ICT Business Analysis Pre Scoping Checklist (PSCL)

This form must be completed by the Request Owner. Please try to complete all fields as this will help ICT to deal with your request as quickly as possible.

Ask Fred/Cherwell reference no. 143225

Name of Request Owner Martin Hall

Post Principal Officer (Information and Infrastructure)

Department Transportation

Service Infrastructure Services

Name of Service Rep on Digital Philip McKay Aberdeenshire Group

1. Summary of request

Please briefly outline your business requirement(s). Please include any information on whether there is a current system delivering some or all of the requirements.

Aberdeenshire Council has in place approximately 56 electronic information screens across Aberdeenshire that provide “live” bus information in real time. These screens provide customers with predicted departure information based on the vehicles position in relation to the scheduled time table. This information is sent from the Real Time Information System hosted by Trapeze to the screens which are maintained by RSL Ltd. The Software licences and Hardware maintenance are due for renewal in April 2016 and it is this contract that we would seek to renew. It is not considered to be best value to replace the existing screens and, as some of the hardware within the screens are proprietary, we believe it is best value to extend/renew the current contract with RSL Ltd. This is how we renewed the contract in 2010 (for 5 years) and in 2015 (for 1 year) with authorisation for our Head of Service and Head of Procurement.

The estimated annual contract cost (combined software and hardware) is approximately £58,000.

Is this a request to replace/upgrade an If Yes: Please detail name of system and date current existing system? contract is due to expire.  Yes EPI 3 provided by RSL Ltd. April 2016.

2. Business need

Please indicate how your request will impact on any of the following:

A Legal/statutory requirement (Please N/A detail) Strategic requirements tied to a specific The provision of real time (RT) bus information forms a Council/Service priority. key deliverable from the Bus Information Strategy (Please detail which priority and which (2010). The provision of at stops screens is a principal document it originates from) method in providing the RT information to customer, which has only recently become available in Aberdeenshire (August 2015 although the formal launch will be in January 2016). The provision of RT information also ties into the Quality Partnership for Public Transport in the North East of Scotland. The Quality Partnership includes Aberdeenshire along with Aberdeen City Council, Stagecoach North Scotland, First Aberdeen and Nestrans. The Quality Partnership seeks to improve the provision and perception of Public Transport and links with key objectives in relation to sustainable transport with the National, Regional and Local Transport Strategies along with specific objectives regarding bus service information within the Public Transport Strategy (2015) Aberdeenshire Council also have a duty under the Transport Act 1985 to promote the convenience of the public in using all available passenger transport services.

3. Business Impact

Please indicate below how you anticipate that the requirements, if met, would contribute to a positive business impact (please outline any known financial savings, customer service benefits, benefits to the service, impact on Council plan or priority etc.)

N/A, existing system.

In addition to the priorities discussed in section 2, there is a benefit to the customer in providing bus information on electronic screens. The ability to provide RT information to customers promotes confidence in public transport and allows customers to make more informed travel decisions.

4. Funding

a) Have you identified funding for this request?

 Yes

b) If YES, please indicate the following:

Funding source ( please R516010.2921 include budget code if available)

Budget available for cost System in place. N/A of project Budget available for £58,000 however there is scope to increase this amount if annual support and required from within the existing budget line. maintenance of system

5. Governance

a) Please confirm the name and Martin Hall, Principal Officer (Information and role of the relevant Infrastructure), Public Transport Unit. manager/budget holder who has authorised this request.

b) Please briefly outline the origin of the request, e.g a project or initiative, any supporting meeting minutes should also be appended.

Renewal of existing software/hardware maintenance contract

6. Timescale a) Please outline the potential

timescale for implementation of any request. April 2016

b) Please outline the reason for this timescale: Existing contract expires in April 2016.

Please return this completed document via email to: [email protected] By: 21/12/2015 If you feel unable to complete this form within the 3 weeks given, or if you would like help with completing the form, please contact the above ICT Business Analyst to discuss. If no contact is received within 3 weeks the ICT Service Request will be closed and the requested work will not be progressed.

ICT Additional Information