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On 14 May 2024, Cabinet:-
(i) Authorised the re-implementation of the Oracle system as a ‘vanilla’ solution, removing customisations and relying on the tried and tested industry standard functionality in successful use by other Councils (Section 5 and Appendix B to the report);
(ii) Endorsed a two stage ‘Prototype’ based approach, where the first design and prototype stage is delivered by March 2025, demonstrating that key issues have been fixed, before the Council commits to the remaining phase of reimplementation by March 2026 (Section 5 and Appendix B to the report);
(iii) Approved the costs for phase 1 – the design and prototype stage – of £12.72m for the re-implementation of Oracle Fusion (Section 6 and Appendix C to the report);
(iv) Approved ongoing running costs for the Oracle solution of £1.68m in 2024/25 in respect of licences and support. These are ‘business as usual’ costs rather than re-implementation but have not been included in DTS budgets. This will be funded from the Oracle budget line in 2024/25 (Section 6 and Appendix C to the report);
(v) Delegated authority to approve the additional, compliant procurement arrangements required to secure resources and partners to support the Oracle Fusion reimplementation programme (Section 18 to the report);
(vi) Re-confirmed expenditure on the new Income Management System of £674,000 one off implementation costs and £99,000 running costs. These amounts were originally included within Oracle funding approved in the June 2023 cabinet paper, and the expenditure will now be incurred in 2024/25. This will be funded from the Oracle budget agreed for 2024/25 (Section 7 and Appendix C to the report);
(vii) Confirmed that, for the reasons set out in the report, the Oracle re-implementation will not provide a system solution for schools Finance and HR. Cabinet delegated to the Strategic Director of Children & Families, in consultation with the Cabinet Lead Member for Children, Young People and Families, powers to work through options for future solutions with schools with a view to all schools migrating to a new solution in time for the school year commencing September 2025 (Section 8 to the report);
(viii) Endorsed the mitigations to the existing Oracle environment whilst re-implementation is taking place (Section 9 to the report);
(xi) Noted the application of lessons learned from the original implementation (Section 10 to the report);
(x) Noted the Governance and structure proposed to manage the ongoing programme (Section 11 and Appendix D to the report);
(xi) Endorsed the Business Change arrangements recommended to support the re-implementation (Section 12 to the report).
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