Decisions

The CRM system is heavily utilised by Customer Services as well a number of different services throughout the council The current CRM system is long overdue an upgrade to the latest version. The council procured its current CRM solution (Lagan) in 2012 and has been utilised as a central point of digital developments, communication and relationship management for customers, residents of Doncaster, Doncaster Council staff and its partners.

The council’s current version of Lagan (version 8) is out of date and is running on best endeavour support with the supplier. Upgrading to (version 15.4), will provide a supported version and it will remove a number of critical issues that are caused by the current version.

Additional reasons for the decision are:

- A CRM system & integrations which are fully supported
- Improving the organisations PSN compliance due to java & browser compatibility
- Removing current PSN compliance issues relating to the CRM
- Provide additional features which can be leveraged in future Digital Transformation projects

This option utilises a path of least resistance considering time and cost, as the procurement route is via the incumbent provider and contract.

To approve the purchase of an upgrade for the organisations Customer Relationship Management system. Upgrading of the infrastructure hosting the CRM (Lagan) environment and preparation for software upgrade.

Doncaster Council are currently approaching the end of a 3 year contract with Microsoft for the licensing of the Desktop Software and Productivity Products. A new contract must be in place by the 1st of June 2019.
The council’s ICT desktop estate runs on Microsoft Desktop Operating Systems (Microsoft Windows) and productivity products (Microsoft Office).
An Enterprise Agreement is the most efficient way to meet the council’s requirements for Microsoft software. Microsoft software underpins the majority of the council’s day to day working, line of business applications and customer interactions.
Licensing the organisation this way will secure unit pricing for 3 years to allow predictable cost management and flexibility.
In February 2018 Microsoft made a major announcement how the UK Public Sector would receive price support from May 1st 2018.
As part of the UK government’s Cloud-First policy, the Crown Commercial Service (CCS) has signed a new, non-binding Memorandum of Understanding (MOU) with Microsoft that will help the government’s ongoing digital transformation agenda and the UK governments Cloud-First policy. This arrangement is called Digital Transformation Arrangement (DTA).
The products chosen on this recommended option leverage Microsoft 365 technologies that are heavily discounted in the Digital Transformation Arrangement.
The new technologies that are deployed with Microsoft 365 better serve our workforce, customers, residents and partners by offering enhanced security, collaboration, information protection, new online services and a modern workplace environment.
This option will allow the council to stay current with software versions to protect against vulnerabilities.
Future savings will be made by utilising the included cloud services which will drastically reduce the requirement for on premise hardware, support and 3rd party products that are currently in situ.
In January 2019 procurement tested the market, sending our requirements to all suppliers on Lot 1. From the responses, it was discovered that our incumbent supplier still offered best value.

DECISION TAKEN
Enter into two contracts:
1. A 3 year contract with Trustmarque solutions Ltd (a reseller for Microsoft) and
2. A 3 year Enterprise licensing agreement with Microsoft for licensing of Doncaster Councils Desktop, Server and Productivity software, choosing Microsoft 365 products that allow for the use of cloud technologies to support a modern and agile desktop. DCST will be named as an Affiliate on the DMBC licence with Microsoft and as such DMBC will be responsible for the actions / omissions of DCST.
The route to market for this contract will be the KCS Framework Y17038 – Lot 1 – Microsoft, which is a fully EU compliant framework.

Backfill arrangements are required for the Head of Service (Adults In House Community Provision) for 3 months as the substantive post-holder is seconded into the Community Assistant Directors post until the end of June 2019.
Further details are provided in the attached Officer Decision Record.

To approve a 3 month assignment for a Service Manager within Adult Community Provision commissioned through Reeds Recruitment agency.

This contract extension will be effective from 1st April to 30th June 2019.

Doncaster Council have previously agreed in principle to act as accountable body to receive the grant (via letter), which was a requirement of the funding application which the Town Council previously submitted to the Ministry of Housing, Communities and Local Government.
Due to the tight deadline for submission, this was considered an appropriate course of action; otherwise, it is unlikely the application would have been accepted/successful.

Doncaster Council to act as the accountable body for the sum of £25,274.78 of Pocket Park Plus S31 Grant funding from the Ministry of Housing, Communities and Local Government.
The funding will be paid to the grant-funding applicant (Thorne

At the request of Schools Forum, the Department for Education/Secretary of State gave permission to establish a central Schools Block DSG expenditure budget of £1,000,000 to focus on two areas:-

Access and Safeguarding.

To approve the Safeguarding and Access Capital allocations which were approved by the Learning Provision Organisation Board (LPOB) Safeguarding & Access Sub-Group on the 6th March 2019.

The Colonnades SCRIF Project is one of the schemes which make up Doncaster's Urban Centre SCRIF Programme. It has been financed with £2.28m of SCRIF grant with a further £1.05m being invested by the Council to bring the overall investment in the retail and office building to £3.33m. The refurbishment of the office accommodation has been completed (January 2018) by the enhancement of the retail mall walkthrough is yet to be delivered. The grant allocation has been drawn down by £83k has been retained by SCR until the final project output has been achieved.

Approval to use £45k of the £600k Retained Building Capital Improvement 2018/19 budget to progress the schemes detailed.

In July 2018, DMBC put forward an application to host a part of the Rugby League World Cup 2021 (RLWC 2021). Prior to submission, the application was agreed by Directors. Within the application guidance, it was stipulated that successful hosts could be awarded with the number of fixtures ranging from 1 to 3. The initial financial contribution submitted was £68,590 broken down as follows;
- Hosting right fee £58,590
- DMBC working budget £10,000
However, following dialogue with delegates from the RLWC 2021, DMBC (following agreement from the Chief Executive) increased the financial contribution within the bid by £20,000 to £88,590, broken down as follows;
- Hosting right fee £68,590
- DMBC working budget £10,000
- DMBC RLWC 2021 ticket purchasing and distribution budget £10,000
In January 2019 it was announced that Doncaster had been successful in securing hosting rights for the RLWC 2021 and were awarded 3 games as part of the event. DMBC have since accepted the offer. As Doncaster have secured the maximum allocation of fixtures, the full financial contribution (£88,590) must be drawn down to facilitate delivery.
It is required that the £68,590 Hosting right fee, payable to the RLWC 2021, be paid in 4 equal instalments by the dates highlighted below;
- £17,147.50 by 31st March 2019;
- £17,147.50 by 31st March 2020;
- £17,147.50 by 31st March 2021; and
- £17,147.50 by 30th September 2021
The remaining £20,000 (£10,000 working budget

To announce that Doncaster have accepted the offer of hosting 3 pool fixtures of the Rugby League World Cup 2021 and approve the financing of the hosting fee.