Agenda Item No


The Vale of Glamorgan Council


Corporate Resources Scrutiny Committee 13th November 2012


Report of the Managing Director


Windows 7 Desktop Roll out


Purpose of the Report

1.             To inform Corporate Resources Scrutiny Committee of the project plan and timescales for this project.


1.             That members note the contents of the report.

Reasons for the Recommendations

1.             That members are made aware of the arrangements for the roll out of Windows 7.


2.             One of the actions in the ICT Service Plan that was not completed on schedule was the project to roll out the Windows 7 Operating systems on all desktop computers.

3.             Corporate Resources Scrutiny Committee requested an update on progress.

Relevant Issues and Options

4.             The rollout of Windows 7 had two major pre-requisites to allow it to take place. The first was the Council entering into an Enterprise Agreement with Microsoft for the supply of the appropriate software. This was completed earlier this year, minute C1737 refers. The second was the Council entering into a new contract for the supply of desktop hardware. This was also completed earlier this year, minute C1808 refers.

5.             A survey of current desktop computers has been undertaken to identify the oldest devices that would need to be replaced as they were not of a sufficiently high specification to run the new desktop operating system, Windows 7. In order to replace them in the most cost effective manner a new contract for the supply of desktop hardware was required.

6.             The ICT Strategy had proposed a Corporate Technology refresh of the desktop estate as one of its major recommendations.

7.             Now that the two pre-requisites had been put in place the rollout of the new operating system can progress. A number of pcs had already been installed with Windows 7 to carry out compatibility testing with the line of business applications in use to ensure that they worked without causing any complications. This testing phase has now been completed and the first phase of the roll out, 80 desktop pcs and laptops has now been completed.

8.             The roll out will now progress by replacing the oldest devices with new ones as part of the technology refresh and these new devices will have Windows 7 preinstalled as part of the procurement process.

9.             The next 12 months will see the first 600 desktops being replaced, not all on a like for like basis as there has been an increase in the number of mobile devices, such as laptops and the ability to work in a smarter fashion will assist the Council's Space Project.

10.        In addition to Windows 7 all new pcs will be upgraded to use Microsoft Office 2010.

11.        There will be a comprehensive training programme running alongside the roll out to ensure that staff are able to use the functionality of the new software. This will be provided free of charge to staff by the ICT trainers and by using some e-learning facilities provided by Microsoft.

12.        A site of staffnet will be established to assist with the training and deal with frequently asked questions.

Resource Implications (Financial and Employment)

13.        The financial implications of acquiring the new hardware and software contracts have already been reported to Cabinet. There are no additional costs associated with the roll out now that these contracts are in place.

14.        There is however a significant impact on staff resources to carry out the procurement of new hardware and software and to upgrade existing computers with the new operating system where feasible.

15.        Staff resources are limited and a Foundation Modern Apprentice has been taken on to assist with this project.

Sustainability and Climate Change Implications

16.        There are no sustainability and change implications that arise as a result of this report.

Legal Implications (to Include Human Rights Implications)

17.        There are no legal implications that arise as a result of this report.

Crime and Disorder Implications

18.        There are no crime and disorder implications that arise as a result of this report.

Equal Opportunities Implications (to include Welsh Language issues)

19.        There are no equal opportunities implications that arise as a result of this report.

Corporate/Service Objectives

20.        To exercise robust financial management and explore all opportunities to improve efficiency and service quality including collaborative working.

21.        To meet and respect the needs of customers, colleagues and future generations.

22.        To deliver OneVale, the Council’s transformational change programme and to put information and communications technology (ICT) to its most effective use in order to support service delivery.

23.        To deliver cost-effective support and service desk function to monitor performance, meet customer needs and communicate effectively

Policy Framework and Budget

24.        This report is for information only.

Consultation (including Ward Member Consultation)

25.        This project has been previously consulted on and approved as part of the current ICT Strategy and through previous reports to Cabinet.

Relevant Scrutiny Committee

26.        Corporate Resources Scrutiny Committee

Background Papers

ICT Strategy 2010-2014

Tender documentation for the supply of Microsoft Licencing and Desktop Hardware.

Contact Officer

David Vining - Head of Strategic ICT

Officers Consulted

Mike Walsh - Legal

Neil Thomas - Procurement

Mike Bumford - Accountant

Graham John - ICT Infrastructure

Responsible Officer:

Sian Davies - Managing Director