Decision Maker: GM Deputy Mayor, Treasurer GMCA
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
To complete deployment of the
business-critical Windows 10 Client services Project (Project
2).
The Windows 10 Programme consists of three projects, the first two
having been commissioned in 2019:
(i) Project 1 (Infrastructure Services) – technical
architecture, services and cloud platform deployment
(ii) Project 2 (Client Services) – deployment of devices and
operational applications
(iii) Project 3 (Transformational Services) – realisation of
business benefits of the new technology
Project 1 had a budget of £1,951,320 capital and
£27,500 revenue, and is in the final stages of completion
with a balanced financial position.
Project 2 had an OBC budget of £23,198,005 capital and
£268,249 revenue and is making good progress on its
deliverables, having been the subject of delays caused by
resourcing and international supply chain issues. The FBC is
subject to an increase in funding of £2,147,459 capital and
£373,910 revenue as a result of the delays noted above and
the subsequent global shortage of component parts; the police
officer uplift requiring additional hardware purchases; and the
decision to purchase SIM cards following the business pilot.
Project 3 is in the process of being commissioned. It has a
preliminary budget of £391,000 to procure consultancy
services in developing a long-term strategy and FBC to maximise
business benefits of the technology and develop early use cases in
line with NEP accreditation for launching Project 2. Further
funding of £350,000 - £750,000 will be required
(depending on the preferred specification) which will be subject to
a separate business case and associated approval process.
The decision is that:
The Deputy Mayor approves the proposals set out in the Business
Case and approve the necessary investment to deliver the Windows 10
Client Services project (Project 2), and also acknowledge the
requirement for future investment to deliver the Transformational
Services project (Project 3), which will be subject to a full
business case.
The Deputy Mayor approves funding as set out below:
• Approve the Windows 10 Client Services Project Full Business
Case at an estimated cost of £25,345,464 capital and
£642,159 revenue over the life of the project.
• Note the increase estimated cost of the Client Services
Project since the Outline Business Case of £2,147,459 capital
and £373,910 revenue (one-off) due to delays in completing
and delivering the Windows 10 deployment in 2022/23 caused by
international supply chain issues and global shortage of component
parts as well as change to the scope of the project following the
business pilot to include SIM cards and additional hardware.
• Note the slippage of £1,063,858 of capital and
£284,360 of revenue from 2021/22 into 2022/23.
• Note the expected investment of up to £750,000 to
deliver the Windows 10 Transformational Services (Project 3) for
Office 365 transformation and SharePoint migration in 2022/23. The
full business case and request for approval of funding will be
brought at a later stage in the year.
• Note that the funding requirements for the overall Windows
10 programme of Infrastructure Services, Client Services and
Transformational Services (projects 1 – 3) has been included
in the 2022/23 revenue and capital budget and 2022/23 –
2024/25 medium-term financial plan and capital programme to be
reported to Police, Fire and Crime Panel on the 7th June
2022.
There are no alternative solutions for
consideration.
The Windows 10 Programme has delivered towards its objectives in an
extremely challenging operating environment, and has currently
achieved recognition at a national level on its recovery from early
complications in the lifecycle of the projects.
The programme will be unable to deliver the critical success
factors as outlined in 3.2 of the Project 2 (Client Services) Full
Business Case if approval is unsuccessful.
The delivery of Windows 10 (Project 2) directly and indirectly
supports the ‘Plan-on-a-page objectives of to ‘improve
I.T. and broaden digital transformation’ ‘manage our
resources effectively’ and build public trust and confidence;
by having greater mobility, connectivity and efficiency of police
services. It provides a platform for further transformational
opportunities as part of Windows 10 (Project 3) which seeks to
fully utilise the technology deployed and provide demonstrable
public value in the investment.
Any delay in supporting transformational opportunities will reduce
the recovery of 1st, 2nd and 3rd order benefits aligned to the
effective use of the software, and will increase the risk of
information management issues and inappropriate or uncoordinated
use of Office 365 products. Any delay in the deployment of a new
SharePoint solution will have a significant impact on Data
Protection Act 2018 regulatory compliance and support for a
physical move away from Chester House (Phase 2) onprem data storage
for a cloud-based alternative.
Publication date: 08/08/2022
Date of decision: 18/07/2022