Agenda item

To receive the report of the Senior Corporate Commissioning Manager and the Democratic Services Manager (attached).

Submitted – the report of the Senior Manager, Democracy and Delivery and the Democratic Services Manager updating Members on matters relating to information technology, including the recent changes to the Council’s electronic systems, further i-pad training and Moderngov. 

 

The Senior Manager noted that 12 members outside the Cabinet had submitted comments on the changes to the Council’s electronic systems, which meant that members could only access their ‘cynghorydd’ e-mails thorough the i-pad. He suggested that he would contact those members again to establish the nature of their needs, but if they remained unhappy, that a licence should be provided for them.

 

The Senior Information Technology and Transformation Manager explained the user security reasons behind the changes to the electronic systems. He also explained that there would be further consideration given to mobile phone e-mail access, as it remained unclear how that could be implemented widely without breaching security rules.

 

During the discussion, members referred to some of the difficulties faced as a result of introducing the new arrangements, including:-

 

·        Difficulty in responding in writing to a consultation document 

·        No 3G on the i-pad.

·        Was the lifespan of an i-pad shorter that the lifespan of a computer?

·        The continual development and evolution of the Apple and Microsoft systems.

·        Difficulty in opening attachments.

·        Unable to use an USB with the i-pad.

·        Eye strain.

 

In response to a comment by a member that they had not received prior warning that the change was going to happen, the Senior Manager, Democracy and Delivery noted that two messages had been announced via Rhaeadr, the principle method of communication with members.

 

Some dissatisfaction was expressed that members were not allowed to use a second e-mail account on the Council’s website, but the Senior Manager, Democracy and Delivery explained that this was being addressed separately, to ensure that the committee had all the relevant information to hand prior to making a decision.

 

The managers responded to some of the difficulties raised, and noted:-

 

·        There had been extensive investment in training over the past months in order to extend the use of the i-pads as far as possible.

·        The new Moderngov App should eradicate many of the barriers, e.g. documents would be installed directly on the machine, without needing to be downloaded.

·        The i-pads would certainly remain until the end of this Council, consideration would need to be given to what would happen with the new Council in 2017.

·        Although the i-pad could not do everything, it had excellent functionality.

 

With regard to a comment that Cabinet members were treated differently, the Senior Manager, Democracy and Delivery explained that a business case had been submitted on behalf of Cabinet members, noting that they required access and the ability to work on documents etc., due to their specific responsibilities, but that it would also be possible to respond to cases on behalf of other members.

 

Some members expressed their willingness to pay for a licence themselves to gain access to their e-mails from a computer, but it was explained that this would be contrary to the guidance of the Independent Remuneration Panel for Wales.

 

The Democratic Services Manager provided an update on the pilot scheme to provide further i-pad training with an external expert, and summarised the observations made by those members who had received the training.

 

RESOLVED

(a)     Members should be provided with access to their e-mails from a personal computer or laptop (but not from a mobile phone) if required, and a note would be placed on Rhaeadr with this information. 

(b)     To contact the 12 members who had submitted comments on the changes to the Council’s electronic systems, and respond to any further comments submitted by members, in order to establish the nature of their needs, and if they remained unhappy, to provide them with access to their e-mails from a personal computer or laptop (but not from a mobile phone).

(c)     To develop the i-pad training by

·        Offering another formal course for other members;

·        Developing a team of members who can offer training and advice to their fellow members;

·        Consider offering ‘pages’ to those who had seen the app, and who were certain that they would use it;

·        Providing information sheets to members on how to make best use of the i-pad.