Issue - meetings

This report aims to provide the Audit and Governance Committee with an overview of the large projects that IMT have to deliver during 2015 and to consider the adequacy of the control systems and governance in place.

Declarations of interest:

None

Witnesses:

Lorraine Juniper, Programmes Manager, Information Management and Technology Service

Key points raised during the discussion:

1.    The Programmes Manager introduced the report.

Denis Fuller returned to the meeting at 12.15pm.

2.    It was confirmed that for six weeks following implementation of a system, issues are reviewed with the service and the technical team is available to address them.

3.    In response to a query about the Device replacement project, it was explained that there had been a variety of technical and user issues arising during the trial.  These were being addressed.

4.    Members felt that the SEND transport project was a priority.  IMT was working with the Children, Schools and Families directorate  to understand the requirements of a software system.

5.    It was explained that users of technology within the organisation ranged from 19 year old tech-savvy employees to those with no knowledge or interest in technology.  When BlackBerries were being rolled out, IMT sat with a variety of users and developed a series of user guides aimed at different groups of people.  Training needs to be personalised but there were resource implications.

6.    The Chairman queried what controls there are against projects missing their deadlines.  The Programmes Manager explained that the Programme Board meets monthly and discusses scope creep.  There is also an overarching budget within which projects must remain.  Further to this, larger projects have weekly project meetings.

7.    The Deputy Chief Finance Officer explained that each service has its own risk register, which is regularly monitored.  Each project manager has a budget and if it is likely that this will be exceeded there is a hierarchy of what they should do dependant on the seriousness of the project.

Actions/Further information to note:

None.

RESOLVED:

The committee was satisfied with the adequacy of the control systems and governance arrangements for large IMT projects.

Committee next steps:

None.