Information Futures Programme Outline Business Case

Having successfully delivered Tranche 1 of the Information Futures programme with agile delivery methods, this OBC continues the narrative by focusing on building the Data Office. The rationale and case for change remains consistent with the drivers for change set out in the approved SOC.

MPS will address these issues by:

• Modernising our existing Data Governance and Analytics & Reporting functions – by investing in our people through skill acquisition and structured career development plans; and

• Setting up our Data Office function including our Data Innovation & Analytics Laboratory (MetDIAL) by introducing new data capabilities and mitigating our data compliance liabilities.

The case is built around modernising existing data capabilities, introducing new ones, making the organisation structures and people more efficient to provide excellence in operational compliance, improve policing performance and innovate with data to garner public engagement and trust.

Implementing this tranche will require funding of £3.4m revenue in 2019/20 funded from the Data Analytics reserve and the future years additional revenue costs of £3.9m from 2020/21 to be funded from Corporate Services budgets.

The next phase of the data enabling technologies to deliver the future data and digital capabilities will require capital costs of £0.8m to complete a detailed requirements gathering exercise to be funded from the MOPAC approved capital plan.

The Deputy Mayor for Policing and Crime is recommended to:

(1) Approve the Information Futures programme to progress to Tranche 2 (Continue, Embed & Optimise) of delivery in line with the vision, scope and anticipated benefits.

(2) Approve the costs to deliver Tranche 2 of the Information Futures programme: revenue costs in 2019/20 of £3.4m funded from the Data Analytics reserve followed by ongoing costs of £3.9m to be funded from Corporate Services budgets, and capital costs of £0.8m fully funded in the MOPAC approved capital plan.

(3) Approve the competitively tendered procurement of specialist resources to support delivery of the next tranche of the programme.

1. Introduction and background

1.1. The MPS has stated that a key enabler of its strategic intent is to ‘seize the opportunities of technology and data to become a world leader in policing’ by:

• rising to the challenge of a fast-moving digital driven age

• harnessing data and using advanced technologies to our advantage in the pursuit of criminals

• making information & insight more accessible internally and externally, to support evidence-based decisions and to promote public confidence

• enhancing its global reputation for excellence and expertise in policing.

1.2. The Information Futures programme is the vehicle through which it will achieve this ambition. The programme will provide an enterprise-wide approach to data quality, compliance, management and analytical insight. The MPS recognises that data is the key to effective investment and sound deployment strategies based on predictive analytics and confident decision-making on the front line.

1.3. The Information Futures (IF) Programme delivers the data capabilities that make a mature and comprehensive performance framework happen by providing the right data to manage and monitor organisational effectiveness against all pillars of the Met Direction strategy.

1.4. The vision for the Information Futures programme is that data will be at the heart of what the MPS does, helping its people to make the best decisions they can to keep London safe. To achieve this the programme will lead the way on achieving the following objectives:

• Providing people with the data they need to make the right decisions, at the right time

• Creating the right culture and develop the data skills for the effective use of data

• Ensuring we manage our data in a consistent and compliant way

• Delivering the right technology to better manage and analyse our data.

2. Issues for consideration

2.1. The MPS has committed to a number of ambitious programmes that will need Information Futures data capabilities to fully realise their benefits. Information Futures will set the strategic approach and requirements for how data flows through the end to end policing process ensuring that individual systems are not developed without consideration of a core MPS wide data framework. The IF programme will develop this framework.

2.2. The MPS is currently addressing its compliance challenges, as documented by the ICO, and meeting new challenges presented by changing data legislation. Through the IF programme its systems infrastructure as well as data policies and governance will be enhanced to enable it to become fully compliant.

2.3. This programme presents a real opportunity to work with the Public and our Partners in developing a consistent framework that meets ethical and legal requirements. It also presents an opportunity to consider how we make more effective use of our data; how we make decisions to achieve better policing outcomes and how we are more open about sharing the right data with the public and our partners.

2.4. MPS recognise that consistency in the application of data ethics needs to be improved and matured very quickly. Within the proposed Data Office, there will be a Data Ethics Lead supported by 2 Data Ethics Officers. They will be responsible for ensuring that all data users across the Met are aware of their ethical boundaries in terms of how data is collected, stored and shared, due to the sensitive nature of the data stored.

2.5. They will also be accountable for setting a best-practise framework for data usage and alongside the data policies lead, will look to embed this best-practice framework and will be responsible for coordinating the Met’s response to any breaches.

3. Financial Comments

3.1. Initial revenue costs of £3.4m will be funded from the Data Analytics reserve and an ongoing revenue requirement of £3.9m p.a. will be funded from Corporate Services budgets, to implement the detailed design of the required people, organisational, process and technology changes.

3.2. Capital costs of £0.8m to complete a detailed requirements gathering exercise for the data enabling technologies (Master Data Management, Enterprise Search and Analytics & Reporting) will be funded from the MOPAC approved capital plan.

4. Legal Comments

4.1. Development of the Information Futures programme will take account of relevant data protection legislation including the Data Protection Act 2018, the Freedom of Information Act 2000 and the Human Rights Act 1998. This programme is expected to contribute to MPS improved compliance with this legislation. The Information Assurance and Information Rights units will be consulted on the design of IF initiatives at all stages.

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

4.3. Paragraph 4.8 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve business cases for revenue or capital expenditure of £500,000 and above.

4.4. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve the procurement strategy for all revenue and capital contracts of a total value of £500,000 or above.

5. Commercial Issues

5.1. This paper requests approval of funding to initiate procurement and award either new or call off Contracts by competitive tender from existing pre-competed MPS or Crown Commercial Framework Agreements, to ensure best value and compliance with EU Public Procurement Regulations.

6. GDPR and Data Privacy

6.1. The MPS is subject to the requirements and conditions placed on it as a 'State' body to comply with the European Convention of Human Rights and the Data Protection Act (DPA) 2018. Both legislative requirements place an obligation on the MPS to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals.

6.2. Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 of the DPA 2018, Data Protection Impact Assessments (DPIA) become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects.

6.3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the programme/project meets its compliance requirements.

6.4. A DPIA has been completed for this programme. The programme will ensure a privacy by design approach, which will allow the MPS to find and fix problems at the early stages of any project, ensuring compliance with GDPR. DPIAs support the accountability principle, as they will ensure the MPS complies with the requirements of GDPR and they demonstrate that appropriate measures have been taken to ensure compliance.

6.5. The nature, purpose and design of the Data Office has been established to generate the capacity and capability to meet our statutory responsibilities under a wide range of legislation pertaining to data, or the use of data via authority to use Police tactics and techniques (e.g. RIPA). This shows our commitment to improving the oversight and effort the public wish to see in the way we collect, manage and utilize the information we control. In turn, this will unlock our ability to have a far more open, transparent and timely data service to the public and our partners (e.g. improved data sharing, broader publication of data and statistics relating to police activity)

7. Equality Comments

7.1. Diversity & Inclusion have been consulted on the potential impacts of the IF programme, noting that these could be positive or negative. Detailed EIAs will be submitted with project business cases developed for the next stage of approvals for the IF programme. EIAs will include any D&I considerations relating to the introduction of future technologies as well as considering how we attract and retain data talent in the MPS.