Councillor Muldowney introduced the report and explained that it is another

software procurement.

It is used for case management covering school admissions, early years funding and free school meals which are all statutory services. It also records key information on children who are missing education, children who are home educated or attending an alternative provision. The report proposes that the Crown Commercial Framework will be used. Currently there are two separate systems being used and this will allow for the data to be put on a single platform to simplify data reporting and improve data accuracy. It will also give the Council a stable system up to 10 years and provide greater transparency and a better service for children of the borough.

Councillor Worrall commented that she really liked the risk section in the report and would like to see it included in other reports across the Council.

Councillor Worrall queried how confident they were that the exit clauses were sufficient to allow for a seamless transition. The Executive Director of Corporate Services and Monitoring Officer stated that there would be a lengthy transition between the systems to ensure the data is transferred.

Councillor Worrall queried when any budget savings would be realised. Councillor Muldowney responded that it is not about realising budget savings, it is about having an integrated system as opposed to two separate systems in order to comply with the Council’s statutory duties to the Department of Education and to provide a better service. There may be some efficiencies realised further down the line as a result but it would be difficult to predict at this stage.

Councillor Hartstean commented that she supported an integrated system to bring together Children’s services and Education.

Councillor Morris-Cook confirmed that she also welcomed the risk management section in the report. She also queried when the data stops and how long the data has to be kept for. Councillor Muldowney credited the Chief Financial Officer for introducing the risk management section in the report.

The Executive Director of Corporate Services and Monitoring Officer stated under the Data Protection Act the principle is that you only hold data for as long as is necessary. The Council has a record management system in place to ensure that data is destroyed at the correct time.

Councillor V Holloway queried recommendation 1.2 and delegating the decision to the Director in consultation with the relevant Portfolio Holder and queried what would happen if the Portfolio Holder was not happy.

The Executive Director of Corporate Services and Monitoring Officer stated that it is at the discretion of cabinet what decisions are delegated down to officers and if the Portfolio Holder was not happy with the outcome and if they had concerns Cabinet can take back the decision-making power. Councillor V Holloway confirmed she was happy with the response and with the recommendation remaining as it is.

RESOLVED:

Cabinet agreed:

1.1          To commence the procurement of an education case management software system as described in this report using the CCS (Crown Commercial Services) Vertical Applications Solutions framework RM6259 for a period of five plus five years from 1 September 2024 with an option to extend for a further five years conditional on satisfactory performance for an estimated total contract value of £2.13M.

1.2          If 1.1 is agreed, to delegate the award of the contract to the Executive Director of Corporate Services in consultation with the relevant Portfolio Holder.

Reason for the decision: as outlined in the report

This decision is subject to call-in