Venue: King Edmund Chamber, Endeavour House, 8 Russell Road, Ipswich. View directions
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MCa/23/50 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 4 MARCH 2024 PDF 133 KB Minutes: It was RESOLVED:-
That the minutes of the meeting held on the 4 March be confirmed and signed as a correct record.
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DECLARATION OF INTERESTS BY COUNCILLORS Minutes: There were no declarations made by Councillors.
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TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH THE COUNCIL'S PETITION SCHEME Minutes: None received.
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QUESTIONS BY COUNCILLORS Minutes: None received.
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MATTERS REFERRED BY THE OVERVIEW AND SCRUTINY OR JOINT AUDIT AND STANDARDS COMMITTEES Minutes: There were no matters referred from the Overview and Scrutiny or the Joint Audit and Standard Committees.
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FORTHCOMING DECISIONS LIST Please note the most up to date version can be found via the website:
Minutes: Councillor Eburne advised that an item for a Hardship Fund was to be added to the Forthcoming Decisions List for the May Cabinet.
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MCa/23/51 JOB MANAGEMENT IT SYSTEM FOR BUILDING SERVICES PDF 167 KB Cabinet Member for Housing and Property Decision: It was RESOLVED: -
That Cabinet approves the appointment of Totalmobile Limited to supply and implement its comprehensive job management system, to help BMSDC implement its transformation / strategic objectives within Building Services. The decision is sought subject to satisfactory agreement of terms with Totalmobile.
REASON FOR DECISION Key Decision required due to the financial value of the contract. Alternative Options Considered and Rejected: 1.1 A detailed study undertaken in Building Services determined that current IT system in place were not fit for purpose and did not have the right capability to support overall service management and continuous improvement. 1.2 Building services set out several key objectives which placed heavy emphasis on customer satisfaction, enabling appointment booking at first point of contact, ensuring that customer commitments are fulfilled, increasing first time fix rates and reducing the need for secondary customer contact to chase repairs. These were reflected in a detailed specification of requirement which formed part of an Invitation to Tender (ITT process) 1.3 3 suitable suppliers were evaluated in detail (ROCC, Totalmobile and Propeller) through a comprehensive supplier evaluation process. Two further suppliers declined to bid due to maximum budget restrictions and ability to meet our functional requirements. Any Declarations of Interests Declared: None Any Dispensation Granted: None
Minutes: The Chair invited the Cabinet Member for Finance and Resources to introduce the report on behalf of the Cabinet Member for Housing and Property.
Councillor Eburne introduced the report, which was seconded by Councillor Davis.
Councillor Mellen queried whether the Council did not already have existing provision for managing repairs for Building services.
The Manager for Housing Transformation responded the proposed software programme allow for better management of the workload, and would provide additional functions, which would improve the workflow for the Building Repairs team.
The Manager for Housing Transformation outlined the three phases for the implementation for the new software, including tracking of the appointment process.
Councillor Stringer queried the migration of the data currently stored on the existing system and how long it would take to implement.
The Manager for Housing Transformation responded that there was a back log of repairs, which needed to be added in addition to the data migrations. It was therefore not possible to provide a specific timeline, as it was important that data was accurate and consistent.
In response to Councillor Weller’s question regarding in-house modifications to the Totalmobile software, the Manager for Housing Transformation confirmed that the ability to do modification in- house had been one of the reasons for getting this specific software system.
Members debated on the issues including that it was important to be able to deliver a good service to residents. That the past year had made it clear that additional resources were needed to provide the full picture of the housing repairs process to ensure that appointments and repairs were carried out in a timely manner.
Councillor Mellen stated that he was aware that there had been difficulties in the past year with getting council homes repaired done and that this had been identified as a need. Councillor Mellen was looking forward to improvements over the next twelve months.
By a unanimous vote
It was RESOLVED: -
That Cabinet approves the appointment of Totalmobile Limited to supply and implement its comprehensive job management system, to help BMSDC implement its transformation / strategic objectives within Building Services. The decision is sought subject to satisfactory agreement of terms with Totalmobile.
REASON FOR DECISION Key Decision required due to the financial value of the contract. Alternative Options Considered and Rejected: 1.1 A detailed study undertaken in Building Services determined that current IT system in place were not fit for purpose and did not have the right capability to support overall service management and continuous improvement. 1.2 Building services set out several key objectives which placed heavy emphasis on customer satisfaction, enabling appointment booking at first point of contact, ensuring that customer commitments are fulfilled, increasing first time fix rates and reducing the need for secondary customer contact to chase repairs. These were reflected in a detailed specification of requirement which formed part of an Invitation to Tender (ITT process) 1.3 3 suitable suppliers were evaluated in detail (ROCC, Totalmobile and Propeller) through a comprehensive supplier evaluation process. Two further suppliers ... view the full minutes text for item 106.
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EXCLUSION OF THE PUBLIC (WHICH TERM INCLUDES THE PRESS) To consider whether, pursuant to Part 1 of Schedule 12A of the Local Government Act 1972, the public should be excluded from the meeting for the business specified below on the grounds that if the public were present during this item, it is likely that there would be the disclosure to them of exempt information as indicated against the item. The author of the report proposed to be considered in Part 2 of the Agenda is satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
Minutes: As Members had completed their discussion of Item MCa/23/51- Job Management IT System for Building Service the Chair refrained from going into closed session. |
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MCa/23/51 - CONFIDENTIAL APPENDIX A - JOB MANAGEMENT IT SYSTEM FOR BUILDING SERVICES |