Agenda item

To consider the strategic approach to Smarter Working, together with related implementation and budget plans for the period 2018/21.

The Panel considered the strategic approach to smarter working, together with related implementation and budget plans for the period 2018-2021. 

Members were advised that ‘smarter working’ was essential for transforming and streamlining the Council to meet current financial pressures and to plan for the longer term.  This strategic approach would be characterised by flexibility, with the processes that people were asked to work with continuously challenged to make sure they were fit for purpose.  Performance management would focus on results and outcomes.

It was expected that this approach would achieve greater productivity.  The cost and environmental impact of work would be reduced as space was shared and used more intensively.  This would provide staff with more choice about when, where and how they worked, supported and connected by effective and appropriate technology.  It would also meet the public’s increasing expectation that they should be able to interact with the Council through technological means, such as smart phones, whenever they wished.  It was emphasised however, that the needs of, in particular, older customers, who wished to deal with the Council face to face, would continue to be met.

The business case in section 4 of the report set out the anticipated financial and non-financial benefits.  The timetable for implementation was set out in section 5 of the report.  This recognised the constraints that applied to the process, including budgets, implementation of investment in IT and the availability and suitability of accommodation.  The timetable would continue to evolve as opportunities arose to effect further change.  The budget investment plan enabled effective use of new technologies, based upon the use of hybrid computers, which was central to smarter working.  Staff could work more effectively both in the office and away from it using the internet, broadband and wireless communications to work at the most effective times and locations.  The aim was also to create an attractive and inspiring working environment across the Council that supported the new work styles, increase the adaptability of space and enhanced performance.  In future there would be a mix of work and meeting spaces where work could be carried out.

Budget provision for smarter working had been included in the Council’s Medium Term Financial Plan capital programme for the period up to 2020/21 and totalled £3.5 million over three years.  Full implementation of Office 365 was estimated to cost £750,000 over the next 18 months, with an additional revenue cost of £200,000 per annum.  A further £500,000 would be needed for changes to accommodation at Appletree Court.

The Chief Executive gave a summary of the proposals for the new work place environments following the move of the Revenue and Benefits team to Appletree Court.  He explained that the proposals would require a cultural change from staff.

Members queried the payback term for the project. In reply, it was explained that some of the costs were unavoidable ICT upgrade requirements, whilst others were broader and unquantifiable benefits such as making recruitment easier, creating better services and, through reduction in staff travel, environmental benefits. 

RESOLVED:

That it be a recommendation to Cabinet that:

(i)         The strategic approach to smarter working be endorsed

(ii)        The utilisation of £1.25m of the Medium Term Financial Plan smarter working budget previously approved by the Council in 2018 to 2020, be supported.