Agenda item

To be advised of the proposed strategic approach to Smarter Working and to agree related expenditure.

RESOLVED:

(a)  That the strategic approach to “Smarter Working”, as set out in Report Item 4 to the Cabinet, be endorsed; and

(b)  That the use of £1.25 million of the agreed Smarter Working Budget included in the Medium Term Financial Plan be approved for the period 2018 – 2020.

The Cabinet considered a strategic approach to the introduction of “Smarter Working”, together with an implementation and budget plan for the period 2018 to 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 accord staff 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.  It was emphasised however, that the needs of older customers, who wanted to deal with the Council face to face, would continue to be met.

The business case in Section 4 of Report Item 4 to the Cabinet set out the anticipated financial and non-financial benefits.

The programme for implementing change was set out in Section 5 of Report Item 4 to the Cabinet.  This recognised the constraints that applied to the process, including budgets, limitations on the investment in IT and the availability and suitability of accommodation.  The timetable would continue to evolve however as opportunities arose to effect further change.

The budget investment plan was set out in Section 6 of Report Item 4 to the Cabinet.  Effective use of new technologies, based upon the use of hybrid computers, was central to “Smarter Working”.  With the right technology choices 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, increased 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 3 years.  The investment programme included the replacement of the Meridio document filing system and the current telephone system with Office 365 and SharePoint for document management.  The 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 the first stage of changes to accommodation at Appletree Court, on the ground floor of the South Wing.

RESOLVED:

(a)       That the strategic approach to “Smarter Working”, as set out in Report Item 4 to the Cabinet, be endorsed; and

(b)       That the use of £1.25 million of the agreed Smarter Working Budget included in the Medium Term Financial Plan be approved for the period 2018 – 2020.