A&G Committee Governance Update Governance Update 31 July 2018
Background • Cheshire East Council and Cheshire West and Chester Council Cabinets approved replacement of Oracle with Unit4 BusinessWorld with partner, Agilisys in July 2017 • Programme established in September 2017 • Programme established in September 2017 • Joint programme looking to cover two Councils, Pension Fund, maintained schools, Academies, Council companies and other partner users • Seven year contract with Agilisys (optional extension for further five years). OFFICIAL
Business World A fully integrated, cloud based solution • HR/Payroll • • General Ledger General Ledger • Procurement and Accounts Payable • Accounts Receivable • Finance – Assets and Cash Management • Budgeting, Planning and Forecasting Underpinned with Self Service
Decision making Shared Services Joint Scrutiny Council Governance Joint Committee Working Group Steering Group Programme Board Management Team Change Control Board Design Authority Workstream Leads
Governance Overview
Decision making Scale of decision Decision maker Decision reported to Minor Workstream Leads Design Authority Design Authority Programme Board Significant Significant Major Programme Board Steering Board Fundamental As appropriate
Aug/Sept t 17 Areas marked in grey are now complete Red line indicates current position of the Programme Mobilisa ation Sept /Oct 17 2 Nov 17 / Feb 18 S Solution Validation Solution B Build Mar / Apr 18 4 System Testing May / Jul 18 5 UAT and Payr roll Run Aug 18 6 Cutover TRAINING Go Live 3 rd Sep 7 Sept 18 onward pt 2018 8 Decommissioning D
Project and Programme Management
SharePoint and the Programme
Steering Group & Programme Board • Steering Group – Cllr Paul Bates, Cllr David Armstrong, Jan Willis and Mark Wynn • Programme Board represented by both Councils • Chaired by Mark Wynn – Chief Operating Officer, CWAC • Kevin Sander is lead sponsor for Agilisys • Kevin Sander is lead sponsor for Agilisys • Dominic Oakeshott is Programme Director, and lead officer for CEC • Jan Willis is lead sponsor for CEC • Meets fortnightly, with additional meetings as required • Reports through to the Steering Group OFFICIAL
Scrutiny Working Group • Part of Overview and Scrutiny of both Councils • Six members, three from each Council • CEC – Cllrs, Simon, Smetham and Corcoran • CWAC – Cllrs, Barker, Jones and Naylor • Feedback to main O&S meetings of both Councils • Review programme governance and status • Review Internal Audit reports • Three sessions planned during the programme OFFICIAL
Shared Services Joint Committee • Receives regular update reports from the programme • Focus on the delivery programme • Timeline and any associated risks • Business change programme • Links to the B4B Steering Group – lead members • Provides challenge and assurance on behalf of both Councils • Has met Agilisys Programme Sponsor OFFICIAL
Internal Audit Assurance • Combined team from both Councils • Active involvement in the programme with three formal reviews scheduled • First phase assessed the procurement process and readiness to commence the programme readiness to commence the programme • Second phase assessed the design and build • Final phase will assess the User Acceptance Testing and Go Live decision • Currently considering if further ad hoc assurance activity might add value OFFICIAL
Thank You Any Questions ? Dominic Oakeshott
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