Agenda and minutes

Resources and Performance Select Committee - Thursday, 2 February 2023 10.00 am

Venue: Committee Room

Contact: Kunwar Khan, Scrutiny Officer

Media

Items
No.	Item
1/23	APOLOGIES FOR ABSENCE AND SUBSTITUTIONS Share this item Purpose of the item: To receive any apologies for absence and substitutions. Additional documents: Webcast for 1/23 Minutes: No apologies were received.
2/23	MINUTES OF THE PREVIOUS MEETINGS: 9 DECEMBER 2023 PDF 254 KB Share this item Purpose of the item: To agree the minutes of the Resources and Performance Select Committee held on 9 December 2022 as a true and accurate record of proceedings. Additional documents: Webcast for 2/23 Minutes: Apologies for absence from Tony Samuels be reflected in the minutes. Subject to this, the minutes of the 9 December 2022 meeting were agreed as a correct record.
3/23	DECLARATIONS OF INTEREST Share this item Purpose of the item: All Members present are required to declare, at this point in the meeting or as soon as possible thereafter: I. Any disclosable pecuniary interests and/or II. Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting. NOTES: · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest. · As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner). · Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial. Additional documents: Webcast for 3/23 Minutes: None received.
4/23	QUESTIONS AND PETITIONS Share this item Purpose of the item: To receive any questions or petitions. NOTES: 1. The deadline for Members’ questions is 12:00pm four working days before the meeting (27 January 2023). 2. The deadline for public questions is seven days before the meeting (26 January 2023). 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received. Additional documents: Webcast for 4/23 Minutes: None received.
5/23	PERFORMANCE MONITORING SESSION NOTES 14 DECEMBER 2022 PDF 201 KB Share this item Purpose of the item: To publish the notes of the Performance Monitoring session conducted on 14 December 2022. Additional documents: Webcast for 5/23 Minutes: Noted and agreed.
6/23	SURREY COUNTY COUNCIL DATA STRATEGY TRANSFORMATION PROGRAMME UPDATE PDF 394 KB Share this item Purpose of the item: To provide an update on the Council’s Data Strategy, the progress to date and to seek the views of the committee on how best to engage Members more widely in improving our management and use of data, as well as the culture change to support this. Additional documents: Appendix A - What do we mean by data , item 6/23 PDF 239 KB Appendix B – High-level Roadmap and milestones for 2023-24 , item 6/23 PDF 494 KB Webcast for 6/23 Minutes: Witnesses: Rebecca Paul, Deputy Cabinet Member for Levelling Up Rachel Crossley, Joint Executive Director, Public Service Reform Angela Lawrence, Head of Data Key points raised during the discussion: The Chairman asked what improvements could be expected from the strategy. The Deputy Cabinet Member for Levelling Up said that the Council recognised the need for improvement to become a data enabled organisation. The three-year transformation programme would enable the collection of high-quality data with everyone within the organisation understanding the value of the data, where to find it and how to use it. The Chairman questioned how the strategy would save money. The Deputy Cabinet Member for Levelling Up said that beginning with good data would enable good quality decisions, add value and mitigate risk. It would also help in addressing issues such as those recently experienced with the Unit4/ Systems Applications and Products (SAP) project. The Chairman, in reference to the 88 per cent of data accuracy noted in the presentation queried if the figure was considered high or low. The Head of Data said that it was unlikely that 100 per cent data quality would be achieved across the whole Council and the focus was to ensure that the data was fit for purpose, which was the case at 88 per cent. The Joint Executive Director, Public Service Reform added that extra focus would be invested into understanding crucial data sets in areas that required 100 per cent accuracy with gaps being addressed and safeguards implemented as a result. The Chairman stressed the need to ensure any relevant data remained accurate following changes. The Chairman asked if the £3 million cost of the programme was a sensible amount. The Deputy Cabinet Member for Levelling Up said that the costs provided value for money and the spend would save money going forward. A Member asked who would input the data and if undertaken manually, how accurate would that be. The Deputy Cabinet Member for Levelling Up explained that the exercise would identify data input inconsistencies across the directorates with solutions being built into the programme to improve accuracy. A Member asked for reassurances that only required data was collected and that it was accurate and stored correctly. The Joint Executive Director, Public Service Reform confirmed that the project would look at developing training and support for officers to address any instances where this was not currently the case. A Member considered that £3 million was unlikely to be sufficient for the scope of the three-year programme. The Chairman requested an explanation of the Council’s statutory and regulatory requirements for data usage. The Head of Data said that compliance of the Data Protection Act 1998 and United Kingdom General Data Protection Regulation (GDPR) were required. In addition the Council was working towards compliance with the Data Management Association standards (DAMA), a global best practice for data management. The Chairman questioned what compliance training was required for Members to gain relevant knowledge of the statutory and regulatory requirements. The Deputy Cabinet Member ... view the full minutes text for item 6/23
7/23	FORWARD WORK PROGRAMME AND RECOMMENDATION TRACKER PDF 94 KB Share this item Purpose of the item: For the Select Committee to review the attached Forward Work Programme and Recommendation Tracker, making suggestions for additions or amendments as appropriate. Additional documents: Annex A - R&PSC Forward Work Programme , item 7/23 PDF 354 KB Annex B - R&PSC Actions and Recommendations Tracker , item 7/23 PDF 230 KB Webcast for 7/23 Minutes: The Select Committee noted the Recommendation Tracker and the Forward Work Programme.
8/23	DATE OF THE NEXT MEETING Share this item The next meeting of the Resources and Performance Select Committee will be held on 24 April 2023 at 10:00am. Additional documents: Webcast for 8/23 Minutes: The Committee noted its next meeting would be held on 24 April 2023.