Appendix A

AUDIT COMMITTEE

ORACLE IMPLEMENTATION SUBGROUP

19 December 2024

ATTENDEES:

Councillor Colin Swansborough

Councillor Gerard Fox

Councillor Matthew Beaver

OFFICERS IN ATTENDANCE:

Ros Parker, Chief Operating Officer

Ian Gutsell, Chief Finance Officer

John Davidson, MBOS Delivery Lead

Mark Winton, Audit Manager - Delivery

Sophie Webb, Interim Senior Governance and Democracy Officer

APOLOGIES:

Councillor Philip Lunn

1. VERBAL UPDATE from Chief Operating Officer

1.1       RP updated the subgroup regarding the increased pace at which the programme is moving and being monitored through more frequent board meetings, CMT exception reports and subgroup meetings.

1.2       RP highlighted that under technical implementation, the data migration has completed and been reconciled, user acceptance testing (UAT) has commenced.

1.3       RP explained the importance of organisational readiness that will include a period of hyper care support, training based on the completed training needs analysis, engagement and communications.

1.4       RP updated the subgroup that a survey to assess organisational readiness is due to go out in early January to help assess how well the organisation understands Oracle. The training strategy has also been drafted.

1.5       RP highlighted that the support model has built in flexibility to adapt to any necessary changes as the programme progresses and noted that the role Team Lead has been recruited to ahead of recruitment for other team posts. Work has also progressed in mapping a user’s experience journey.

1.6       RP outlined the governance framework in place including internal audit to provide assurance as the proposed go-live date of 1 April 2025 for Phase 2 approaches.

2.         DISCUSSION with subgroup

2.1       The Subgroup discussed the following points:

· How the go-live date may be affected by external factors.

· The programme budget and cost allocation.