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7 December 2004 - Implementing Electronic Government

By Mark Robinson,2014-06-28 20:25
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7 December 2004 - Implementing Electronic Government ...

    Agenda Item: 5 [f]

IMPLEMENTING ELECTRONIC GOVERNMENT RETURN 2004 KEY DECISION

    Recommendation required

    Report of the Strategic Director (Support)

    Executive Summary

The Council is required by the Office of the Deputy Prime Minister to summarise our

    plans and progress in Implementing Electronic Government. This requires an on-line

    return by 20 December, the contents of which must be approved by the Council.

Work is continuing to complete the return. Information is provided on progress with

    delivering the ODPM‟s “Priority Outcomes” and the “2005 100% target” of enabling all

    feasible transactions to be conducted electronically.

Main Issues

    ? The detailed progress on all of the Priority Outcomes is in Appendix 1. Recent

    achievements include Planning Public Access, website development, and

    extended use of Contact Management by Customer Services

    ? The detailed progress towards the 2005 100% target is in Appendix 2, and

    forecasts 85% achievement by March 2005. The payments project due to go

    live in December will make a big impact.

    ? Some key figures relating to take-up are given in Appendix 3.

    ? e-Government Programme Expenditure is summarised in Appendix 4.

    ? A range of projects has been delivered through working in partnership with

    other Surrey authorities and organisations.

Options

    (a) Not to submit a return. This would result in the withholding of ?150,000

    Government grant, and may lead to clawback of grant already received.

    (b) To modify certain elements of the return.

    (c) To authorise the Strategic Director (Support) to agree the final details of the

    return in consultation with the Portfolio Holder.

Officer Recommendations

The Executive is asked to Recommend that the Council:

1. Note the progress that is being made with the implementation of

    electronic government in Spelthorne.

    2. Note the authorisation granted to the Strategic Director (Support) to

    agree the final details of the Implementing Electronic Government

    Return 2004 in consultation with the Portfolio Holder for Corporate

    Services.

    Agenda Item: 5 [f]

    REPORT

    1. BACKGROUND

    1.1 Local authorities are required to report each year to the Government on

    progress made in implementing electronic government. Members will recall

    that last year‟s Implementing Electronic Government Statement (IEG3) was

    approved by the Executive on 4 November 2003 and published on the website.

    1.2 It was accepted as satisfactory by the ODPM, and as a consequence the

    authority has received ?350,000 grant support for the financial year 2004/05 to

    assist with the implementation of our electronic government programme. A

    similar process applied in the previous two years, resulting in ?200,000 in

    grant for each of 2002/03 and 2003/04. We have therefore now received

    ?750,000 in total as grant towards the programme.

    1.3 We are now required to produce an Implementing Electronic Government

    Return (IEG4), which must be submitted through an on-line process, following

    Council approval, by 20 December 2003. If it is accepted as satisfactory, a

    further ?150,000 in grant will be awarded for 2005/06.

    2. THE IEG4 RETURN

    2.1 The format for this year‟s return has changed in many respects, including the

    requirement for on-line submission. Apart from an introduction on the local

    context, the Return falls into six sections: (a) Section 1 - Priority Outcomes (self assessment). At the end of April

    2004, the Office of the Deputy Prime Minister (ODPM) published its

    “Priority Outcomes” document (“Defining E-Government Outcomes for

    2005 to Support the Delivery of Priority Services & National Strategy

    Transformation Agenda for Local Authorities in England”). This specifies

    the electronic delivery outcomes for priority services which must be

    achieved by local authorities. The 29 “Required” Outcomes must be

    achieved by December 2005; the 25 “Good” Outcomes must be

    achieved by March 2006. There are also 18 “Excellent” Outcomes which

    are not mandatory. Appendix 1 sets out a self-assessment of our current

    status (in traffic light terms) against each of these Priority Outcomes,

    together with draft comments. The final return will include an

    assessment of the anticipated status at 31 March 2005, 31 December

    2005, and 31 March 2005, together with any updated comments

    (b) Section 2 - Change Management (self assessment). This describes

    our status “relating to the internal organisation and management

    practices that are required to help deliver the people, systems and

    service management changes necessary for e-Government”. The

    information to be supplied does not fall within the remit of the December

    2005 target. The details of our progress have yet to be drafted. We have,

    of course, made significant progress in many areas.

    (c) Section 3 BVPI 157. Best Value Performance Indicator 157 is the way

    of monitoring progress towards the “2005 target” that all feasible

    transactions should be e-enabled by the end of 2005. The 2001/2

    figures are based on a list of services developed internally through

    consultation with each service area. Those for 2002/3 and subsequent

    years are based on the IDeA‟s ESDToolkit, and are therefore not directly

    comparable with the 2001/02 figures. The Toolkit is now established as

    the standard way of monitoring progress, and its use is mandatory.

    However it continues to contain some anomalies and some

    reclassifications between transactions types, which result in some

    slightly odd figures in the detail. Generally, we are on target to achieve

    the 2005 100% target, and currently have 73% achieved. The payments

    project being implemented in December will add a significant number of

    e-enabled transactions.

    (d) Section 4 Access Channel Take-Up. The table (Appendix 3) gives

    the key figures relating to customer take-up requested by ODPM. (e) Section 5 Local e-Government Implementation Expenditure.

    Details are provided in Appendix 4. The Surrey e-Partnership comments

    are likely to be common across all Surrey authorities. (f) Section 6 Local e-Government Programme Efficiency Gains.

    Details yet to be completed

    3. CURRENT POSITION OF E-GOVERNMENT PROGRAMME

    3.1 The return shows that considerable progress has been and is being made with

    our e-Government programme. Recent achievements which Members may

    wish to note are:

    (a) The launch of Planning Public Access, giving the public direct links to the

    Planning system, details of progress with applications, the opportunity to

    comment on-line, and information about past planning applications and

    the planning history for every property in the Borough. This information

    is available geographically. The next stage of the project is to add

    images of drawings and plans, and the issues associated with this are

    currently being pursued with our software suppliers, with technical

    consultancy support from Steria.

    (b) Further developments to our website, which have improved its quality

    and accessibility by providing features such as printer-friendly, text-only

    and reverse contrast versions, and improvements to searching and

    navigation. In one recent national survey, our site was rated sixth out of

    462 local government sites on features such as accessibility and

    compliance with standards.

    (c) The use of Contact Management by Customer Services to improve

    customer service over many areas, as demonstrated recently to the

    Improvement & Development Committee. The bookings system is

    integrated with Contact Management, which speeds up customer service.

    3.2 Major work is nearing completion in a number of significant projects:

    (a) The Payments project will go live in December 2004 and include:

    i) A major new version of the Income Management system which

    will save staff time and improve reporting and management.

    ii) On-line and telephone credit and debit card payment facilities over

    a range of services.

    iii) Touch tone telephone card payments facilities, operating 24x7.

(b) On-line bookings, integrated with the payments facilities

    (c) An upgrade to the Finance Suite, including the use of workflow, which

    will lay the basis for e-procurement, save staff time, reduce the flow of

    paper around the organisation, and improve management information. (d) Electronic forms. A number are now being used internally. The

    abandoned vehicle form is available on the website through the Surrey

    Contact Management project, and a number of other e-forms will be live

    before Christmas. The e-forms package is being adapted so that it fits in

    neatly as part of our website, and an increasing range of e-forms will be

    developed over coming months.

    (e) Contact management and records management. We are extending the

    use of these facilities across the organisation, and are about to work with

    Comino on testing their newly developed Electronic Document and

    Records Management System, which will integrate with the rest of our

    infrastructure and which they have offered to provide free of charge to

    reflect our efforts in helping to develop it.

    3.3 Where feasible, projects are undertaken jointly through the Surrey e-

    Partnership. This has resulted in SurreyJobs (which is saving us almost

    ?50,000 pa in advertising costs compared with the previous year), SurreyAlert

    (both a public website and a private extranet used by all Surrey organisations

    involved in dealing with emergencies), SurreyOnline (the county-wide web

    portal), SCaDIS (the Surrey Crime and Disorder Information system used by

    the various community safety agencies), SuureySharedWorkspace (a facility

    for County-wide groups to exchange information and to work better together),

    and several other products. The Surrey e-Partnership is currently

    investigating a range of possible work to assist with the achievement of the

    Priority Outcomes.

    4. OPTIONS

    (a) Not to submit a return. This would result in the withholding of ?150,000

    Government grant, and may lead to an attempt by the Government to

    recover some or all of the ?750,000 grant already received. (b) To modify certain elements of the return. Members may wish to do this,

    but should be aware that if this results in potentially failing to satisfy

    ODPM in terms of performance, some or all of the grant may again be at

    risk.

    (c) To authorise the Strategic Director (Support) to agree the final details of

    the return in consultation with the Portfolio Holder.

    5. PROPOSALS

    5.1 It is proposed that work should continue to complete the remaining areas of

    the return and that the final Return should be agreed by the Strategic Director

    (Support) in consultation with the Portfolio Holder, and then submitted to the

    ODPM by 20 December and published on our website.

    6. FINANCIAL IMPLICATIONS

    6.1 A satisfactory return will result in ?150,000 of additional grant support from

    ODPM for 2005/06. Failure to make a satisfactory return may lead to an

    attempt by the Government to recover some or all of the ?750,000 grant

    already received 7. LEGAL IMPLICATIONS / OTHER CONSIDERATIONS

    7.1 There are no significant legal or other considerations.

    8. SUPPORT FOR CORPORATE PRIORITIES

    8.1 The e-Government programme supports all corporate priorities, and

    particularly the priority of improving customer satisfaction.

Contact:

    Richard Wilkinson, Head of Customer & e-Government Services (01784) 446286

Report Author:

    Richard Wilkinson, Head of Customer & e-Government Services (01784) 446286

Portfolio Holder:

    Councillor Ed Searancke

Background papers:

    Implementing Electronic Government Return 2004 proforma (ODPM)

    Defining E-Government Outcomes for 2005 to Support the Delivery of Priority Services & National Strategy Transformation Agenda for Local Authorities in England (ODPM, April 2004)

    Appendix 1:

    E-GOVERNMENT PRIORITY OUTCOMES MONITORING

Outcome & Transformation Area Traffic Comment / Agreement

    Description Light

    Status at

    31/10/04

    Black = Not part of current local e- e.g. “black” status may only include government strategy or not applicable elements that are not applicable to particular types of authority. Areas of “black” are not acceptable in other

    circumstances.

    e.g. “red” status should be applied to Red = Preparation & planning to include all elements on the proforma where projects that are being planned or being

    work is at the research stage, being piloted

    piloted before wider rollout across the authority/partnership, or planned but

    not yet approved for funding.

    e.g. “amber” status should be applied Amber = Implementation stage roll out

    to all elements on the proforma where of approved projects work has been approved for funding and is actively being implemented.

     e.g. “green” status should be applied to all elements on the proforma where Green = Fully implemented projects projects have been actioned and completed & implemented

    implemented or particular standards achieved with plans for extended rollout on an enterprise-wide basis, i.e. across the authority/partnership.

    e.g. for progress against a particular element you might enter:

    or:

    or:

1. Schools (applicable to LEAs only)

R1 Parents/guardians to apply online for school Once implemented by the County,

    places for children for the 2007 school year. The appropriate links will be made available admissions process starts about a year before the on Spelthorne‟s website. County expect beginning of the school year, e.g. September to deliver project with Capita for 2007 12006 for 2007 entry

     1 Owing to the long lead-in time, school admissions systems will need to be in place by March 2006 at the latest.

    Outcome & Transformation Area Traffic Comment / Agreement Description Light

    Status at

    31/10/04

    R2 Online access to information about Once CareZone is fully implemented by educational support services that seek to raise the the County (planned for end 2005), 2educational attainment of Looked After Children. appropriate links will be made available on Spelthorne‟s website.

    G1 Development of an Admissions Portal and / or Not directly applicable to District. County e-enabled telephone contact centre to assist have e-enabled contact centre. Relevant parents, carers and children in their choice of, and public information is available on County's application to local schools website, and appropriate links will be

    made available on Spelthorne‟s website

    E1 If „green‟ on R1, R2 & G1 above, please suggest agreed baseline and targets for take-up

    of online schools admissions service and

    educational attainment of Looked After Children in

    comment column opposite. Otherwise, leave this

    row blank.

2. Community Information

R3 One stop direct online access and deep linking Substantially delivered through A-Z listing to joined up A-Z information on all local authority on website using the LGCL. Currently services via website or shared telephone contact amber status need to develop links centre using the recognised taxonomy of the using LGCL with Surrey Online (using 3Local Government Category List (see www.laws-APLAWS at present for search facilities) project.org.uk).

    R4 Local authority and youth justice agencies to Green status reflects use of SCaDIS co-ordinate the secure online sending, sharing of (Surrey Crime & Disorder Information and access to information in support of crime System) to share information across the reduction initiatives in partnership with the local Crime Reduction Partnership. Information community. not “sent” direct to partners but accessed

    via secure site only. Use of RYOGENS to

    be explored by Surrey e-Partnership to

    extend scope. G2 Empowering and supporting local Job vacancies may be met by extension organisations, community groups and clubs to to existing SurreyJobs.info. Community create and maintain their own information online, information portal being scoped through including the promotion of job vacancies and Surrey e-Partnership, aiming to enable events groups to create and update their own

    web pages.

    Spelthorne Community Noticeboard on

    website provides details of events. E2 If „green‟ on R3, R4 & G2 above, please

    suggest agreed baseline and targets for

    customer satisfaction and efficiency savings

    between the supplying organisations on shared

    community information initiatives in the comment

    column opposite. Otherwise, leave this row blank.

     2 i.e. young people who cannot live with their families and are in the care of Social Services (referred to by the

    DfES as Children in Public Care). 3 Authorities using alternative service taxonomies (e.g. seamlessUK) should plan for migration to the LGCL by

    December 2005.

     2

    Outcome & Transformation Area Traffic Comment / Agreement Description Light

    Status at

    31/10/04

3. Democratic Renewal

R5 Public access to online reports, minutes and Up to date Committee information is

    agendas from past council meetings, including available on our website. A Committee future meetings diary updated daily. Papers search facility has been

    developed to ensure Committee

    information can be found easily R6 Providing every Councillor with the option to Each Councillor has at least one web

    have an easy-to-manage set of public web pages page for their information, which is (for community leadership purposes) that is either updated for them, and includes Activity maintained for them, or that they can maintain reports. themselves.

    G3 Citizen participation and response to We are using online surveys and e-forms forthcoming consultations and decisions on for e-Consultation (e.g. Crime & Disorder matters of public interest (e-consultation), questionnaire, Licensing and Local including facility for citizens to sign up for email Development Framework consultations), and/or SMS text alerts on nominated topics. and aim to extend their use as stated in

    the Communications Strategy. Email

    alerts could potentially be set up through

    Contact Management, and are used for

    the Leisure Newsletter. G4 Establishment of multimedia resources on We are not convinced that Webcasting is

    local policy priorities accessible via public website value for money, but expect to add (e.g. video & audio files). multimedia files onto the website. E3 If „green‟ on R5, R6, G3 & G4 above, please suggest agreed baseline and targets for e-

    participation activities, including targets for citizen

    satisfaction in the comment column opposite.

    Otherwise, leave this row blank.

4. Local Environment

R7 Online public reporting/applications, Online reporting is being developed procurement and tracking of environmental through the use of e-forms with the Surrey services, includes waste management and street e-Partnership and by Spelthorne. The scene (e.g. abandoned cars, graffiti removal, Abandoned Vehicles e-form is live; others bulky waste removal, recycling). will be implemented shortly. Deep links to

    County website exist for reporting of

    potholes etc. Integration of e-forms with

    Contact Management is in progress.

    Procurement see section 5 R8 Online receipt and processing of planning Covered partly by our current on-line and building control applications. facilities, which include access to current

    and past planning applications and the

    ability to submit comments. Full

    implementation requires use of Planning

    Portal, after document imaging is live

    (currently under development).

     3

    Outcome & Transformation Area Traffic Comment / Agreement Description Light

    Status at

    31/10/04

    G5 Public access to corporate Geographic CAPS Planning Public Access provides

    Information Systems (GIS) for map-based data map-based presentation of property-presentation of property-related information. related information. We intend to widen

    public GIS access by making other

    datasets available. G6 Sharing of Trading Standards data between Not directly applicable to District, except councils for business planning and enforcement as recipient of County data. Once purposes. (where applicable) implemented by the County, appropriate

    links will be made available on

    Spelthorne‟s website. G7 Use of technology to integrate planning, Will be covered by implementation of regulation and licensing functions (including relevant CAPS modules in Environmental Entertainment Licensing and Liquor Licensing) in Health and Planning Public Access. order to improve policy and decision-making

    processes around the prevention of anti-social

    behaviour.

    E4 If „green‟ on R7, R8, G5, G6 & G7 above, please suggest agreed baseline and targets for

    take-up of planning and regulatory services

    online, including targets for customer satisfaction

    and efficiency savings in the comment column

    opposite. Otherwise, leave this row blank.

5. e-Procurement

    R9 Appropriate online e-procurement solutions in e-Procurement is part of the current place, including as a minimum paperless ordering, Procurement Best Value Review and will invoicing and payment. be partly addressed by the current project

    to upgrade the Finance Suite and

    implement workflow. Paperless ordering

    and payment are used. e-Series (with

    planned imaging of invoices) will support

    catalogue management or punch out to

    e.g. IDeA Marketplace G8 Establishment of a single business account Partly addressed by the Procurement (i.e. a cross-departmental „account‟ run by the Best Value Review and the upgrade of the local authority whereby businesses are allocated Finance Suite. Contact Management a unique identifier that can be stored and could support the single account to be managed via a corporate CRM account facility examined after initial e-Series supporting face-to-face, website and contact implementation is complete and in the centre transactions). light of National Project outcomes.

    However, the National project has not yet

    resolved the “single account” issues. G9 Regional co-operation on e-procurement The Surrey Procurement Network meets

    between local councils. regularly to identify opportunities for joint

    working on procurement, and links with

    the Regional Centre of Procurement

    Excellence. Part of the Procurement Best

    Value Review, and also being addressed

    by Surrey e-Partnership. If „green‟ on R9, G8 & G9 above, please agree to Links to IDeA Marketplace being

     4

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