Agenda item

To receive a verbal update.

A verbal update was delivered by the Assistant Head of Information Technology.

Members were provided with an update on developments to the schools' management information system (MIS / SIMS) and an update on the Council's Digital Plan (CC2 Project – Improvements to the telephone provision).

Schools' Management Information System

It was explained that the management information system was the software used in all schools and was provided by the ESS company. It was stated that the company was losing its monopoly within the market due to the software getting older and the company having delayed for too long in introducing a successor to it. It was elaborated that new companies were currently providing similar software on the market, highlighting the risk that the company could stop administrating the software altogether. It was confirmed that the Council's agreement with the company would expire on 31 March 2026. It was emphasised that there was a need to ensure that a plan was in place from 1 April 2026 to make certain that there was suitable software in all schools.

It was reported that a working group had been established, with representatives from among primary and secondary heads, business representation and authority representation. It was explained that they were looking at options for suitable software for the future, such as renewing the agreement with the current provider or looking at an alternative provider. It was explained that a Chair would need to be appointed to the working group from among its member headteachers. It was updated that the working group had looked at three different systems so far and was giving them all detailed consideration. Gratitude was expressed in receiving legal and commercial support from the Welsh Local Government Association (WLGA) on this issue.

The financial impact of this challenge was mentioned, emphasising that there would be an increase to revenue costs in 2026. It was elaborated that companies did not allow users to purchase the software for devices and instead, users leased the software on relevant platforms. It was confirmed that this was more costly to the Council than buying the software and installing it on its own infrastructure.

It was assumed that a new provider would need to be found unless the position of the ESS company changed. It was noted that this would be done according to the proper procedure by showing that different companies had had the opportunity to be providers to the Council and that there had been competition. It was elaborated that there would be migration costs on leaving ESS and that those would fall into the 2025/26 financial year. It was confirmed that the Assistant Head of Information Technology would submit a bid for funding to the Council to greet these costs when more detailed information came to light. It was also emphasised that consideration would be given to the costs and time for training school staff on changes to the software.

It was explained that the fee of introducing the software was consistent for all schools. It was elaborated that this presented a challenge in itself because the fee for introducing it to a school with fewer than 20 children was the same as the fee for introducing it to secondary schools. It was noted that this affected the financial element of the costs of finding a new provider.

It was anticipated that the costs of switching the software provider would result in approximately double the current cost and it was emphasised that the best decision in the interests of schools would be followed, and the decision would not be made on a purely financial basis.

The Council's Digital Plan

It was confirmed that the telephone provision was being changed. It was noted that all schools except for one primary school were currently on the corporate telephone system but it was emphasised that all schools would soon be on the same provision.

It was reported that the Council had formed an agreement with new providers and it was confirmed that the new system gave schools the opportunity to make more use of the available data if, for example, calls had been missed, availability to answer the phone and WhatsApp options, text messages, etc. It was acknowledged that all extension numbers would be modified and that significant work was ongoing to ensure this was done correctly. It was explained that the analogue systems were currently being changed and migrating to a new system would be easier as all schools would use the same provision.

It was stated that this transition was part of the Council's Digital Plan and was funded within that plan. It was assumed that phone costs would decrease by around 30% once this transition from analogue to digital was complete. It was clarified that fees would be allocated according to the number of extensions meaning that the service fees would vary from school to school. It was acknowledged that this difference would not be seen until the 2025/26 financial year, and it was confirmed that fees for this year would remain similar to previous years.