Agenda item - Digital and Service Transformation Programme

Key Decision

Portfolio Holder: Cabinet Member (Joint Focus), Councillor Christian Chapman

Portfolio Holder: Cabinet Member (Outward Focus), Councillor John Wilmott

a) that the purchase and implementation of a mobile Housing Repairs solution, incorporating a repairs module, associated licences, handheld devices and Dynamic Resource Scheduler (DRS), be approved.

b) that it be recommended to Council

i. that an allocation of Housing Revenue Account funding, to a maximum of £250,000 for upfront implementation costs associated with the project be approved.

ii. that Housing Revenue Account funding of £30,000 for annual costs, including support and maintenance and support to award a contract for the solutions at (a) be approved.

c) that the required repairs module, and associated licences be included within the Council’s existing contract with Capita, in line with procurement regulations.

d) that a DRS solution be procured via a relevant procurement process for two years with an optional extension of two further years.

e) That authority be delegated to the Director of Housing and Assets to extend the contract(s) +1 +1 at the end of the 2-year contract term.

REASONS FOR DECISIONS

The introduction of modern working arrangements, particularly mobile working and dynamic work scheduling will result in large productivity gains. However, in order to deliver the savings and productivity gains, additional investment in current IT infrastructure and resources will be required.

ALTERNATIVE OPTIONS CONSIDERED AND REASONS FOR REJECTION

The alternative option of not investing in a mobile Housing Repairs Solution was not recommended as based on the significant and pressing operational and strategic benefits which can be delivered by implementing new technology which facilitates improved ways of working, including faster service delivery, enhanced customer experience and independence, benefitting both the customer and the council.

Pursuant to Minute No. CA.9 (2018/19) the Chief Executive submitted a report seeking approval for, and recommending that investment be made in the technology required to enable a more customer centric, customer responsive and productive mobile housing repairs function for the Council.

The Chief Executive’s report included a full business case indicating how investment in technology would be a catalyst for delivering a more customer focussed housing repairs function. The business case also included detailed information on the strong potential and short timescales for the payback of the required investment that would be realised through a more productive and agile re-structured housing repairs workforce, with reduced reliance on sub-contractors. It was noted that the proposed customer centric changes created by IT investment in housing repairs were part of the Council’s digital and service transformation programme which was aimed at addressing the joint challenges of the need to continue to make savings along with the increasing expectations of customers for a high-quality service by looking at new ways of working to improve how the Council operated.

The report included full details of the how the project would be financed and sought approval for Cabinet to recommend to Council Housing Revenue Account funding of £250,000 for the implementation of the project and for a maximum of £30,000 a year for ongoing support and maintenance costs.

Members of Cabinet welcomed the report and noted with approval that the proposed housing repairs solution would not only provide a better service to the Council’s tenants but also provide savings and efficiencies that would pay back the investment made and deliver ongoing savings for the Council. The Chief Executive noted that the mobile housing repairs solution was just part of the Council’s wider digital transformation programme which aimed to modernise Council systems and provide responsive and customer focussed services.

RESOLVED