Meeting documents

The Cabinet Member for HR, ICT & Customer Services; Councillor D Shakespeare and the Head of HT, ICT & Customer Services: John McMillan were welcomed to the meeting. 

The Cabinet Member updated the Commission on projects due for completion in 2017/18 which included:

·         Laptop refresh – It was noted that some laptops were over 7 years old and new laptops were expected to be issued to staff during April/May/June with the end date of July 2017.

·         Replacement of VDI servers and software – The hardware had been procured and would be installed at the weekend following the meeting.  This was earlier than scheduled.

·         Replace the Uniform server and application upgrade – It was noted that the Uniform server ran the planning system and the upgrade had been completed in December 2016.

·         Upgrade the telephony and introduce Skype for Business – This was on track for completion in July 2017.

·         Implementation Office 365 - Members email was scheduled for April/May 2017 and officers scheduled for July 2017.  The MS Office upgrade to Office 13 was scheduled for April 2017.

·         Upgrade internet capacity - There had been a slight delay regarding pricing however the upgrade was expected within the next few days.

Regarding Members ICT it was reported that some Members wished to work differently and preferred devices dependent on the way they worked.   It was reported that a trial was being undertaken providing access to network accounts using iPads using the Horizon View Client and this would provide Members with access to application network drives, outlook etc.  It was noted that a joint meeting between the ICT Task and Finish Group and the Portfolio Advisory Group was due to take place on 15 March 2017 to consider recommendations. 

Regarding the Council Chamber ICT equipment it was reported that a decision would not be made until consideration of the broader future use of the Chamber was determined.

Mr McMillan confirmed that the lifetime of laptops were able to be lengthened as they were used as ‘thin technology’, (e.g. the processing power of the laptop was not required), however  it was now difficult to obtain spare parts for some of the laptops and were now being replaced.

Members asked a number of questions and received responses from Mr McMillian, which included the following:

·         It was noted that iPads had been introduced to Members in 2015 and at the time this seemed the best option.  These did need to be connected wirelessly to be able to access the network.  Also if required iPads could be used with a Bluetooth keyboard. 

·         Training had been provided for Members on iPad usage however only six members had attended at the time.  Individual training was now offered on a request basis if required.   The suggestion regarding offering training sessions in advance of the full Council meeting would be investigated.

·         There had been an issue with planning information being accessed.  It was reported that the Cabinet Member for Planning had trialled the VRM View Client access on iPad and in his opinion the application had been successful.

·         The Uniform server was the most used across councils and providers had been contacted regarding compatibility.

·         The Windows 10 platform was a relatively immature product and software products were being developed.

·         Three reoccurring problems that had been recorded were dynamic and were fixed at the time the problems occurred.

·         Email accessibility on personal devices was possible however PSN security would need to be considered.

·         An ICT Strategy had not yet been undertaken however this was planned for the future.

The Chairman thanked Councillor Shakespeare and John McMillian for the update.

It was identified that the Task and Finish Group had finished its work and had come to an end and therefore would need to be reinstated if a further piece of work was required.  It was suggested that Councillor Wood chair an ICT Strategy Task and Finish Group to consider the future of ICT over the next 2 to 4 years.

RESOLVED:   

                     i)        That a Task and Finish Group be established under the Chairmanship of Councillor L Wood in respect of ICT Strategy over the next 2 to 4 years with the same membership as the previous task and finish group.

                    ii)        That the necessary paperwork would be completed to enable this to go onto the Committee’s work programme.

                   iii)        That Councillor Wood arranges a meeting of the new task and finish group and report back to the next meeting.