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)

With reference to the previous meeting held on 22^nd November 2019 when it was acknowledged by officers that progress on the project had not been as anticipated, the Director of Resources and Housing now submitted a report which provided an update on the progress made and steps taken to re-baseline the project.

Addressing the report the Chief Digital and Information Officer said that since the last meeting work had focused on the following:

·  Ensuring the right technical expertise and amount of resources were assigned to the project

·  Challenge and review the methodology for moving off Access 2003 in the timeframe

·  Challenge the project management, governance and escalation arrangements

·  Instructions had been circulated that no new databases be created

Members referred to the 630 IT projects currently on the Digital and Information Services portfolio of work and queried if any of these would affect the public services network approval.

It was confirmed that a number of the projects would affect the public service network approval and that details would be supplied in the Annual Report.

It was reported at the last meeting that new 2003 databases were still being created, and Members asked whether this was still happening.

Members were informed that an instruction had been circulated that no new databases be created and any new databases would be immediately deleted.

A number of Members expressed disappointment at the lack of progress suggesting that officers with senior positions within the Council had not taken this project seriously, it had taken too long to identify this project as a priority and the council was in a position of needing to play catch up.

The Chief Digital and Information Officer explained that the issue had been discussed at the Corporate Leadership Team and that this project was caught by the priority design principles which had been set. It was also reported that the Project Management Team were now meeting on a three weekly bases with clear roles of responsibility having been assigned.

Members queried if the required resources were now in place with the necessary technical expertise.

Members were informed that additional resources had been assigned to the project, and that specialist agency staff would be brought into the team to meet the current lack of “developers” to provide alternative solutions to replace Access databases.

Members asked if the project timetable could be shared with Members.

The Chief Digital and Information Officer informed Members that at this stage he could not commit to a firm timetable, an action plan had been compiled but there remained a risk around the use of external expertise.

The Chair requested that the project timetable be circulated to Members (via email) by 1^st March 2020 and that the Director of Resources and Housing be notified of the Committee’s request.

The Chair thanked the officers for their attendance and contributions and requested that a further progress report be brought back to the next meeting in March 2020 when it was hoped the project would be back on track.

RESOLVED –

(i)  That the contents of the report be noted and the identified actions be supported

(ii)  That a further update be provided at the next meeting

(iii)  That the project timetable be circulated to all Members of the Committee by 1^st March 2020

(iv)  That an invitation to attend the next Committee be extended to the Director of Resources and Housing if it is considered that sufficient progress has not been made