DD2510 Digitisation of GLA staff paper files

1.1 The GLA (together with MOPAC and the OPDC, with whom the GLA has a shared service to provide HR support) have just under 1500 staff and each member of staff has a paper-based file of up to 200 pages.

1.2 These files are stored in approximately 30 lockable three-drawer filing cabinets within the space in City Hall allocated to Human Resources & Organisational Development

1.3 The files contain personal information about members of staff and their employment record. HR & OD staff working mainly in the Business Partner Teams have to access these records for a number of reasons including, if there are any cases or hearings relating to staff, when staff change roles, or if staff leave the organisation.

1.4 However, these files are currently only accessible by attending City Hall, and with the current need to work remotely due to COVID-19 and with increased use of remote working planned going forward, this situation is not sustainable.

1.5 Therefore, the proposal is to digitise all the files, so that they are accessible by HR & OD staff online and remotely.

1.6 Another benefit is that the GLA are currently working towards a collaboration agreement with TfL regarding the provision of HR services. If this goes ahead, the digitisation of the GLA’s records will simplify this process, as files will be easy to transfer to the TfL’s SAP system. The proposal future proofs this process, as the proposed solution using iTrent is compatible with SAP.

1.7 Additionally, this project will align with other Transformation digitisation projects seeking to digitise the GLA’s various workflows, such as the onboarding of new starters and will allow the electronic filing on staff records of digital documents created by those projects.

1.8 This project has the approval of the GLA’s Digital Board and the funding has been agreed via the Transformation Board. This project is part of the of the Transformations Digital systems and process programme of work.

1.9 The HR & OD system, iTrent, is provided by MHR and the digitisation will allow electronic personal files to be linked directly to the individual staff records held on iTrent. In order to facilitate this, MHR have a formal contractual relationship with Document Logistix (DLX) to provide their digitisation service. MHR customers who require a digitisation service contract with MHR directly through a contract variation in the same way that MHR customers access business intelligence reporting services through a contract with MHR even though the reporting tool is an SAP product. MHR have a formal contractual relationship with SAP for the provision of a reporting tool.

1.10 Therefore, in order to successfully deliver this project, the GLA will contract with MHR/DLX to carry out the work required for digitisation and this will be procured via a Single Source Justification (SSJ).

1.11 Once their services are procured, DLX will remove the paper files from City Hall, scan them so that they can be stored electronically and attach the electronic files to the personal records in a file structure agreed with the GLA. The old paper copy file will then be retained by DLX for six months prior to secure destruction.

1.12 From the date the electronic files go live human resources will cease the creation of further paper files. All files will be electronic.

Exemption from the Contracts and Funding Code (the “Code”)

1.13 In accordance with paragraph 10.1 of the Code, an exemption from the Code is sought on the following basis:

• previous involvement in a specific current project or continuation of existing work that cannot be separated from the new project/work.

1.14 The current service is provided by MHR. To support a total solution to customers MHR have a number of formal contracts with third party suppliers providing seamless add ons to the core MHR product. In order to be able to access digitised staff files via iTrent there is only one route and that is to vary the existing contract with MHR using their third party supplier’s solution.

1.15 In accordance with paragraph 10.2 of the Funding and Contracts Code an exemption is sought because the GLA is already contractually obligated to MHR for its HR system – iTrent, and there is no other available solution supporting the direct access to digitised staff files via iTrent without the requested contract variation. This project is part of the GLA’s Transformation programme which is delivering a number of digital projects e.g. desk signage, asset management, starters movers and leavers’ tracking to ensure efficient management of FM and TG services, the GLA’s new ways of working including remote working. Remote working has been accelerated in importance initially in response to Covid-19 and more recently arising from the proposal to relocate City Hall meaning that remote working will be an ongoing requirement. HR staff require access to staff files on a regular basis and this has been hindered since lockdown. Further, the GLA is examining the viability of a shared service with TfL for the delivery of HR services including all systems related work. If the project is approved the migration of staff records to TfL will be in electronic i.e. digitised format. This project has in built future proofing to facilitate the migration should the shared services project be given the green light.

1.16 It is not appropriate to conduct a competitive process as there is only one solution providing the seamless interface for access to digitised staff files via iTrent.

2.1 To fully digitise the GLA, MOPAC and OPDC’s staff records, thus enabling remote access by HR & OD staff and the removal of the requirement for hard copy storage.

2.2 The benefits will include:

• reliability, personal staff files fully accessible by HR & OD staff remotely, from any location;

• a large reduction of the space required by the HR & OD Unit;

• the removal of the need to relocate all the hard copy files when the GLA moves out of the present City Hall in 2021;

• increased collaboration and alignment with other GLA digitisation projects to enable the electronic storage of personal staff information;

• an improvement in document security, as access rights can be set for the electronic files and paper files can no longer be accidentally left out;

• improved compliance with statutory retention schemes, as document deletion can be automated;

• increased productivity, a reduction in the time staff take to search files, which is currently done manually;

• the creation of a far more environmentally friendly records system that does not require large amounts of paper; and

• the digitisation of staff files will have GLA retention policies built in meaning the secure destruction of digital records at key times ensuring therefore that the files remain GDPR compliant.

3.1 There are no negative impacts as a result of this proposal on those with protected characteristics (age, disability, gender reassignment, pregnancy and maternity, race, gender, religion or belief, sexual orientation) under the Public Sector Equality Duty

3.2 The introduction of remote electronic access to staff files will increase their accessibility.

4.1 Whilst there are other options available to digitise staff files it would not be possible to link the files to the present HR system. MHR, the GLA’s HR system suppliers have a direct partnership with DLX and this is the only route available to the GLA at this time to digitise the files and link them to iTrent. Further the file format of the digitised files is appropriate to the required file format for migration to a TfL shared service.

Risks:

5.1 Director’s approval is sought for expenditure up to £82,000 to digitise the existing GLA, MOPAC and OPDC staff records via a contract to carry out the digitisation as outline in this decision. Up to £82,000 of expenditure will be funded from the Chief Officer’s Transformation Programme’s 2020-21 and 2021-22 budget. Current forecast is that the expenditure will span two financial years as follows;

• 2020/21 - £61,000 (hosting, software, document scanning, etc); and

• 2021/22 - £21,000 (licensing costs).

5.2 It should be noted that the budget for 2021-22 is subject to budget setting process for 2021-22.

6.1 The foregoing sections of this report indicate that the decisions requested of the director fall within the statutory powers of the Authority to promote and/or to do anything which is facilitative of or conducive or incidental to all of its functions within Greater London and in formulating the proposals in respect of which a decision is sought officers have complied with the Authority’s related statutory duties to:

(a) pay due regard to the principle that there should be equality of opportunity for all people;

(b) consider how the proposals will promote the improvement of health of persons, health inequalities between persons and to contribute towards the achievement of sustainable development in the United Kingdom; and

(c) consult with appropriate bodies.

6.2 In taking the decisions requested of her, the director must have due regard to the Public Sector Equality Duty; namely the need to eliminate discrimination, harassment, victimisation and any other conduct prohibited by the Equality Act 2010, and to advance equality of opportunity between persons who share a relevant protected characteristic (race, disability, gender, age, sexual orientation, religion or belief, pregnancy and maternity and gender reassignment) and persons who do not share it and foster good relations between persons who share a relevant protected characteristic and persons who do not share it (section 149 of the Equality Act 2010). To this end, the director should have particular regard to section 3 (above) of this report.

6.3 The procurement of the digitisation services from MHR is valued at up to £82,000. Section 9 of the Authority's Contracts and Funding Code (the "Code") requires that the Authority undertake a formal tender process or make a call off from an accessible framework for procurements with a value between £10,000 and £150,000. However, section 10 of the Code also provides that an exemption from this requirement may be justified on the basis of previous involvement by the service provider in a specific current project or continuation of existing work that cannot be separated from the new project or work. The officers have set out in section 1 above the reasons why the procurement of MHR falls within the said exemption. Accordingly, the director may approve the exemption, if she be so minded.