Agenda item

The Business Improvement Manager – Business Transformation, presented the Data Strategy (including Data Standards Policy) report for Members’ consideration.

During the presentation of the report, it was highlighted that this Policy provided the foundation and guidance for effective data governance to help safeguard the Council’s data assets. It would ensure that data was high quality, accurate and consistent across the organisation. It also provided guidance in respect of legal and regulatory requirements to ensure compliance with the relevant legislation such as UK General Data Protection Regulation (UKGDPR). The following areas were also included in the policy to help provide a robust framework in the future:

1. Data Security
2. Efficiency
3. Interoperability
4. Trust and Transparency

The Governance structure of this Policy consisted of the System and Data (SAD) Governance Group, which met on a regular basis. This Group reported back to the SAD Governance Board, led by the Deputy Chief Executive and Section 151 Officer, who met on a quarterly basis. There were also regular updates provided to the Senior Leadership and Corporate Leadership Teams.

An assessment had been carried out using the Local Government Association (LGA) assessment tool in respect of Data Maturity. This was undertaken by a group of fourth tier managers across the organisation. The results of this assessment indicated a Data Maturity score of 2.7, which meant that the Council was currently working at Level Three and were ‘developing their capacity and capabilities in terms of their data’. Ideally, the Council would be at least at Level Four. This Policy would provide the framework in order to attain this level.

There were three projects currently underway that would increase the Data Maturity level the Council was working at. These were as follows:

1. Data Standards – there were five systems across the Organisation that held ninety percent of the Council’s data. These systems needed to be reviewed, and organisational rules implemented on how to input consistent and accurate data. A Data Dictionary would also be developed as part of this project. In order for this project to progress successfully, there would need to be £50,000 allocated to look at the systems more closely by system providers. This allocation equated to £10,000 per system.
2. Data Stewards – Data Stewards would have an in-depth knowledge and understanding of data collected and contained within the systems. They would be responsible for the quality of the data and undertake regular audits in order to ensure that the data contained within the systems remained accurate and of a high quality.
3. Systems Procurement – This project would ensure regulation around the procurement of new systems and due diligence in respect of the numbers of system procured.

These were long term projects and would be carried out over two years.

Following the presentation of the Data Strategy (including Data Standards Policy), the Deputy Chief Executive and Section 151 Officer explained that this Policy provided useful preparatory work prior to the Local Government Reorganisation, currently taking place. It would result in standardisation of the data contained within the Council’s data systems and, just as importantly, ‘kept clean’ going forward. Members welcomed this Policy, as it had been reported that some Local Authorities who had undergone recent reorganisation had not undertaken this type of process. This had resulted in significant issues in respect of the non-alignment of data.

Members queried whether the financial allocation of £50,000 requested within the report had been included in the Medium-Term Financial Plan 2025/2026 to 2027/2028 (following consultation). Members were advised that it had not been included as this part of the approval process needed to be undertaken first. The allocation would be monitored in the Outturn reports going forward.

It was also queried whether there were any shared systems across both Redditch and Bromsgrove Councils. It was confirmed that this was the case. It had been agreed at the Executive Committee meeting that took place at Redditch Borough Council on 11^th March 2025 that the funding allocation of £60,000 be approved in order to look at the systems. It was explained that the extra £10,000 allocated in Redditch was as a result of the Housing Revenue Account (HRA) system which was not used at Bromsgrove.

In addition to this, Cabinet was advised that Worcestershire County Council (WCC) were also due to implement the TechOne finance system in December 2025. This was the same finance system used by Bromsgrove District Council.

Members queried the control of information and what this meant in terms of cyber security in the future. It was noted that a report would be considered early in the next municipal year regarding the use of Artificial Intelligence (AI) across the Council.

Following consideration of this report, Members extended their best wishes and thanks to the Assistant Director Business Transformation, Organisational Development and Digital Services who was due to retire at the end of March 2025.

RESOLVED that the proposed Data Standards Policy be agreed and implement guidance policy for all employees and Members.