The Joint IT Committee (Brent, Lewisham and Southwark) met to discuss updates on the Shared Technology Service, including performance, risks, and finances. The committee was also scheduled to note Southwark Council's intention to leave the partnership. The meeting was scheduled to be held virtually via MS Teams and was open to the press and public to view via a live webcast.

Here's a breakdown of the topics that were scheduled to be discussed:

Shared Technology Service Update

The committee was scheduled to receive an update on the Shared Technology Services (STS). The report in the Public Reports Pack included updates on:

• Service Level Performance: Covering priority incidents and service requests. The report noted improvements in resolving priority 3 incidents and maintaining service level agreements for priority 4 requests.
• Onsite Support: Describing the services provided at Brent Civic Centre, Lewisham Laurence House, and Southwark Tooley Street, including queue management using the QMinder system.
• Telephony Support: Monitoring the performance of Node4, the telephone service provider, including first-time fix rates and call queue times.
• User Satisfaction: Reporting on customer satisfaction survey results, with an average score of 4.7 out of 5.
• Continuous Service Improvement: Detailing improvements to change processes and Hornbill redesigns.
• Risks: Reviewing the STS risk register, highlighting risks related to cybersecurity.
• Audits: Summarising progress on audits, including a Southwark Backup and Restoration Review.
• Technology Road Map: Providing a six-month view of technology roadmap projects.
• Project Updates: Including Windows 11 laptop deployments, network upgrades using SD-WAN technology¹, and Windows 2012 server upgrades.
• Procurement Updates: Discussing the new Procurement Act and its impact on governance and strategy.
• Council Updates: Providing digital updates from Brent, Lewisham, and Southwark.

The report also included updates from each of the three councils:

• Brent: Noted that Brent's digital programme began in 2017, and that the Cabinet agreed a refreshed Digital Strategy for 2022-26 in December 2021. It was reported that as part of the delivery of the final year of the current digital strategy, several programmes of work have been completed including system upgrades, migrations to new software, digital inclusion support for residents and deployment of new apps for residents.
• Lewisham: Noted that in alignment with Lewisham's evolving Digital Strategy, a series of impactful digital initiatives have been delivered to drive positive change and improvements for both residents and staff, including the launch of new digital products such as the Customer Portal for Housing, Bulky Waste, Pest Control Treatment, and Housing Disrepair case reporting services enhancing accessibility and service delivery.
• Southwark: Noted that the team is working to improve Southwark's partnership with Shared Technology Services (STS), and that draft updates to the agreement, covering governance, procurement, and financial principles, have been shared with partners and are being reviewed.

Southwark Partnership Exit

The committee was scheduled to note Southwark Council's intention to leave the partnership. According to the report pack, Southwark had expressed its intent to leave the partnership in October, linking the decision to a wider recommissioning exercise and an overall reduction of STS services over time. Southwark reportedly has a plan to combine IT, Digital, and Resident Experience into a single function, and is also facing financial pressures.

The report stated that once formal notice is received, a transition team will be established to work collectively with all partners to develop a comprehensive plan, setting out the approach to managing TUPE² implications, contract novations, and the transfer of relevant documentation, tools, and security credentials.

Inter Authority Agreement

The committee was scheduled to note some revisions to the Inter Authority Agreement (IAA). The proposed revisions were described as being of a minor nature.

Cyber Security Update Report

The committee was scheduled to receive an update on the Cyber Security status, threats, and mitigations identified in relation to the Shared Technology Services. This report was to be discussed in closed session due to the commercially sensitive nature of the details contained within the update.