Contract Award Business Intelligence Hub
North Lanarkshire Council · 29 August 2022
Back to Enterprise, Growth and Fair Work Committee — 29 August 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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North Lanarkshire Council Report Enterprise, Growth and Fair Work Committee Does this report require to be approved? ☒ Yes ☐ No Ref SC/KH Date 29/08/22 Contract Award - Business Intelligence Hub From Head of Business & Digital Solutions Email hassellk@northlan.gov.uk Telephone 07903 096121 Executive Summary The Business Intelligence Hub (BI Hub) is a key strategic function that performs several roles relating to business information, reporting and insight including: • utilising statistical techniques to draw insight from data in order to support strategic and operational decision-making. • validation and distribution of information to support statutory and regulatory requirements, and • production of reports and dashboards for differing stakeholder groups including corporate and service management teams, elected members, statutory and regulatory bodies, and partner agencies. Phases 1-3 of the BI Hub development were drawn down from the contract approved by the former Transformation and Digitisation Committee in 2019 for the Council’s System Integration Partner, Agilisys Limited. With that contract recently ending and with further developments planned it is essential to ensure the continuation of development and delivery of this key strategic asset. To maximise the previous knowledge and experience of our private sector partner Agilisys Limited, and after seeking advice from the Head of Assets and Procurement it was agreed that a call-off contract for consultancy from the Crown Commercial Services GCloud12 Framework services was the appropriate route for procurement for development and delivery of Phase Four of BI Hub providing best value to the Council. As Council was in recess, the Clause 21.3.2 within the General Contract Standing Orders (GCSO) was invoked which states “Between Committee cycles where there is no appropriate Committee available then the Chief Executive or the appropriate Executive Director (substitutes may not act) may instruct the Head of Assets and Procurement (or in his absence the Head of Legal and Democratic Solutions) to accept tender orders in order to expedite the contract award process”. With such a clause being applied, it is thereafter a requirement of the GCSOs for the contract award to be reported to the next appropriate Committee. Recommendations The Committee is requested to:
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1. Background 1.1 As previously reported to the former Transformation and Digitisation Committee in February 2022, the Business Intelligence (BI) Hub provides capacity within the council to provide information, intelligence, and insights on service delivery with the key objectives being, to reduce the volume and complexity of current reporting and achieve a shift to future state forecasting to support key strategic decision making at both a policy and a service level within the council. 1.2 Changes in business and working practices mean the Council now requires access to data and intelligence any time, anywhere and in a format that supports insightful informed decision making. 1.3 It is crucial therefore that the future business intelligence model: • ensures more effective use of business intelligence in the delivery of services; • supports decision making that is supported by data and insight and drives efficiency, and • uses business intelligence to focus resources where they are needed. 1.4 To support this the council needs a flexible operating model for business intelligence which is scalable across the organisation and ensures we have the right people with the right skills supported by the right technology. 2 Report 2.1 Phases One to Three of the BI Hub development were completed through the previously approved System Integrator contract with Agilisys Limited during the period October 2020 to April 2022. Following the completion of that contract in April 2022 and with future phases of the BI Hub development already planned to assist with the delivery of the Council’s Data Governance Framework and Data and Information Management Strategic Roadmap advice was sought on the route to market for the delivery of Phase Four. 2.2 As Council was in recess, the Clause 21.3.2 within the General Contract Standing Orders (GCSO) was invoked which states, “Between Committee cycles where there is no appropriate Committee available then the Chief Executive or the appropriate Executive Director (substitutes may not act) may instruct the Head of Assets and Procurement (or in his absence the Head of Legal and Democratic Solutions) to accept tender orders in order to expedite the contract award process.” 2.3 With such a clause being applied, it is thereafter a requirement of the GCSOs for the contract award to be reported to the next appropriate Committee. 1) homologate the approval of the award of the Contract to Agilisys Limited at the maximum value of £567,975 exclusive of VAT for a period of 11 months which commenced on 1 May 2022. 2) otherwise note the content of the report. The Plan for North Lanarkshire Priority All priorities Ambition statement All ambition statements
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2.4 The Contract is for period of 11 months and commenced on 1 May 2022. The value of the Contract shall not exceed £567,975 Pounds Sterling exclusive of VAT. 2.5 A key element of delivery in Phase Four will be knowledge transfer and upskilling of council staff to allow the organisation, as far as possible, to be self-sufficient in BI Hub development and delivery by the end of Phase Four in March 2023. This will include learning exchanges, training, job shadowing and mentoring support from the agreed provider. Should we require it there is a progress review at the 6-month point. 2.6 In addition during Phase Four Agilisys will: • prepare technical and user documentation for each dashboard and make available to NLC in appropriate libraries • provide training/support/job shadowing to NLC staff to ensure knowlwdge transfer on each dashboard development, design and build. 3 Measures of success 3.1 Success can be demonstrated through the outcomes detailed within The Plan for North Lanarkshire being effectively monitored, and the corresponding data being available to the people who need it, when they need it, and in a way for it to be used to improve our decision making and service delivery. 4. Supporting documents 4.1 Not applicable Katrina Hassell Head of Business and Digital Solutions
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ All financial information is contained within the body of the report, with all costs of the project included within the DigitalNL investment model, regularly reported to the former Transformation and Digitisation Committee and Policy and Strategy Committee. If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ Financial Solutions routinely monitor spend against the DigitalNL Investment model. If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐
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5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Iterative deployment of the Business Intelligence hub across council services provides great opportunity to improve the Council’s data management practices and data maturity score, with the Council ultimately looking to map to the ‘advancing’ stage outlined within its approved Data and Information Management (IM) Strategic Roadmap. Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed?