Decision - Revenues and Benefits Electronic Document Management System Replacement

Report requesting capital funding approval for project to replace a system that is being de-supported

RESOLVED : That the Committee – (i) Noted that the extension of the current contract for the existing EDM and Workflow contract runs for a maximum of 2 years ending October 2024. (ii) Approved a capital scheme of £ 0.800m funded from unsupported borrowing for the design and implementation of a replacement EDM and workflow system. (iii) Grants delegated authority to the Executive Director Governance, People & Resources to take all steps necessary to procure and award a contract for a new revenues and benefits Electronic Document Management / Workflow IT system for the Welfare, Revenues & Business Support Service for an initial term of 4 Years. (iv) Grants delegated authority to the Executive Director Governance, People & Resources to extend the contract referred to in paragraph 2.3 for the replacement system for a period of up to 2 years, subject to satisfactory performance.

The appendix sets out projected costs for the Revenues & Benefits Workflow/EDM Replacement Project across 2023/24 and 2024/25. The overall projected cost is £799,659.95, covering staffing, supplier project work, data extraction and migration.