Minutes of the Business Improvement Committee – October 2023

Chair:

Jennifer Harrower, Deputy Crown Agent, Local Court – JH 

Attendees:   

Keith Dargie, Head of Business Services - KD

Annie Gunner Logan, Non-Executive Director - AGL

Graham Kerr, Head of Business Management, Local Court - GK

Ralph Riach, Head of SCG Central Operations, Serious Casework - RR

Gillian McNamara, ISD Head of Delivery - Digital Portfolio – GM

Lisa Gibson, ISD – Executive Business Manager (Secretariat) – LG

Apologies:

Thomas Lindie, Head of Business Management, Serious Casework - TL

Laura Buchan, Procurator Fiscal, Policy & Engagement - LB

Deborah Wilson-McKay, ISD – Group Head of Digital Portfolio – DWM

Agenda:

1. Welcome, Apologies and Agreement of AOB
2. Minutes of Last Meeting and Actions Log
3. BPIC Portfolio and Improvements and Digital Transformation Programme for 2023-24 (Mid-Year Report)
4. BPIC Digital Transformation Dashboard
5. Corporate Digital Transformation Priorities for Q3-4 2023/24
6. Witness Gateway Delivery Update
7. Defence Agent Service (DAS) Delivery Update
8. Corporate Risk Digital (for noting)
9. ISD Resources
10. Any other business (AOB)

The Chair welcomed everyone to the meeting and noted apologies for Thomas Lindie, Laura Buchan and Deborah Wilson-McKay.

The minutes of the meeting held on 15 June 2023 were approved and noted that the date of the next meeting was rescheduled to 16 October 2023.

• New Digital Strategy will be developed over Q4 2023-24, with communications published in advance setting out stakeholder engagement and publication timescales (the new Digital Strategy will be published in Spring 2024).
• Benefits Realisation is managed via individual programmes and projects. BPIC will consider business benefits realisation and corporate reporting processes as part of the planning for the Next Generation Case Management transformation programme.
• Communicating delivery successes not applied at specific BPIC level but KD has communicated digital business and transformation deliverables and successes in Business Services communications and via appropriate corporate governance mechanisms. KD will communicate business value delivery and narrative for the current Digital Strategy, aligning with the publication of the new Digital Strategy.

GM presented paper BPIC(23)13 providing an update on key deliverables over Q1 and Q2 2023-24. Forecasting for Q3 and Q4, there are a number of transformational projects being implemented, including scaling implementation of the Digital Evidence Sharing Capability (DESC) , launching Witness Gateway and Defence Agent Service pilots ahead of full implementation in 2024, and case system legislative changes with justice partners. The Next Generation Casework Programme and the Information Strategy and Data Innovation project will also commence from Q4 2023/24.

GM updated on the information assurance elements for the Electronic Reporting to Crown Counsel (ERTCC) digital casework solution and will provide updates in future BPIC reports.

AGL enquired on capacity to deliver and GM confirmed that delivery plans are based on current compliment of staff and business improvement priorities.

GM presented paper BPIC(23)14, specifically highlighting projects assessed at Amber. DESC is Amber reflecting ongoing information assurance and planning activities and Witness Gateway reflecting key decisions from the Governance Delivery Board that will be factored to implementation. KD noted the comprehensive reporting and information underpinning the BPIC Dashboard.

KD highlighted key deliverables summarised in BPIC(23)13. The Q3 and Q4 delivery period is busy with important projects being delivered or initiated as set out below and included in BPIC updates to Executive Board.

• Witness Gateway pilot ahead of full phased implementation over 2024;
• Preparation for the Next Generation Case Management programme, including stakeholder engagement and planning summits and programme initiation in Q4 2023-24 to enable delivery phase to commence from 2024/25;
• Information Strategy and Data Innovation delivery plan published, with delivery of initial products commencing from Q4 2023-24;
• Defence Agent Service pilot in Dundee/Perth ahead of national implementation over 2024;
• Phased national rollout of DESC (subject to agreed implementation plans with DESC partners).

Morgan Reilly, ISD - Programme Manager for Witness Gateway joined to present an update on Witness Gateway, highlighting product readiness and Governance Board considerations and decisions relating to policies, access to witness statements and witness and case options, stakeholder engagement, user acceptance, evaluation and implementation approaches. KD emphasised the significant work completed since the project commenced its work earlier in the year and the governance, stakeholder and assurance and quality approaches being embedded to delivery. BPIC discussed importance of stakeholder engagement and assurance processes which will be considered by the Governance Board and factored to project management and delivery plans.

GM presented an update on DAS, which will replace the current Secure Disclosure System (SDS) and will provide improve online access for solicitors to digital services and information about cases to allow them to engage with prosecutors to prepare and resolve cases. GM outlined the development status and that User Acceptance Testing (UAT) has been completed with internal stakeholders and testing with selected Defence Agents scheduled for the next few months. BPIC discussed the essential next steps and engagement with stakeholders and the governance arrangements for overseeing the implementation of DAS in 2024.

KD provided a verbal update on the Corporate Risk Register in regard to Digital and Information risks. Digital risks will be defined and managed via the following three new risk categories:

• Inadequate digital resource, capital investment and strategic planning;
• Failure of key digital business systems;
• Loss or compromise of organisational information and threats from cyberattack.

The latest Corporate Risk Register will be provided to BPIC for awareness at the next meeting.

LG presented paper BPIC(23)15 providing a high-level overview of the current people resource and recruitment position in ISD and ISD’s strategic review of current vacancies and recruitment plans. BPIC noted the current ISD resource and delivery capacity positions.

The date of the next meeting is 5 December 2023.