PAPER B
RESOURCES SELECT COMMITTEE – 3 FEBRUARY
2005
MEMBERS ICT SURVEY
To consider the report on the Members ICT Survey
The report is submitted as a result of the meeting of the
Resources Select Committee on 1st November 2004, which requested
that a survey of existing members ICT aspirations and objectives be carried
out.
ACTION REQUIRED BY THE SELECT COMMITTEE
To receive the report on the Members ICT Survey To agree that the recommendations form the basis of a
platform for delivery of ICT and associated training needs, to be drawn up by
the Head of Organisational Development. |
BACKGROUND
From
anecdotal evidence received, it had become apparent that not all members are
entirely satisfied with the level of ICT provision, support and training that
is offered to them by the Council.
The
members ICT survey has sought to identify the areas where shortcomings exist,
along with areas where provision is already satisfactory, and, subsequently, to
propose a framework within which ICT provision may be made more flexible, and
address the demands of members within a modern local authority.
In
order to progress with a strategy to improve the way in which ICT is provided
to members, the survey was undertaken in order to fully identify all aspects of
the current situation. The results of the survey will provide a foundation upon
which future ICT provision can be based.
RELEVANT PLANS, POLICIES, STRATEGIES AND PERFORMANCE INDICATORS
The
four objectives of GAGS
CONSULTATION PROCESS
The Members ICT survey was circulated to all members
electronically on 11th November 2004, and subsequently in hard copy
to members who do not currently use e-mail facilities.
Additionally, five members, selected from a cross-section of
ICT users at varying levels were invited to discuss their requirements in a
short face-to-face session. Only two members subsequently took this offer up.
The results of this survey have been collated, and are attached
in Appendix A, in the form
in which the survey was sent out.
Whilst the survey indicates that the majority of members are
happy with current ICT provision (the modest response to the survey may
indicate that many members felt no need to comment on the current situation),
there are a number of common themes that emerge from the survey:
·
The
current “one size fits all” provision of a laptop and printer does not, in
fact, achieve the aim of efficient ICT provision to all members, as some find
that this equipment does not fit well with the way they work.
·
The
provision of ICT training to elected members also needs to be tailored to the
expectations and current level of knowledge of members, which experience shows
can vary considerably.
·
The
current arrangements for remote connection to the IOWC network are considered
to be slow and place a financial burden on members using the system.
Of those members who replied, the vast majority (85.7%),
thought that the service offered by ICT support was “Good” or “Very Good”, with
the remainder citing the service as “Average”
It is therefore recommended that the Resources Select
Committee commission the Head Of Organisational Development to draw up a plan
that address these three themes, with a view to ensure that:
·
Members
are able to choose from a range of ICT options which best suit the way they
chose to work. These are to include:
§
The
option to use a home based PC in place of a laptop, possibly connecting to a
hand-held device to improve portability.
§
The
option to integrate PC with mobile telephony equipment in order to increase
mobile and remote working options.
§
The
option to continue using an IOWC provided laptop and printer.
§
The
option to be able to opt-out of using ICT for those members who have no desire
to use electronic communication, whilst recognising that this places additional
burden on the Member Support team.
·
These
options are to be offered within the approved standards of the ICT technical
standards group, and must not contravene any security or communications policy
that the IOWC has adopted or has been approved by the CESG (Communications –
Electronics Security Group).
·
Ensure
that a tailored training programme is in place to meet the needs and
expectations of a wide cross section of ICT abilities for members post May 5th
2005.
·
Examine
the current method of remotely accessing the IOWC network to identify options
for increasing the speed of connection (possibly via broadband), and to remove
the financial cost to members.
·
Identify
ways in which members can interact with the Customer Relationship Management
system to the mutual benefit of the Council.
·
To
include within the above, the remit of the terms of reference agreed by the
Resources Select Committee on 1st November 2004, as set out in the
Appendix to the report presented on that date.
FINANCIAL, LEGAL, CRIME AND DISORDER IMPLICATIONS
This report does not deal with the financial aspects of the
proposed ICT provision. It is anticipated that any subsequent report detailing
proposals for the future will include costings of such provision.
It should be noted that the available budget for the
provision of members ICT equipment is limited to around £20,000 this being
sourced from an underspend on members allowances under that budget head.
It is appreciated that whilst this sum is likely to prove
insufficient to provide anything other than a basic choice between a desktop
PC, a laptop, a handheld device or some form of mobile telephony, a range of
options should be explored which seeks to meet, as far as possible, members
aspirations within the budget available.
APPENDICES ATTACHED
BACKGROUND PAPERS USED IN THE PREPARATION OF THIS REPORT
None
used in the preparation of this report.
Contact Point : Clive Joynes, Electoral Services
Officer, Tel: 823341
COUNCILLOR REG BARRY
Portfolio Holder for Resources