Decision details

Proceed with Phase 2 of the Technology Refresh and Transformation for Core Business Services. Phase 2 of delivery will be to replace the HR and Payroll system. The current HR and Payroll system is SAP. SAP needs to be replaced to provide our people with digitally enabled tools for HR and Payroll functions; provide digital access to LCC employees who do not currently have access; remove additional admin processes for people not digitally connected; align HR, Payroll and Finance systems and data; enable analytics and reporting.

Further to Minute No. 65, 19 October 2022, the Director of Resources submitted a report which sought the Board’s agreement to proceed with Phase 2 of the Core Business Transformation (CBT) programme, together with the necessary approvals required to facilitate this.

Responding to a Member’s enquiry, the Board received information on how the CBT programme would not only establish new technology, but would also look to ensure the effective delivery of the new processes and that the benefits from them were maximised by the Council. 

Also in response to a Member’s enquiry, reassurance was provided that in procuring the solution, the issue of security and the mitigation of risk from cyber attacks would be taken into account, with further explanation being given that systems were being replaced on a regular basis to ensure that they remained secure.  

RESOLVED –

(a)  That approval be given for the Core Business Transformation Programme to proceed with Phase 2 of delivery requiring additional Authority to Spend of £8.0m funded from Capital Receipts in accordance with the Government’s Flexible Use of Capital Receipts statutory guidance (updated August 2022) and issued under section 15(1)(a) of the Local Government Act 2003, with this forming part of a wider programme of works estimated to cost a total of £18.5m (Phase 1 of which (£10.48m) was approved by the Executive Board on 19th October 2022, Minute No. 65 refers);

(b)  That it be noted that Phase 2 of the programme will initially replace the Council’s core HR and Payroll systems, followed by the replacement of related Health and Safety, Learning and Development, Occupational Health and Job Search, Recruitment, Selection, On-Boarding and Induction applications;

(c)  That authority be given to procure the new core HR and Payroll system(s) via an open procedure process, providing the award remains within the margins of the indicative costs; and also to waive Contract Procedure Rule (CPR) 15.2(c) in respect of the minimum points for price, with the evaluation criteria being: 60% quality, 30% price and 10% social value;

(d)  That it be noted that subsequent procurement and implementation of the related Health and Safety, Learning and Development, Occupational Health, Job Search, Recruitment, Selection, Onboarding and Induction applications will be undertaken by the Director of Resources, the Chief Officer Human Resources and Chief Officer Strategy and Policy, with the project sponsor being the Chief Officer Financial Services.