Children)

-          Project Support Officer

-          Adults Social Care Project Manager

-          Children’s Social Care Project Manager

-          ICT Project Manager

-          2 x System Application Design

-          Junior System Developer

-          Senior System Developer

-          Reporting and Data Preparation

The cost of the above 10 posts would be £719,000 over 3 years. 

Commissioner Newsam expressed concern that this item had not been included in the Council’s Forward Plan of Key Decisions.  However owing to the urgency of the decision, and that any further delays would impede the swift implementation of the decision, Commissioner Newsam consented to the matter being treated as a matter of urgency.

Commissioner Manzie was consulted following the meeting and agreed to the report being considered without having been publicised  in the Council’s  Forward Plan of Key Decisions.

Minded to Grant:-  (1)  That the £719,000 capital investment to immediately recruit to the 10 key project roles be approved and the likely further investment of approximately £686,000 for the creation of a project team to deliver the new Case Management System.

(2)  That a further report be submitted for the selection of a preferred system including detail on funding requirements.

This item was deferred for inclusion within the Forward Plan and resubmission to the Commissioner.

It was noted that this item had not been included in the Council’s Forward Plan of Key Decisions. 

Resolved:-  That this item be deferred for inclusion in the Council’s Forward Plan of Key Decisions and resubmission to Commissioner Newsam upon completion of the 28 days. 

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 of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any person (including the Council)).

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 of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (as amended 2006 – information relates to finance and business affairs).

Minded to Grant Decision:-  (1)  Approve the contract for a new Social Care system be  awarded to Liquidlogic for a period of 5 years at a cost of £834,982 to set up, purchase and install and £725,620 spread over 5 years in support and maintenance.

(2)  Approve a contingency of 10% of the purchase cost of £156,000.

(3)  Approve that the new system be hosted by Liquidlogic.

Commissioner Newsam noted that notice of the proposed decision had not been included in the Council’s Forward Plan of Key Decisions.

However, owing to the urgency of the decision, and that any further delays would impede the swift implementation of the decision, Commissioner Newsam consents to this matter being treated as a matter of urgency.

Date of Commissioner Newsam’s Final Decision:- 2nd April, 2015.

Date of Publication of the Decision:- 2nd April, 2015.