Decision Maker: Executive Board
Decision status: Recommendations Approved
Is Key decision?: Yes
Is subject to call in?: Yes
The Core Business Transformation Programme seeks to bring about fundamental changes in the way Finance, Procurement, HR and Payroll activities are undertaken across the Council.
Extensive colleague engagement paints a picture of over bureaucratic labour intensive processes combined with inflexible technology. Key business processes are often hindered by technology which is unintuitive and difficult to extract data from whilst at the same time lacking key functionality. The technology is out of date and nearing ‘end of life’, representing an increased risk to business continuity.
As a first step in transforming service delivery and securing the long term viability of the Council’s business ICT systems, the Council’s Best Council Design Team (BCDT) approved the Full Business Case for the replacement of existing Finance, HR and Payroll IT systems.
Procurement of a new solution for people and finance is a crucial first step in achieving the improvement aims of the Council whilst giving the best possible opportunity of realising savings in terms of digitising services and streamlining processes. The new technology will enable services to standardise and simplify how they work, freeing up capacity by removing manual processes and ‘off-line’ manipulation and processing of data. It will provide timely, consistent and standard management information in relation to people and finances.
The Executive Board of the Council is requested to approve that the Core Business Transformation programme proceed to the next stage, which is the procurement phase, and in doing so give authority to spend the required funds on the procurement activity.
The Director of Resources and Housing submitted a report which sought approval to proceed with the Core Business Transformation programme to the next stage, which would be the procurement phase, and in doing so the report also sought approval to provide the necessary ‘authority to spend’ in order to enable the required procurement activity.
In considering the proposals detailed within the submitted report, it was suggested that the Chief Digital and Information Officer be included in this process, in order to maximise the benefit of the initiative.
(a) That approval be given for the Core Business Transformation programme to proceed to the next stage, which is the procurement phase, and in doing so, approval also be given to the authority to spend £1.01M on the required procurement activity;
(b) That it be noted that the Chief Officer (Financial Services) is responsible for this matter (such as supporting the programme to the next stage and steering the £1.01m spend), together with adhering to any timescales involved;
(c) That a report be brought back to Executive Board in 12 months’ time (September 2021), prior to the awarding of a contract to the successful bidder.
Reason Key: Financial Impact>£500K;
Portfolio Holder: Executive Board Member for Resources
Other reasons / organisations consulted
Best Council Design Team, which comprises of senior representation from across the Council, has undertaken the role of Programme Board.
Trade Unions have been consulted via the Corporate Joint Consultation Committee and HR Matters meetings and will continue to be consulted on an ongoing basis.
Staff groups are being consulted through a combination of local team meetings and requirements development workshops on an ongoing basis.
Procurement activity will include participation from a wide range of staff groups and, where appropriate, representatives from schools and external partner organisations.
Best Council Design Team
External Partner Organisations
Contact: Victoria Bradshaw, Chief Officer - Financial Services Email: Victoria.Bradshaw@leeds.gov.uk.
Report author: Victoria Bradshaw
Publication date: 05/10/2020
Date of decision: 24/09/2020
Decided at meeting: 24/09/2020 - Executive Board
Effective from: 06/10/2020