Agenda item

Agenda item

Requests made under the Freedom of Information Act

This report sets out the update of requests made under the Freedom of Information Act 2000.

 

Minutes:

The Committee received a report of the Head of Democracy and Governance which provided the half yearly report of the requests made under the Freedom of Information Act 2000, covering the period from 1 April to 30 September.  An updated version of the Appendix was circulated at the meeting.

 

The Head of Democracy and Governance reported that the revised Appendix showed that 196 requests had been received during the period rather than 202, as shown on the original report.  The difference was due to some duplication and the inclusion of a few requests for information from Three Rivers District Council. 

 

The Head of Democracy and Governance informed the Committee that there were still ongoing problems with the Council’s CMS system, Lagan.  This was a system used by all Customer Liaison Officers (CLOs) and the Customer Services Team to record all requests for information and the responses.  The latest information advised that Capita had been in contact with the external supplier to try to resolve the issues.  The latest information had been compiled by the CSC Team Leader, who had contacted all CLOs for information.

 

The Head of Revenues and Benefits circulated a further update for his service.  He apologised that the information had been provided to the Committee late.  He explained that his service kept a spreadsheet of all requests received and their progress.  This was separate to the one maintained be the CSC Team Leader.  He would ensure that in the future the two were reconciled in sufficient time.

 

The Head of Revenues and Benefits reported that all requests for information in the first half of the year had been completed.  Some of the requests shown as overdue had been due to requests made for further information from the requestor.  He also highlighted the number of requests for information since 1 October.  Some requests could be very complex, for example requesting information about businesses with outstanding credits on their accounts.  It had been agreed that more information would be published on the website, including creditor lists.  If the information appeared on the website officers were able to direct the requestor to the relevant page.  It was hoped this would reduce some of the frequent requests.

 

Councillor Khan asked for further information explaining why the software had not yet been repaired. 

 

The ICT Client Section Head advised that the problem related to software which was attached to Lagan, containing the electronic forms.  Capita was currently liaising with the third party supplier.  Part of the software had been repaired but it was still not complete.  The issue had been escalated at all levels.  She added that she had requested a further update from Capita’s Accounts Director. 

 

In response to a further comment from Councillor Khan, the ICT Client Section Head advised that if the Council had not outsourced the ICT service to Capita, then the Council would have liaised directly with the third party.  It was not possible for her small team to liaise with the third party as it did not have the capacity or the access rights to the software.

 

The Director of Finance Shared Services informed the Committee that Capita was carrying out a range of work on various systems.  The service provider had to prioritise work on some systems over others.  In this case there were appropriate ways of working without using the programme. 

 

The Portfolio Holder, Councillor Watkin, endorsed the Director of Finance Shared Services’ comments.  He agreed that some systems were more important than others, especially if there were ways for officers to work round them.  He felt it was important that the ICT Client Section Head and her team were allowed to do their own work rather than being pulled away to resolve Lagan.

 

Following questions from Councillor Taylor about time frame and penalty clauses, the ICT Client Section Head advised that discussions were still in progress with the third party supplier.  There were no specific penalty clauses which related to this matter.

 

Councillor Khan asked about how the Council mitigated against risks, for example in relation to the ICT Client Section Head not having access rights to the Council’s systems.

 

The ICT Client Section Head stated that Capita had been contracted to provide the ICT service to the Council; the contract did not provide the Council with any access rights.  The Council was audited on the controls it had put in place with the contract.  She advised that her role was as the contract manager. 

 

The Director of Finance Shared Services agreed that there was some risk to the Council but it was usual practice to provide those access rights to the contractor.

 

Councillor Khan stated that it was important the Council mitigated against any risks, particularly in respect of administration rights.

 

The Chair noted Members comments and suggested that an update might be provided at the next meeting.

 

Councillor Taylor, the Chair of Outsourced Services Scrutiny Panel, informed the Committee that his Scrutiny Committee had requested a further review of Capita and ICT at its February meeting.  This matter could be raised at that meeting.

 

Councillor Khan asked whether there were any requests for information that had not been provided. 

 

The Head of Democracy and Governance confirmed that all requests had been answered, although some had not been completed within the statutory time.  The main concern would be the number of delayed responses.  If the number was too high, the Information Commissioner could serve the Council notice requiring it to improve its processes.  This had happened to several local authorities.  Some of the delays were due to officers seeking further information.  She added that some requests were sent to all authorities and the requestor did not expect responses from all of them.

 

The Chair thanked the Head of Democracy and Governance for the current update.

 

RESOLVED –

 

that the report be noted.

 

Supporting documents:

 

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