Purpose

The legal team have needed a
case management system to effectively and securely carry out their
work for a number of years. This requirement was highlighted in a
SIAS report dated October 2023, where there was a recommendation as
follows:
"Although the service has a control in place to manage their
caseload, the service is aware that they require a case management
system to ensure that they can manage their increasing workload in
the future. We recommend that this is implemented, but in the
meantime, to prioritise invoking their plan to create a combined
spreadsheet with Finance."

Suitable case management systems were found, but were considered
too costly to implement given that there was a lack of budget in
the service, meaning that no system was ever previously put in
place.

With LGR meaning that a future merging with Broxbourne Borough
Council (BBC) is inevitable, it was decided to explore whether it
would be possible to share a system with BBC, in the hope that this
would lead to a reduction in cost. Discussions with BBC were
positive, and having spoken to Civica, who provide BBC's legal case
management system; iCaseWork, it was evident that a sizable
reduction in cost would be achieved by pursuing this course of
action.

Additionally, the legal team have generated substantial new income
for external work, meaning that the system can now be funded from
this money.

Decision

It is decided that we should
contract with Civica, via Broxbourne Borough Council, for their
iCaseWork legal case management system software.

Alternative options considered

Option 1 - To contract with Civica for their
iCaseWork legal case management system, via Broxbourne Borough
Council's contract, at a reduced price.

Option 2 - To contract directly with Civica without any involvement
from Broxbourne Borough Council.

Option 3 - To not have a legal case management system.