Decision Maker: Cabinet
Decision status: Recommendations Approved
Is Key decision?: Yes
Is subject to call in?: Yes
To inform Cabinet of a delay to the Dynamics IT Capital project and additional costs as a result of the delay.
Having noted the confidential appendices to the report, Cabinet
(1) the additional capital spend of £850,000 on the Dynamics programme in 2021/22 be approved.
(2) the addition of £850k to the Dynamics Capital Budget in 2021/22 funded by a virement from the Resources ICT Capital Programme of £85k, plus virements totalling £765k from schemes which had underspent in the 2020/21 Capital Programme, be agreed;
(3) the appointment of Price Waterhouse Cooper(PwC) as the Council’s Dynamics post implementation support and development provider for a period of 2 years be approved (the cost, as set out in Appendix 2 of the officer report would be funded from the existing ICT revenue budget and phase 2 of the Dynamics Capital Programme in 2021/22. The two-year extension, variation and increase in contract value of the existing contract with PwC was the maximum period permissible under the terms of the existing contract. This would allow work to continue that was required to ‘Go Live’ and agree the maximum period of post implementation support as per this recommendation.)
Reason for Decision: The Council has had to divert significant resource and focus onto its response to the Covid-19 pandemic. It was hoped that even with these constraints the Council could complete the introduction of the Dynamics system on time. Up until the end of last year, the programme had been on track for completion by April 2021.
However, the most recent lockdown and its associated additional workload had diverted too much resource and focus to an already stretched programme and a delay to the implementation date was inevitable. The programme has been re-planned to complete in July 2021 and there were costs associated with this delay. Although these had been minimised, several essential resources were required to continue the programme and so reduce risks, and to undertake additional tasks that were necessary because of the delay. The additional cost of these resources was £850,000.
Post implementation application support was needed for the Dynamics system. The Council had conducted a soft market testing exercise and determined that PwC offered the best value for money at lowest operational risk over a 2-year term. After 2 years the Council intends to be self-sufficient and would not require a support contract of this type.
Alternative Options Considered and Rejected: As set out in the report.
Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation Granted: None.
Report author: Corporate Director, Resources
Publication date: 30/04/2021
Date of decision: 29/04/2021
Decided at meeting: 29/04/2021 - Cabinet
Effective from: 11/05/2021