Appendix D

AUDIT COMMITTEE

ORACLE SUBGROUP

14 March 2025

ATTENDEES:

Councillor Colin Swansborough

Councillor Matthew Beaver

Councillor Philip Lunn

OFFICERS IN ATTENDANCE

Ros Parker, Chief Operating Officer

Sophie Webb, Senior Governance and Democracy Officer

APOLOGIES

Councillor Gerard Fox

Ian Gutsell, Chief Finance Officer

John Davidson, Oracle Programme Lead

Mark Winton, Audit Manager - Delivery

1.         VERBAL UPDATE from Chief Operating Officer

1.1       RP updated the subgroup that as Phase 2 go-live approaches, confidence has increased in the ability to go live on 1 April.

1.2       RP noted that the build of the live environment is complete, and the programme is moving into data migration during the cutover period (1 to 17 April). During cutover, no financial transactions can occur.

1.3       RP highlighted that training uptake has been very positive. Each training session will start with a pre-recorded video containing key messages.

1.4       RP gave assurance that the support model is in place.

1.5       RP noted that internal audit continues to provide assurance and governance arrangements in place are robust.

1.6       RP summarised the real-time status of the programme noting that most areas are rated amber trending green as go live approaches.

1.7       RP outlined the 2 most significant risks being sufficient programme resource and potential technical issues to arise and noted some of the mitigations being explored for both risks.

1.8       RP advised that the subgroup will be updated following go live and cutover, in real time, as well as during the Audit Committee on 28 March. The next meeting of the subgroup will be 1 May.

2.         DISCUSSION

2.1       The Subgroup discussed the following points:

· The readiness of all staff affected by Phase 2.

· Experience of other authorities in terms of their contracts with Oracle.

· Assurance around the data migration.