Agenda item

The purpose of this report is to update the Customer and Corporate Services Scrutiny Management Committee on the approach to Project Management across City of York Council and present an update on the Council’s Major Project portfolio.

The Head of Programmes and Smart Place provided an update on the Council’s approach to Project Management, and presented an update on the Council’s Major Project Portfolio. The Committee were updated on the training and support given to Project Managers and how projects are monitored. The Committee was asked to note and consider the project approach and the project information provided, as well as the information published monthly on the open data platform.  

Before the Head of Programmes and Smart Places answered Members’ questions, the Chair noted that the item would attract a lot of questions that the Head of Programmes and Smart Places would potentially be unable to answer without the specific Project Manager being present. In these instances the Committee were assured that questions would be noted and answered outside of the meeting.

In answer to members’ questions regarding major projects and Red, Amber, Green (RAG) rating system for projects, the Head of Programmes and Smart Places stated that:

·        Big projects will most likely have their own Project Manager, but this does not mean that a Project Manager will not potentially have more than one project ongoing;

·        Project Sponsors can vary depending on the project management structure but will often be the Corporate Director;

·        Officers responsible for setting the RAG rating of a project are experienced enough to correctly score projects;

·        The Council aims to involve public participation in projects in the discovery phase at the start of the project, and highlighted the work undertaken in the Castle Gateways project as a strong example of public engagement;

·        Oversight does not necessarily change if a project changes RAG rating, because the risks are known within the team before the rating is determined;

·        That the RAG scoring cannot be perfect and recognised questions on why certain projects do not make the list. However, it was stated that there is a scoring system and a project must meet the threshold to be included on the Corporate Highlight Report.

Members discussed their concerns about oversight of the RAG rating being determined by a Project Sponsor that would be required to answer why a project is an Amber or Red. The Head of Programmes and Smart Places highlighted that the importance is the detail of the risks that are overseen by the Corporate Management Team (CMT) themselves not necessarily the RAG colour assignment. However, the Head of Programmes and Smart Places did recognise Member concerns regarding public perception if they do not agree with a colour rating assigned to a project.

Members listed a number of current projects and questioned the current rating as being Green, such as the Older Persons Accommodation Phase 2 due to risks being reliant on external parties outside the Council’s control. Members considered monthly reports for scrutiny committee’s and including the breakdown of the 11 elements that make up a RAG rating being included, but agreed they did not want to intrude on the work of Audit and Governance Committee. The Head of Programmes and Smart Places confirmed these can be provided but that it would lead to additional layers that could affect the efficiency of projects.          

Resolved:

                      i.         That the content of the update report be noted.

                     ii.         That oversight of the project management RAG rating of the Older Persons Accommodation Phase 2 project be recommended to the Health & Adult Social Care Policy & Scrutiny Committee.

                    iii.        That the Guildhall Project be referred to the Economy & Place Policy & Scrutiny Committee to be monitored by that Committee.

                   iv.        That a scoping report be prepared around the approach to project risk ratings and project management.

Reason:     To ensure that the committee is kept updated on key project activity.