031/2014: Membership of the Police ICT Company – 20 February 2015

Executive Summary and recommendation

The Home Secretary has proposed the establishment of a Police ICT Company in order to address the wide variance of IT systems utilised by forces and the lack of governance and coordination nationally.

The Association of Police & Crime Commissioners (APCC) has agreed to establish a Police ICT Company.  In common with all Police & Crime Commissioners, the Police and Crime Commissioner for North Yorkshire has been invited to become of member of the Police ICT Company.

The organisation will be a Company Limited by Guarantee, owned and governed by those with an interest or responsibility for securing efficient and effective policing services.

The PCC Police ICT Board has been working to understand the requirements for a national company.  There are a range of strategic drivers and benefits including pursing collaborative procurement; rationalisation of capabilities within police ICT; enabling strategic police ICT convergence and collaboration with other public agencies. The strategic focus will support broad organisational values, the achievement of common business processes all supported by empowered governance and decision making.

Becoming a member of the Company will enable full engagement with the benefits arising and the ability to influence and drive a strategic change in the approach to police ICT.

This Decision Notice requests that;

The Police and Crime Commissioner for North Yorkshire notes the full proposal circulated at the APCC General Meeting on 3^rd February 2015 and the recommendations arising from it;

That the Commissioner for North Yorkshire assumes membership of the Police ICT Company.

Chief Executive Officer decision (under delegated powers)

Signature: Joanna Carter
Date: 20 February 2015
Title: Chief Executive Officer

Part 1 – Unrestricted facts and advice to the PCC

1. Introduction and background

Members of the Association of Police and Crime Commissioners

At the Association of Police and Crime Commissioners General Meeting on 3^rd February 2015, members agreed to establish a Police ICT Company to fulfil the following functions:

• Provide an overarching IT strategy to help law enforcement agencies and other partners work together effectively through the use of technology.  This will enable the development of a national police IT architecture to help forces align and harmonise their local systems
• Commission national police ICT systems, ensuring strategic and operational fit and value for money
• Support law enforcement agencies to deliver services more efficiently and effectively by facilitating and enabling greater collaboration, integration and harmonisation between ICT systems
• Secure value for money by helping law enforcement agencies to get the best deal from suppliers
• Provide a centre of knowledge and expertise in relation to ICT, encouraging innovation, supporting the delivery of digital capabilities and identifying opportunities for collaboration and shared learning.

In common with all Police & Crime Commissioners, the Police and Crime Commissioner for North Yorkshire has been invited to become of member of the Police ICT Company.  The Articles of Association will then be confirmed at the APCC General Meeting on 25^th March 2015, from which point the Police ICT Company will be operational.

2. Matters for consideration

Police forces already invest in coordinated provision of ICT suppliers and services as they are required to pay for national systems managed by the Home Office.  This has historically been with varying direct control over the requirements or costs.  The ICT Company will allow forces to take more control of spending ensuring greater value for money.

The initial cost of the Company will be £1.2m in 2015/16.  An Innovation Fund bid has been submitted but the outcome of this will not be known for some weeks.  In the event that the Innovation Bid is unsuccessful, the confirmed members of the Company will be required to meet the costs, currently estimated to be in the region of £25,000 per member – the exact contribution required from each member will be confirmed in early March once both the outcome of the Innovation Bid and number of members are known.

There will be a charging model for those forces or organisations who are not a member of the Company as they will continue to benefit from and access developments and systems.

An exit strategy will be in place to ensure continuity of services and limited risk in the event that the Company be disestablished.

3. Other options considered, if any

Currently, Police ICT systems are managed by the Home Office but police forces have limited direct control over the requirements or costs.  The Police ICT Company would allow forces to take more control of its spending, helping police forces and other law enforcement agencies to get the best deal from suppliers and support the development of joint specifications and requirements.

As members of the Company, Police and Crime Commissioners (PCCs), including the Commissioner for North Yorkshire will take responsibility for IT requirements and expenditure to secure efficient and effective policing services.  The creation of the Company will support enabling greater collaboration, integration and harmonisation of systems both locally and nationally.

4. Contribution to Police and Crime Plan outcomes

Proactive Policing – Through the Operational Policing Model, North Yorkshire Police aim to ensure the right resources are in the right place to meet demand.  This requires investment  in technology in order to deliver an efficient, effective service that meets the needs of North Yorkshire and the City of York.  Investment in technology will also facilitate greater collaboration and partnership working with neighbouring forces and other law enforcement agencies to reduce and prevent crime and monitor performance.

Transforming the organisation – The Police ICT Company will provide an overarching IT strategy to help partner agencies work together effectively through the use of technology to support more visible and responsive policing, improve service delivery and ensure value for money.

The Police and Crime Commissioner has already supported investment of over £10 million in ICT for the next few years.  This is being delivered via collaboration and with cognisance of systems and technology being used in other areas in order to achieve the aims as set out in this paper of the new Company.  In addition, North Yorkshire engage at a national level supporting collaborative procurement and the development of technological solutions.

5. Consultations carried out

Consultation has been undertaken at a national level including engagement with ACPO, the Association of Police and Crime Commissioners and a number of Chief Executive Officers.

6. Financial Implications/Value for money

The costs indicated within the documentation suggested the total cost of the Police IT company for 2015/16 will be £1.2m and therefore around £25k per PCC. If not all PCC’s support the IT company then the costs may increase. It is possible for the PCC to meet the costs of this Decision Note within the proposed budget for 2015/16.

7. Legal Implications

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Acting Force Solicitor and Head of Legal Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law. 

8. Equality Implications

There are not expected to be any equality implications as a result of making this decision.  Operation of the Police ICT company will be in accordance with good practice and transparent processes with regards to equality and diversity.

9. Human Resources Implications

The contents of report and recommendation to the Police and Crime Commissioner are noted, it is not believed that this proposal has any negative people related impacts.  It is understood that the estimated costs of £25,000 can be funded from current budgets.  However, if the membership fee were to dramatically escalate an assessment would need to be made on the impact on other budgets including those affecting people resources.

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted.  Information in Part 2 will not be published.

Part two

Is there a Part 2 to this Notice – NO       (please delete as appropriate)

Originating Officer Declaration

Author name:      Debbie Allinson

Collar number:     6353