Agenda item

a.    Project Maturity Assessment

b.    Project Resourcing

c.     Project Reporting

Click here to view a recording of this item on You Tube

The Interim Technical and Delivery Advisor gave a presentation on Project Majority Assessment/Project Resourcing (copy circulated with the Agenda).

The Interim Technical and Delivery Advisor, Assistant Director – Property and Projects, Project Accountant and Corporate Projects Programmes Manager responded to questions in relation to:

·         The temporary role of the Interim Technical and Delivery Advisor.

·         Current and potential future role of the Member Major Projects Board (MMPB).

·         Improvement Plan which outlined the process to obtain a better score and identify the skills gap.

·         Definition of what was determined a major project.

·         Common structure for reporting to avoid duplication of work where possible.

·         Consistent approach to project management throughout the authority.

·         Skills gaps and training requirements to address those gaps.

·         Training for both officers and Councillors.

·         Role of the Programme Management Office.

·         Importance of MMPB receiving consistent accurate information in a timely manner.

·         Resource required to support the project and programme process going forward.

·         Better reporting of projects going forward.

·         Number of projects the Borough Council was developing compared to other local authorities and capacity available for officers to progress projects.

·         Understanding of risk management.

·         Role of the Town Deal Board.

The Interim Technical and Delivery Advisor drew the Board’s attention to pages 42 and 43 setting out to the proposed format for future reporting and invited feedback.

The Interim Technical and Delivery Advisor explained that the MMPB would see the project highlights report for the agreed major projects and a covering overall summary at the February 2023 meeting and then on a monthly basis going forward.

The Assistant Director Property and Projects responded to questions from Councillor Kemp as to why currently there was no legal attendance at the Officer Major Project Board meetings.

The Corporate Projects Programme Manager commented that it may be helpful to look at the timing of future MMPB meetings in view of the framework being proposed in order to ensure the information was available, although it was acknowledged that if the cycle of meetings didn’t quite match up as proposed, there would still be information available for the Board to view.

The Assistant Director Property and Projects gave an overview of the work being undertaken by the Interim Technical and Delivery Advisor and officer roles going forward.

In response to comments made on the definition of a major project and list of projects, the Assistant Director, Property and Projects explained that a year or so ago the role of the MMPB was clarified in a Cabinet report so that more flexibility could be given in relation to smaller projects.  The Assistant Director, Property and Projects added that a further report may be considered by Cabinet to re-define what was a major project and review the terms of reference of MMPB.  Following further comments,  the Assistant Director, Property and Projects invited the Vice-Chair to discuss the definition of a major project outside of the MMPB meeting.

The Chair commented that it was important to bring Cabinet up to date on the change in process.

AGREED:  The Assistant Director, Property and Projects, the Corporate Projects Programme Manager and the Democratic Services to look at the schedule of meetings for 2023 in consultation with the Chair and the Vice-Chair.