Agenda item

To consider a report by the Director of Resources and Housing which provides an update on the current position on Access databases and compliance to PSN. 

(Report attached)

The Director of Resources and Housing submitted a report which provided an update on the current position on Access databases and compliance to PSN.

Members noted the report followed an initial request from this Committee in July 2018 for further details and reassurances regarding the progress in dealing with legacy Access 2003 databases that had been highlighted as a significant risk to our continued PSN certification.  At the meeting of the Committee in November, Members requested regular progress reports on resolving the Access 2003 vulnerabilities.

Members were informed that 83 responses had been received so far to the questionnaires sent out to service areas. This was an increase of 9 since the last report to Committee. Of those 83, 20 of the respondents had identified their database as business critical (criticality based on whether those services would stop without the use of the database). Of those 20, 12 have confirmed the Access database is the main operational system of that function; meaning 8 of them are supplementary.

It was reported that engagement had taken place separately with several services where they had significant numbers of databases, e.g. Highways and Transport, who have 87 databases. The project team continued to engage with all service areas to identify potential solutions to replace Access databases.

Members were informed that so far, the project had confirmed that 5 databases were due to be deleted once they’ve fully migrated over to a new solution and 12 were being delivered by another project or programme. The project were prioritising the 271 that don’t currently have a new solution in the pipeline.

Members queried if the service had sufficient resources to deliver the project and would there be any problems recruiting new staff with the necessary skills within the required timescales.

Members were informed that sufficient resources were in place to deliver the project, there was also funding available to recruit more staff if the need arose.

The Chair asked if there had been any engagement with the Cabinet Office about the City Council’s Plan and if so, had they made their views known.

Members were informed that no communication with the Cabinet Office had taken place but that this suggestion would now be progressed

Members queried if other Local Authorities had similar PSN compliance issues, could some comparisons with other Local Authorities be obtained.

It was confirmed that PSN compliance and comparisons with other Local Authorities would be included in the next update report to Committee.

Referring to the next update report the Chair requested if the information on progress could presented as a directorate by directorate summary.

Officers confirmed that the next update report would include a directorate by directorate summary, as requested.

RESOLVED -

(i)  That the contents of the report be noted

(ii)  To note the assurances provided around the Council’s approach to maintaining PSN compliance and where progress had been made

(iii)  That regular updates on progress continue to be brought to future meetings of this Committee.

(iv)  That engagement takes place with the Cabinet Office to seek an indication as to whether the City Council’s plans for compliance are sufficient

(v)  To obtain comparisons with other Local Authorities about PSN compliance for inclusion in the next update report to Committee.

(vi)  That future update reports would include a directorate by directorate summary.