Slide 1

Bristol City Council ICT Update and New Opportunities

Chair/Facilitator: Barney Smith

27 June 2013

The Pavilion, Harbourside

#ICT_Bristol_Supply

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Orientation, Phones, Networks & Networking

#ICT_Bristol_Supply

Slide 3

Today

Up date you on progress & new team

Talk about real opportunities

Engage and get feedback

Seek views on your needs

Support collaboration

#ICT_Bristol_Supply

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Agenda

9:30 – 10:00 Registration

10:00 – 10:10 Welcome and Introduction Barney Smith

10:10 – 10:20 Update on G Cloud Barney Smith

10:20 – 10:30 Data Centre Faz Mirza

10:30 – 10:40 Web Development Dave Cox

10:40 – 10:50 Customer & Process Programme Luke Smith

Mark Appleby

10:50 – 11:10 Business/Management Information Mark Ives

Steve Watkins

11:15 – 11:35 Break Barney Smith

11:35 – 11:50 Q&A Barney Smith

11:50 – 12:50 Consortium Development Christine Storry

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* We need to have greater control and management for ICT Contract, Commercial, Supplier and Performance Management

* We need greater value and innovation from more strategic supplier relationships and become an Intelligent, Single and Attractive Customer

* We need to be able to effectively and rigorously apply the Councils design principals “right Service, right provider”

* We need to employ clearly understood processes that follow industry standards and are universally understood

* We need alignment across the whole of ICT and Business Change

* We need to take opportunities from public procurement and market innovations

What Needs to Change

20/06/2013 5

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* The councils ICT budget for 2013-2014 for operational services is £15.6m (excluding traded income) of which circa £8m is spent externally

* The Council typically invests another £5m-£10m on new systems and technology each year, giving a total ICT spend of around £20m -£25m

* The council will increasingly be more dependent on ICT to deliver its services in future

* The success of many of the business changes being delivered across the council will depend heavily on having the right technology delivered and high quality support services in place

Internal Drivers

6

Slide 7

Some of our targets

25% SME spend by 2015

More local suppliers

Increase use of the GCloud

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Update

* Cabinet Approval 29 May: moving from planning to delivery

* (we have been progressing opportunities ahead of this)

* Appointed 2 permanent senior service managers to „own‟ and „deliver‟ service and targets

* Commissioning and Supplier Relationship Management: Philip Bakerian

* Service Delivery and Integration: Steven Pendleton

* Started to use the GCloud and other routes to bring in new suppliers – particularly SMEs

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GCloud

Update

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What it is

A framework to source pre-procured cloud, and specialist cloud, services;

Led by Cabinet Office

Central government target of 50% new contracts through GCloud by 2015 (Cloud First Mandate)

Central gov ICT spend is circa £15bn pa

Not a single framework – a series of frameworks over time.

Latest was GCloud iii (closed for new applications 6 March 2013)

No set frequency – but estimate every 3-6 months

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Some changes

Was run alongside the Government Procurement Service;

Has been taken on by Government Digital Service (still Cabinet Office)

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What help do you need with GCloud?

Exercise

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BCC Data Centre Project

Project Manager – Faz Mirza

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• Bristol City Council is reducing its office estate over the next 3 yrs

• As part of this rationalisation, Romney House, the location of one of the Council‟s Data Centre, will be closed in 2015 and the site sold.

• A replacement is to be procured and implemented by March 2014.

• The commissioning of data centre services will be through the GCloud (G3) framework.

Key Milestones: Date: Status

Business Case sign off 29/05/13 Completed

High Level Design June 2013 On Target

GCloud Shortlist(G3) June/July 2013 On Target

Final Selection July/Aug 2013 On Target

Implementation Begins End of August ‟13 On Target

Bristol City Council Data Centre: Context

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Objectives of the Proposed Change

To relocate all the equipment and services within the current Romney Data Centre to a suitable facility by Feb/March 2014.

The relocation and migration should be seamless with no disruption to services

The service levels post relocation & migration should be at least at the same level as now.

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Bristol City Council Data Centre Project

Summary of Progress and Preferred Option:

The business case has been approved on the 29/05/13.

The Solution Assessment for the new data centre solution has been finalised and approved by the BCC Architectural Review Board

Solution Chosen: “hybrid solution” for Romney which comprises:

Collocation and additional services at a 3rd party datacentre including DR.

Sample Case exercise completed to help build the Business Case

Risk Assessment for City Hall : Option chosen was to increase the level of DR due to the upcoming refurbishment.

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Thank You

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Bristol City Council

David Cox

Commercial Manager

Web Development

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Context

• The major development programmes have taken longer to get to the procurement stage than we anticipated

• Transition of our web application support has also taken longer than expected

BUT

• Things are now moving much faster

• Programmes are agreeing their business cases - releasing funding

• High level requirements have been identified within the programmes

• We will be taking a more agile approach to the order placement and web development process

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Situation Detail

Web application support has been re-let (through GCloud)

We are in the process of enhancing/improving our web release management processes to support release of the major programmes of change.

Our web application supplier is developing a Quality Assurance process for new development work.

We will be taking an agile approach to delivery

We are completing a first stage market discussion with a selection of GCloud SME suppliers

We are also discussing placing web development work with local SME suppliers through GCloud.

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The Future

• We now need to develop a process to place our small development work orders that also aligns to the live service QA and release process.

• We will begin to package and place GCloud orders within the next few weeks

• We will identify specific work requirements and packages that can be satisfied by this group, offer the work, and place orders.

• We need to be more agile in the way we place work with non GCloud SME suppliers.

• We recognize that we still have a lot to learn.

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ICT Sourcing Briefing:

Customer & Process Programme

Mark Appleby Luke Smith

Solutions Architect Enterprise Architect

version 1.0 21st June 2013

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Customer & Process Programme

The Customer & Process (C&P) Programme will transform the way in which customers access and experience Council services. We are implementing a single Council-wide

approach to re-designing services from the perspective of the customer.

face to face

common common processes platforms

contact centre digital platform

customers citizen, service user,

business, visitor, using multiple channels

process common process and

common platforms serve all channels

services universal services with digital

preference through to at risk / high needs services

“One Council”

“One City”

services

channels

customers

user experience

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C&P Building Blocks Key:

Digital Platform Contact Centre, CSP, F2F

Telephony

Customer Portal

Other Building Blocks

IAM (Customer Account)

Web Forms

Web Content

Social Media

API

Apps

CRM

Citizen Index

(Data Quality)

Customer Insight

(Analytics)

Field Service

GIS Specialist Line of

Business

Back Office

Finance/ HR/Asset

implement & use in tranche 2 & beyond

implement in tranche 1 and use in tranche 2 & beyond

Data Warehouse

Social CRM

Knowledge Mgt

integrate with this component

Process Management

BPMS Integration (ESB)

Document Mgt.

Search

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C&P Sourcing Opportunities C&P Sourcing Opportunity T1 T2 Scope

1

Digital Product Service

Design • Service and User Experience Design.

• UX Design Framework.

• UX Delivery (HTML, CSS, Responsive Design).

2 Agile Project Delivery • Agile Project Delivery (SCRUM or similar).

• Development Lifecycle with Alpha, Beta, Live.

3

Digital Platform Services

or Components • Portal, Identity & Access Management – new.

• WCM, Search, Channel Analytics – re-use options.

• Capability to deploy API Services for T2

4 Web Applications for

Digital Platform • Web Applications development, test, support.

• Seeking configurable common capabilities.

5 Cloud CRM Service • Beta for T1, Live T2

6 Knowledge Management

Service/Product • Specific knowledge bases for T1, wider use T2.

7

Digital Platform Hosting &

Operation Services • Multiple environments.

• Secure, scalable, available, DR, BIL 2 or less.

• Platform & application ops & support.

• Configuration mgt., build and deployment.

• Change & release management.

8 Apps • Scope to be confirmed.

9 Social Media, Social CRM • Scope to be confirmed. Interested in T1 betas

10 BPMS Services • BPMS Competency Centre for T1.

• BPMS solutions delivery for T2.

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Management Information &

Business Intelligence

Mark Ives & Steve Watkins

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Programme Vision

The ICT Sourcing Programme will change the way ICT services are procured and delivered, ensuring the application of right service right provider principals. The Programme will move ICT from a “doing organisation” to an outcome and

commissioning (Internal and External) organisation.

The Programme will:

• Enable a proactively controlled multi-vendor service environment

• Maximise agility and innovation

• Aim for shorter duration contracts

• Introduce more effective supply and demand management and market development,

• Improve even further planning and delivery of ICT services.

The Programme will work towards a target of spending a significantly greater proportion of the Council’s ICT spend with SMEs (25% of IT spend in the next 3 years), helping to stimulate growth in the local economy

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Right Service Right Provider Principles

Identify the outcomes that ICT needs to deliver to fulfil the needs of the customer .

Adopt a corporate approach to agreeing service change to meet strategic priorities –enabling a rapid decision making process.

Identify the right service for the customer outcome.

Source services that continually meet the changing needs of the business and allow the greatest benefits to be given to the citizens of Bristol.

Apply a strategic and commercial understanding to decisions on who the best provider is for a particular service e – ensuring clear transparency of cost and benefits.

Identify the best provider for a service based upon an agreed set of evaluation criteria on a case-by-case basis.

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What are Competency Centres?

A group of Specialists on a particular technology or technologies to:

Act as trusted advisors to EA and the business

provide input to the front end project definition work

provide governance as to how the technologies are implemented by projects and implement quality controls covering the project lifecycle

support a knowledge base of good practice, templates etc for the use of “common” technologies

establish a sourcing model which is flexible and agile in responding to business demands

take on support of the applications and configuration using common services

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What BI & MI Services do we provide

Development of MI & BI reporting solutions to meet a business need (E.g. Landlords project)

Support and Maintenance of data warehouse

Management of the data feeds into the data warehouse

Execution of the BCC BI strategy

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What we want from our suppliers

We will schedule a themed session on MI & BI so you can tell us:

What do you do?

How do you do it?

What can you offer us?

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Q&A

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BREAK – RETURN @ 11:35

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www.proactisplaza.com

www.connectingbristol.org

BME = Black, & Minority Ethnic

VCS = Voluntary & Community Sector

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Q&A

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CONSORTIUM DEVELOPMENT Christine Storry

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Context

Feedback from previous events

Acknowledge bigger/complex contracts might be a barrier

To help smaller organisations bid for work BCC are happy to receive consortium bids

Aware it‟s not for everyone

Not suitable for all contracts

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Collaboration

What is it?

Slide 39

Different types of arrangement

Lead partner

Following PQQ stage, one partner will submit tender docs, will be the contact point with the council

Non-lead partner

Following PQQ stage, one partner will submit tender docs, but the council will be in contact with all members

Sub-contracting

One organisation (prime)submits PQQ and ITT and if is successful in its bid will appoint sub-contractors

The prime contractor is responsible for the service delivery of the sub-contractors

Only one point of contact

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Points to Remember

If it is a 2-part tender process, certain PQQ elements will need to be passed by all partners

Can‟t add in partners at a later date

If partners leave, need to be sure that element of service delivery can be covered

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Collaboration Agreements

Need to consider issues early on; usually cemented in an agreement

Protect the interest of all parties

How long the arrangement will be for

Provide for distribution of work, money, authority, etc

Sets out responsibilities

Can avoid disputes later on

Slide 42

Networking

45-50 mins for networking

5 groups of 8 people (approx); if there are two attendees from an organisation, please sit in different groups

Half the people in each group to stand up

Those sitting down are A; those standing up are B

Each person has two minutes max to say their bit; eg who they are, their organisation, their business

After 16 minutes (8 people x 2mins), the Bs will move onto another group - Bs are free to join any As but there can be no more than 8 in a group with even numbers of A and B

There will be three rounds but this does mean that not everyone will get to speak to everyone else