Meetings

Commissioners gave approval to proceed with the recommended model for delivering a future broadcasting service for the Senedd, through a like-for-like Host Broadcasting contract model, for a five-year term.

Commissioners received the updated ICT security rules (called the ICT Use and Security Conditions) for Members. The rules specify the conditions that need to be applied to use of the Senedd ICT System to protect the Senedd ICT System from inappropriate use, which can expose the Senedd to risks that include loss or theft of information, cyberattacks and service failures.

Commissioners discussed some aspects of the rules, which are required to be accepted by all users before being given access to the Senedd ICT System. One observed that it would have been helpful to be able to compare detail of the new document directly against the existing version. The update reflected evolving cyber security conditions, the Senedd ICT infrastructure, business requirements and good practice for the work environment.

Commissioners agreed the updated ICT Use and Security Conditions which would apply to the use by Members of the Senedd and their staff of the Senedd ICT System from the beginning of the Sixth Senedd.

Commissioners noted the updated edition of the Accounting Officer’s Rules and Guidance on Use of Senedd Resources which will apply from the beginning of the 6^th Senedd. These Rules are issued under the authority of the Code of Conduct for Senedd Members, and section 138 of the Government of Wales Act 2006, and will be published.

The Commission discussed plans to update the technology in the Chamber. They considered a paper which set out risks that have arisen in relation to delivery of the Siambr Refresh project. It provided the Commission with details of concerns about the performance of the hardware suppliers and set out a proposed way forward.

Commissioners agreed to brief party groups next week.

Commissioners discussed the risks that had been identified and the need to ensure the Commission has good relationships with the suppliers who support our critical systems. The Commission agreed to postpone implementation of the project until 2016.

Dave Tosh gave a brief update on the telephony project. He confirmed that:

• the change to the new telephone system in Cardiff Bay will take place on the weekend of 23-25 May;
• new handsets will be installed on that weekend for all users;
• the new 0300 number will take over fully from 029 20 numbers;
• 029 20 numbers and current internal extension numbers will cease to be operational, external callers will receive a message directing them to switchboard;
• internal extension numbers will become the last four digits of the 0300 numbers;
• Account Managers will come to speak to all AMs over the next month;
• Printing costs generated by a need to change contact information will be met by the Commission and not by individual Members.

Commissioners welcomed the update and emphasised the importance of regular reminders about the change.

Oral

At their meeting on 26 March Commissioners had agreed unanimously to transfer the responsibility for ICT services from Atos to the Assembly Commission on 7 April 2014.

Dave Tosh confirmed that the transition had now taken place and had been smooth. No significant problems had arisen. The ICT team was working to resolve a backlog of issues, but none of these had had an impact on service users. Commissioners agreed that the transition had gone well and that they had not received any negative feedback from Members or their staff.

New ICT employees had taken up their positions and were familiarising themselves with the working environment of the Assembly and building up expertise. Commissioners agreed that it was essential that new employees had a thorough understanding of Members’ work. Efforts should be made to help them develop this knowledge quickly to enable them to respond to queries and problems appropriately and in a timely manner.

Commissioners congratulated the ICT team on their work on this project that would improve the service to Members, deliver financial savings and enable the Assembly to become a world-leader in the use of ICT.

paper 3

In December 2013 Commissioners requested regular reports on progress with the Future ICT Services Project, including the readiness assessment for transition towards in-house provision of ICT services.

Commissioners discussed progress on this significant project and the preparatory work that had been carried out to ensure that the transition was as efficient and smooth as possible. The project remained on track and the Assembly Commission was expected to take responsibility for ICT provision at the Assembly in April, three months ahead of the contract deadline.

Efforts were being made to ensure Assembly Members, their support staff and Commission employees were aware of the detailed preparatory work that had been undertaken. Commissioners asked for messages to be sent to all those working for the Assembly and representatives from ICT were talking to all party groups to ensure that those affected by the transition were aware of what was happening. 

Officials were congratulated for their work on this complex project to date. The decision on readiness to make the transition in April would be taken by the Commission at the end of March.

paper 6 and annexes

In December 2013 Commissioners had requested regular reports on progress with the Future ICT Services Project, including the readiness assessment for transition towards in-house provision of ICT services. The project remained on track and progress had been made in a number of important areas including recruitment of key staff and knowledge transfer from Atos.

Officials were commended for carefully managing this complex project and for their successes to date. Commissioners would receive regular updates to inform their decision regarding the timing of the transition.

paper 3

By July 2014 ICT services at the Assembly would be delivered in-house. Commissioners received an update on the ICT Services Transition Project and the significant activities still to be completed.

Staff were making good progress with the various workstreams and had completed a number of important tasks including the agreement of the exit plan and a Project Services Memorandum, the completion of the first phase of knowledge transfer and the recruitment of new Heads of Service. So far, preparations for the transition had been smooth and very well managed. The two external assurance audits undertaken by KPMG had revealed no significant issues and been given a ‘green’ status in terms of risk management. 

Processes for weekly monitoring of the project and budget allowed for careful management of risks. A monthly assessment was made by the Project and Investment Boards to inform the assessment of readiness for ‘go live’ at the appropriate point. 

Commissioners agreed to receive monthly updates on progress from January. It was also agreed that the Commission would be part of the decision making for ‘go-live’.

paper 5 & annex

The ICT report had been presented as a ‘dashboard’ which aimed to give an overview of progress and performance in a number of key areas of importance to the delivery of ICT services.

Areas of particular interest included:

·         ICT Strategy

·         Planning for future ICT Services

·         ICT Service performance

It was agreed that future reports would be provided in the same format. Commissioners agreed that the paper would not be published.

paper 5

Work to deliver a successful transition of ICT services as part of the Future ICT Services Project was confirmed as being on-track. A detailed Exit Management Plan was in place capturing the activities to be completed before the Atos contract comes to an end. Officials had been making arrangements for external assurance of the work to be undertaken by KPMG. This would include a project ‘health check’, in depth project management review and an assessment of risk management. 

Replacement of the existing Blackberry contract with more flexible provision was underway, which was expected to deliver significant savings as well as improving services for Members.

Options to improve sound in the Siambr were being tested which aimed to resolve current difficulties. Commissioners discussed the extent to which devices should be used in the public gallery. It was agreed that those visiting the public gallery would be allowed to use mobile devices in future, as long as they did not cause any disturbance.

Action: Officials to ensure that staff and the public were made aware of the change of policy regarding the use of mobile devices in the public gallery, subject to certain restrictions.

Progress had been made in a number of areas since the last update to the Commission at the end of January 2013. These included:

-       The new transition manager had taken up his post and would be responsible for the Exit Management Plan that would underpin the transition from the Atos contract;

-       Some Members had been trialling the use of the mod.gov app for Committee and Plenary papers;

-       The use of outlook web access had been extended to include a wider range of devices providing more convenience for users;

-       A number of information management sessions had been arranged for Members and their staff to raise awareness of their duties in relation to Data Protection.

A further update would be made available at the Commission’s next performance meeting.

Paper 4

Peter Black introduced the paper noting that demand for Wi-Fi would increase as Members required access to their papers while away from their desks.  Evidence had been provided by Members to support this view through the satisfaction survey and information gathering exercises.  The Commission agreed that investment in this area was required to ensure that the Assembly made good use of ICT to enable Members to work as efficiently as possible and that subject to robust exploration on the financial information, the project should proceed.

The Merlin Contract, under which ICT services are provided to the Assembly, is due to expire in 2014.  The Commission is required to give notice to the Welsh Government and Atos by April 2013 of its decision in respect of the future provision of ICT services to the Assembly.  The Commission agreed in November 2011 to assess two options: the extension of the Merlin contract; or a move to a mixed in-house provision.

Commissioners discussed their aims for future ICT Services to assist with their forthcoming decision on these arrangements.

A further meeting will be held on 3 December.

Paper 3

The Merlin Contract, under which ICT services are provided to the Assembly, is due to expire in 2014. The Commission is required to give notice to the Welsh Government and Atos by April 2013 of its decision in respect of the future provision of ICT services to the Assembly. The Commission agreed in November 2011 to assess two options: the extension of the Merlin contract; or a move to a mixed in-house provision.

Representatives from Atos attended the meeting to provide Commissioners with a briefing on their proposed future ICT provision.

It was agreed that the paper would not be published due to its commercial content.

Commissioners requested further meetings to allow further detailed discussion of future ICT service provision. There meetings will be held on 12 November and 3 December.

·        Paper 1A

·        Paper 1B

The Merlin Contract, under which ICT services are provided to the Assembly, is due to expire in 2014.  The Commission is required to give notice to the Welsh Government and Atos by April 2013 of its decision in respect of the future provision of ICT services to the Assembly.  The Commission agreed in November 2011 to assess two options: the extension of the Merlin contract, or a move to a mixed in-house provision.

Commissioners received more detailed information to inform their decision regarding future ICT services for the Assembly. They agreed that Atos should be invited to the meeting on 5 November in order for Commissioners to give full consideration to the option to extend the Merlin contract.

Action: Commissioners to invite Atos to present to their meeting on 5 November. The decision regarding future ICT services to be made at an additional meeting on 12 November.

Paper 3

The Merlin Contract, under which ICT services are provided to the Assembly, is due to expire in 2014.  The Commission is required to give notice to the Welsh Government and Atos by April 2013 of its decision in respect of the future provision of ICT services to the Assembly.  The Commission agreed in November 2011 to assess two options: the extension of the Merlin contract; or a move to a mixed in-house provision.

The Commission considered its draft ICT future services strategy, and agreed to make a decision on the provision of future ICT services in November 2012.

Commissioners will have a further discussion on this issue at an additional meeting in October.

It was agreed that the paper would not be published due to its commercial content.

Action: Officials to provide more detailed costs.

Paper 5

The Commission is required to give notice to the Welsh Government and Atos, by 30 April 2013, of its decision on the future provision of ICT services.

In November 2011 the Commission agreed to assess the following two options:

• Option 1: Extension of Merlin contract –subject to new arrangements meeting Assembly cost, performance and flexibility requirements.
• Option 2: Move to mixed provision.

It was agreed that the officials would continue to develop these options to enable the Commission to make a decision on future provision in the Autumn.

Since the Commission’s last meeting a number of actions have been taken in response to concerns raised by Members about aspects of the ICT service. A service improvement plan has been agreed with Atos, senior level meetings have been held with Atos and the Welsh Government, and meetings have been held between Assembly Members and Commission officials to identify outstanding service issues and likely future needs.

Additional resources have been put in place to ensure the improvement plan can be implemented. As part of the plan an engineer is visiting every constituency office to address any problems and increased project management and technical design support has been made available to enable improvement projects to happen more quickly and a review of security rules and approach to service provision to better tailor support needs.

Commissioners agreed that the improvements seemed to be addressing the ICT problems and were pleased that robust action had been taken. It was noted that discussions are being held with Atos to explore the extent to which the additional costs incurred as a result of the actions should be shared with Atos.

Action: Officials to circulate the paper directly to Assembly Members.

ICT services at the Assembly are currently provided by Atos under the Merlin contract, which will expire in 2014.  The Assembly has no direct contractual relationship with Atos, with services instead provided under a Memorandum of Understanding signed by the Commission and Welsh Ministers at separation in 2007.  Following the UNO project, which created an independent ICT platform, the Assembly’s ICT systems are no longer integrated with those of the Welsh Government, giving the Assembly greater choice in terms of its future ICT provision.

The Commission endorsed the vision for the future delivery of ICT services, and the range of models by which these services might be delivered. It was agreed that officials would continue to explore the agreed options.