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CAPITAL STRATEGY INVESTMENT APPRAISAL FORM

Section 1: Applicant and Basic Project Details

1(a) Name of Client Function, Responsible Officer and Council Policy Area Client Function Information and Communications Technology

Responsible Officer

Mike Watson

Council Policy Area

To enable the Council to manage and provide information to meet all policy objectives, especially to develop a high quality environment for our residents, to develop corporate capacity to respond effectively as one organisation

1(b) Project Number

IT014

1(c) Project Name

Content Management System

1(d) Project Address/Location

ICT Service, Stephenson House

1(e) Project Description

The introduction of a Content Management System (CMS) is a key element in

developing Electronic Service Delivery to meet the Government’s 2005 targets. The

system will allow officers to manage and deliver information and content to the Council’s

internet and intranet, as well as delivering information to street kiosks and eventually to

digital TVs and other future media.

1(f) Target Population/Beneficiaries

All staff, members, citizens, partners and other parties with interest in North Tyneside Council.

1(g) Please State how this Project contributes towards the achievement of the Policy Objectives and Priorities of the Council as set out in the Council’s Performance Plan and Community Plan

The improved management of information across the authority, relating to all service areas, will benefit all policy objectives and priorities of the council. Information will be available on all subjects in a timely and relevant manner, under the responsibility of the individual service areas. This will improve communication with our target audiences and is a building block towards our eGovernment targets.

1(h) Evidence of Need for the Project

This project is needed to fulfil the council’s e-Government targets. It will ensure that information provided on the internet and intranet is current and up-to-date.

1(i) Links to other Regeneration Activity/Strategies

The introduction of a Content Management System (CMS) is a key element in

developing Electronic Service Delivery to meet the Government’s 2005 targets. The

system will allow officers to manage and publish information and content to the Council’s

internet and intranet, as well as delivering information to street kiosks and eventually to

digital TVs and other future media.

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Section 2: Anticipated Project Costs and Funding Arrangements 2(a) Costs 2004/05 (Year 1) 2005/06 (Year 2) 2006/07 (Year 3) 2007/08 (Year 4) 2008/09 (Year 5) Total £ £ £ £ £ £ Capital 69,000 0 0 0 0 69,000 Revenue 0 0 0 0 0 0 TOTAL 69,000 0 0 0 0 69,000 2(b) Funding 2004/05 (Year 1) 2005/06 (Year 2) 2006/07 (Year 3) 2007/08 (Year 4) 2008/09 (Year 5) Total £ £ £ £ £ £ Capital Council provision 69,000 0 0 0 0 69,000 Revenue 0 0 0 0 0 0 TOTAL 0 69,000 0 0 0 69,000

2(c) Status of Funding : Could you please indicate whether the funding set out in Section 2(b) above has been secured. If not, could you please indicate the status of the funding.

The funding was set-aside at the end of 2002/03 to carry out this scheme. The scheme has been on hold until the matched funding for the extended schools web portal project was confirmed. This project is now not going ahead, but the CMS project needs to progress to support the IEG strategy, etc. The funding for this scheme is still available on the Council’s balance sheet.

Section 3: Project Outputs and Impact 3(a) Outputs Table

2004/05 (Year 1) 2005/06 (Year 2) 2006/07 (Year 3) 2007/08 (Year 4) 2008/09 (Year 5) Total Phase 1: Design and implementation X Phase 2: Completion and roll-out X 3(b) Milestones

Phase 1: dates to be provide upon approval of this appraisal

Configure database and install applications

Scope, objectives and approach document published Reference technical architecture

Site designed and documented

Interactive content designed and documented Workflow and Metadata designed and documented Pilot environment complete

Phase 2:

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Section 4: Deliverability And Accountability Including Monitoring Arrangements 4(a) Details of Applicant Organisation

Information and Communications Technology Service in partnership with the Policy Performance and Communications Unit.

4(b) Management Arrangements

ICT Business Applications will manage project. A project board will be set up from ICT senior management and key users, with liaisons to the contracted consultants.

4(c) Implementation Programme

See 3(b). A project manager will be designated and resources allocated to carry out the work in conjunction with the contracted consultants.

4(d) Financial Management

ICT will manage the project in accordance with Council policies, within financial regulations.

4(e) Monitoring Organisation

To be monitored by ICT, Strategic Finance and key users on the project board.

4(f) Reporting/Recording Arrangements to Monitor the Outputs

The project board will meet monthly to assess progress against the project plan. Issues and exceptions will be addressed to the ICT corporate board and Sponsor for resolution.

Section 5 - Value for Money 5(a) Value for Money / Unit Costs

Content management will improve and enhance the Council’s ability to communicate appropriately with its target audience via the intranet, internet and future media.

Section 6 – Option Appraisal 6(a) Objectives

To improve information management and delivery by implementing a content management system, which will devolve the responsibility to key users for the management and publishing of information about their services.

6(b) Options Analysis/Appraisal

There are two options for carrying out this project:

• To use existing software resources and consultancy from Oracle

• Use another outside provider as consultants and provide independent software. • To continue with the existing manually intensive and unsatisfactory provision of

information.

6(c) Chosen Option

Oracle is the chosen provider as using another provider would require significant integration of their software with existing applications within NTC. There would also be an increased revenue cost to this.

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Section 7: Risk Assessment 7(a) Main Risk Factors

• Resources – This project requires user involvement, both implementation and ongoing ownership of information.

• Change Management – There will need to be a change in perceptions of ownership of information held on the intranet/internet within the council. A content management group will be needed to monitor content on the internet/intranet.

• Training – Requires commitment to staff and management training in new working practices

• Integration – Changes in working practices. Appropriate security applied to data sharing.

7(b) Other Risk Factors

Applicants Capacity and Experience

ICT has extensive experience of similar project management.

Financial Capacity

Capital funding was set aside for this project in 2002/03 to carry out this project.

Credibility of Applicants

Not a risk to the project

Market Conditions N/A Land Ownership N/A Site Conditions N/A Statutory Approvals N/A Firmness of Commitments

Capital budget to be made available by cabinet. Oracle has made a commitment to undertake this project.

Management/Maintenance

The project board will manage implementation and the content management group will provide ongoing management and support.

VAT implications (option to tax/partial exemption impact)

N/A

Links to Other Capital Projects

This project is linked to the IEG capital projects.

Section 8: Sustainability Appraisal

8(a) General Sustainability: How will this project support sustainable development in North Tyneside (You could refer to the Regional Economic Strategy or the Regional Sustainability Framework). In answering this question you should refer to the notes of guidance.

This project will improve collaborative information sharing with its target audience, including regional partners, and develop services to meet E-government requirements. It will also provide the authority with an opportunity to improve the promotion of the borough outside of its geographical boundaries.

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Section 9: Recommendation

Appraisal completed by: Mike Watson

Signed

Appraisal approved by: Phil Jackman

Signed

Position in Function Senior Manager, ICT

Date Appraisal completed 8/April/2004

Recommendation To approve the expenditure in this appraisal. Any special conditions

References

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