Smarter Working – Business Justification Paper

The Metropolitan Police Service would like to extend provision of mobile devices to ensure envisaged benefits can be delivered. Funding is limited and this paper articulates the agreed prioritisation of units, funding streams identified and the impact of not extending to the full scope requirements.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve Option One (extend the provision of mobile devices to prioritised units)

a. Approve the use of the Mobility Refresh Capital funding stream to fund the procurement, build and distribution of additional devices

b. Note the use of funds from the optimism bias within the overall capital programme to fund the additional capital requirement

c. Approve the use of unit-identified revenue for on-going support of devices. Business group budgets will be amended to reflect the permanent contributions made in this Business Justification Paper

d. Note the use of Major Change Fund for the one off cost of the project team extension in 2018/19

e. Note the additional funding required to support the “pool” of contingency devices will be met from existing budgets

2. Note the agreement in principle to extend mobile device provision

3. Note the urgency of the request to build more devices

4. Note the impact on units not to receive additional devices

5. Acknowledge the potential for further benefits (once tracked and monitored) may be in the region of an additional 5% efficiency/productivity. Note the requirement for Business Groups in receipt of extended device provision to track and realise benefits (efficiency savings).

1. Introduction and background

1.1. Following significant investment approved in October 2016 the Metropolitan Police Service will rollout 30,000 devices by April 2018.

1.2. The context in which the original Mobility Project built its delivery plan has now changed. A review by the Senior Responsible Officer for Smarter Working identified a number of challenges which this request to extend device provision addresses.

2. Issues for consideration

2.1. After working together with all Metropolitan Police Service units the Programme now knows the full mobility requirement. It is clear where mobility can unlock better ways of working – many of which will lead to further benefits.

2.2. Some units and roles were excluded from the previous scope of mobility as the focus had been on ‘refreshing the IT’ and replacing XP Desktops. There is an opportunity to address the low employee satisfaction and access issues seamlessly following the current roll-out.

2.3. The previous scope relied on the assumption that the devices provided would unlock the right estate to enable estate savings. The review shows that too many people will be fixed to IT and buildings.

2.4. Extending device provision would be most financially effective as continuation of the current roll-out. The space used as the “factory” will not be available after June as it is earmarked to be refurbished as a ‘receipt’ site for the decant of Empress State Building.

3. Financial Comments

3.1. The capital funding required will be met from use of the Mobility Refresh capital funding and optimism bias within the overall capital programme.

3.2. Revenue costs will be met from the Major Change Fund and funding from units benefitting from this rollout.

4. Legal Comments

4.1. The Mayor’s Office for Policing and Crime (MOPAC) is a contracting authority as defined in the Public Contracts Regulations 2015 (the Regulations). All awards of public contracts for goods and/or services value at £181,302 or above must be procured in accordance with the Regulations.

5. Equality Comments

5.1. There are no equality and diversity issues identified from consultation and advice from the Strategy Diversity & Inclusion team.

6. Background/supporting papers

6.1. Report