Meetings

Commissioners were provided with details of the action already taken to protect the Senedd against cyber-attack, together with planned and suggested future action needed to keep pace with the evolving threat, further elevated by recent international events.

Commissioners requested that direct briefing be offered to each of the party groups.

Oral item

The Director of Resources provided a brief update on progress that had been made on work to upgrade the Siambr over the summer recess.

Commissioners were particularly interested in the flexibility and benefits that would be gained from the new provisions. They welcomed the information and detail of the current plan leading up to the Dissolution/Easter recess period 2016.

paper 3

Commissioners considered a paper which set out the high level delivery plan and estimated costs for individual workspaces in the Siambr. This followed on from the Commission meeting on 29 September when Commissioners approved the proposed solution for future ICT provision in the Siambr, subject to costings.

The paper advised that the maximum cost will be £319k plus up to £199k in depreciation charges. The Investment and Resourcing Board has set aside the necessary funds from within existing budgets.

Commissioners highlighted the importance of responding to the needs to individual Members in terms of ergonomic adjustments and sought assurance that the project would be carefully planned and well run.

The Commission agreed that the work should proceed.

paper 2

Following consultation with Members earlier in the year, the Commission discussed an update on the work undertaken to evaluate the options for future ICT provision in the Siambr.

A detailed analysis of how options could be delivered had been undertaken over the summer recess. This analysis included an assessment of ease of use, functionality, flexibility, desktop layout, repositioning of voting buttons, information display and how a fully mobile solution could integrate with the Siambr system. The analysis also ruled out any change that would degrade the existing service or ways of working in the Siambr, and factored in accessibility needs, the aesthetics of the Siambr, the smooth running of Plenary and the cost and time to implement the change.

Commissioners discussed the proposal for a combination of fixed and mobile ICT and a new Plenary Business software solution. The proposed solution guarantees that Members would be able to access all Plenary systems and business. In addition, those Members wishing to use a mobile device can do so for core business functions (excluding voting and messaging) will be able to do so as the new software solution is developed through 2015, and be fully supported, via their iPad or Microsoft Surface. It would deliver:

• a new desktop layout, giving more usable space and better ergonomics.;
• a new voting/translation/audio panel, which will be relocated with easier to reach voting buttons;
• voting that will be displayed on the Member’s screen for each Member to view their own vote;
• a new low-profile screen, connected to the existing PC and a new wireless mouse and keyboard, to remove cable clutter. A new drawer will be provided under the desk, where the keyboard and mouse can be easily stored when not required, again creating more desktop space for papers or a mobile device; and
• a charging point for a mobile device.

Commissioners raised the importance of ensuring ergonomic assessments are available, particularly when Members may be working for extended periods of time in the Siambr. A mock-up of the new design will be available soon for Members to see.

Commissioners approved the proposed solution for future ICT provision in the Siambr subject to costings, which will now be prepared.

Following a survey and consultation with Members and party groups and a detailed analysis of how options could be delivered over the summer recess, Dave Tosh presented the proposed solution for the reconfiguring of ICT on Members’ desks in the Siambr. The most popular option with Members was a combination of fixed and mobile ICT so that Members could choose how they used their Siambr workstations. The proposed solution guarantees that Members would be able to access all Plenary systems and business.

The proposal was agreed by Management Board.  Commissioners would be invited to reach a decision at their meeting on 29 September.

Action: explore options for branding on the outside of the workstation back plate.

oral

The ICT facilities available to Members in the Siambr had been in place since the Senedd opened. Many of the facilities within the Siambr would require updating over the next two years. The Commission’s ICT strategy offered a range of new opportunities to provide a better working environment for Members and enable innovative practices to be introduced.

Members had recently been asked to give their feedback on the following options:

·         Retain the Fixed ICT

·         Mobile ICT and A Flexible Workspace

·         Plenary Touch Screen Display Only

The survey had indicated that the majority of respondents would prefer to see the introduction of a mobile solution. However there was also significant interest in retaining some form of fixed desk. Some had commented that there should be flexibility as not all users wished to adopt the same ways of working. Consideration would also need to be given to making the best use of the desk space available to Members in the Siambr.

Based on these views ICT would explore the options available before bringing proposals back to the Commission after the summer recess. 

As previously agreed, changes would be made incrementally and with pace so that the benefits could be realised quickly.