Agenda Item No
The Vale of Glamorgan Council
Cabinet Meeting: 5 November 2012
Report of the Leader
Replacement of Website Content Management System
Purpose of the Report
1. To seek Cabinet
approval to tender for the replacement of the Council's current
website Content Management System (CMS) as the current support
arrangements cease from April 2013.
1. That Cabinet
approves a tender exercise be carried out seeking potential
suppliers for the provision of a new CMS.
delegated powers be given to the Managing Director in consultation
with the Leader to accept the most economically advantageous
Cabinet approves the use of Corporate and Customer Service reserves
to fund this project.
Reasons for the Recommendations
1/2 To enable the
Council to continue to operate a high quality and supported
3. To fund
2. In December 2006
the Council implemented a new Content Management System (CMS) to
manage the external, customer facing website, the internal StaffNet
and the Contact Centre's Knowledgebase. From April 2013, the
support arrangements from the current software supplier cease and
permission to undertake a procurement exercise is requested to
ensure service continuity.
Relevant Issues and Options
3. In 2005 the
Council undertook a major redesign of the website which involved
the procurement of a new CMS to manage the content and presentation
of the website. The CMS that was procured also operates the
Council's intranet ("StaffNet") and the Contact Centre's
Knowledgebase. The website and StaffNet are high profile and
valuable communication tools for the Council and the Contact Centre
relies on the Knowledgebase to provide them with immediate
frontline service information.
4. The website is
central to the Council's Channel Strategy, a key aim of which is to
encourage customers to use web based transactions, thereby
minimising the use of more costly contact methods and increasing
the availability and accessibility of information for customers.
The Council's website now has over 10,000 pages and in excess of
25,000 visitors each week.
5. In April 2013
the current CMS will no longer be supported by the current software
supplier. The Council therefore needs to acquire a replacement.
6. A CMS is
essential for organisations with websites as large as and diverse
as that operated by the Council as it enables non-technical staff
to manage and upload web content, files and documents, whilst
maintaining a consistent overall corporate brand across the site.
The Council has Web Content Editors in every service area of the
Council, and updates are made daily to ensure customers and staff
are provided with the latest information to enable efficient and
effective service delivery.
7. In six years,
customer and staff expectations and demands have changed markedly,
including the types of devices (such as smart phones) used to
access web content. Software developments have also been made and
the current support arrangements offer the Council an opportunity
to consider these requirements and demands and how they can be best
met, in line with The Society of Information Technology
Management's (SOCITM) Better Connected agenda.
8. The tender
exercise will involve a cross departmental project team being
established which will be project managed by ICT. The team will
develop a specification describing the Council's requirements and
evaluate potential supplier responses against these criteria. The
project team will use the Council's project management methodology
to support the delivery of this project and implementation of any
Resource Implications (Financial and Employment)
9. The project will
require staff input from directorates, including Corporate
Communications and Corporate ICT. The costs of replacing the CMS
will not be known until the tender exercise is conducted, but it is
not expected that they will reach the OJEU threshold. Reserve funds
within Corporate and Customer Services will fund the investment in
the new software.
Sustainability and Climate Change Implications
Council's website contributes to the Council's sustainability
agenda through the reduction of travel and energy in visiting a
Legal Implications (to Include Human Rights Implications)
are no specific legal implications arising from this report.
Crime and Disorder Implications
are no specific crime and disorder implications arising from this
Equal Opportunities Implications (to include Welsh Language
Council operates English and Welsh Language versions of the website
and this will be continued with any new software supplier.
project contributes to the Council's Channel Strategy which seeks
Migrate customers to the lowest cost, most appropriate contact
channel for their enquiry.
Minimise individual channel transaction costs.
Ensure a consistent and positive customer experience irrespective
of choice of channel.
Minimise customer contact which is created by the way we deliver
services, i.e. ‘avoidable contact’.
Closely monitor customer usage and satisfaction with different
project aligns with the Council's Customer Service Strategy which
Ensure that customers have the choice to access our services using
the most appropriate
cost effective communication channel.
Make the internet the contact channel of choice for our
Reduce the cost of delivering our services whilst maintaining
Policy Framework and Budget
16. This is
a matter for Executive decision.
Consultation (including Ward Member Consultation)
report has no specific ward implications.
Relevant Scrutiny Committee
Head of Performance and Development, Tel 01446
Head of Strategic ICT