Director’s weeknote

Atika Mohammed, DDaT Luton Director

This week involved…

• More closer working with Transformation and BI:
  • looking at resources and projects
  • initiating a review of BI report
  • coordinating activity to deliver the Chief Exec’s Levers of Change
• On Tuesday, SMT spent the day reviewing our skills and capabilities and structure, looking at what changes we need to make to ensure we are Fit For the Future. We’ll share more about this in the ‘all staff’ meeting on 12 May.
• A review of our SLAs as part of the wider Enabline Services Project in the Transformation Programme
• People Strategy Board, where we agreed the final strategy OKRs, which included some things for us a service such as:
  • frontline worker technology
  • looking at how we can make corporate inductions more modern

We followed up with some conversations in DDaT and came up with options to address frontline workers tech.

• Other boards this week included Enabling Services Board and Transformation Board, where a reset of the transformation programme was proposed.  However, a lot of what we are doing in the digital space will keep going. Data also came up as a big priority.
• Attending Commissioning Board where we looked at our pipeline of procurement. The Procurement team are building a forward view over the next few years which will need close working with our team.
  
  Today I’m spending some time moderating for our data apprenticeship provider.
• Managing comms with senior leaders and Members around the Civica Financials outage as this impacted our ability to send payments to vulnerable residents and foster payments. Thank you to all involved in getting this resolved.

Low code and web

• Significant progress has been made on the CRM app, including improvements to both styling and functionality.
• Work has been done on SSO and integrating AD groups for RBAC.
• The template/blueprint app is developing well, with several key features implemented, such as:
  • requesting more information on a case
  • looking up vehicle details by registration number
  • adding multiple documents to a case
  • a ‘check my answers’ pattern
• Standard templates for common emails have been created.
• A feedback form has been developed, which can be linked from any app at various stages in the process, For example:
  • after form completion
  • renewals
  • service delivery

This follows GDS guidance.

• Met with Chief Exec, Mark Fowler, to discuss the platform and web plans; he was impressed, but now we need to deliver.

Dashboard update from the web team:

25 tasks left:

• not started: 16
• in progress: 9
• late: 0
• completed: 53

BDR1056C OneDrive user adoption

Carol Osborne, Project Manager DDaT Luton

🟢 Overall status

• Project remains on track
• Focus is on user adoption, optimisation, and BAU transition
• No blockers or escalations identified this period

✅ Key progress this week

User adoption monitoring continued

• Weekly OneDrive usage data reviewed to assess post‑Easter engagement levels
• Fluctuations aligned with annual leave rather than a drop in adoption

User support maintained

• Ongoing guidance provided on OneDrive usage and migration from network drives
• Reinforced messaging on OneDrive for personal files and SharePoint for shared content

External sharing (Egress) follow‑up progressed

• Continued work to identify services with dependencies on large file / external sharing
• Historic decisions and ownership still being clarified

Change adoption manager handover preparation

• Adoption metrics, reporting approach, and background context documented in readiness for handover

📊 User adoption snapshot

Based on data from 19 to 26 April 2026.

Active file viewing and editing decreased by 0.2%, from 2,081 to 2,076 users.

• File syncing activity decreased by 0.1%, from 1,301 to 1,300 users.
• Internal file sharing increased by 3.1%, from 687 to 708 users.
• Users not actively using OneDrive increased slightly (from 1,106 to 1,113 users), which remains consistent with seasonal leave patterns and post‑holiday variation, rather than indicating a decline in overall adoption.

Image showing growth statistics for OneDrive adoption. Data repeated in text above image.

🔧 Work in progress

• Adoption tracking: weekly usage and sharing reports continue as the baseline for trend analysis
• Governance: clarification of external sharing and Egress use cases remains in progress
• BAU transition: user adoption activities to transition once the change adoption manager is in post

⚠️ Risks and issues

• Short‑term usage dip: reduced activity likely linked to Easter and annual leave rather than behaviour change
• External sharing governance: partial documentation of historic decisions creates dependency for some services

📌 Next steps

• Review next set of weekly OneDrive usage reports
• Confirm post‑Easter return to steady‑state adoption trends
• Continue supporting migration away from network drives
• Progress clarification of external sharing / Egress governance
• Finalise handover of adoption activities to the change adoption manager

Frontline Services

Ian Pavitt, Project Manager DDaT Luton

The project status is green now that Bartec have agreed to the change of scope and the low code platform foundation related activities have commenced.

Key outcomes in last period

• Continued work on main service request specifications (Waste)
• JB – Low code developer has joined the process specifications/reqs workshops
• Bartec advised readiness to start adjusting contract / Legal engaged for guidance
• Portal scope/decision workshop in planning
• Low code platform foundation/set up activities moving along quickly

Key activities in next period

• Begin change of scope requirements kick off – Bartec/LBC
• Continue work of main service request specifications (Waste)
• Schedule portal planning first workshop / complete agenda and pre-work reqs
• Low code platform foundation build – Ongoing
• Security assessment Bartec back end – data protection – update

PR910B Regulatory Services

Ian Pavitt, Project Manager DDaT Luton

The project status is green with the tender award in progress.

Key outcomes in previous period

• Tender award/completion – ongoing – Queries received and responses provided
• Data cleansing – Ongoing
• Roadshow planning paused
• Services activity planning – ongoing
• BA process mapping paused

Key activities in next period

• Tender award/completion – ongoing – Report signoff
• Data cleansing – Ongoing
• Roadshow planning paused
• Services activity planning – ongoing
• BA process mapping paused

Data Governance Purview Pilot

Ian Pavitt, Project Manager DDaT Luton

Project summary

• No further update – project meetings to restart at the end of May
• Meetings on pause until end of May with procurement options being explored

Website replacement

Carol Osborne, Project Manager DDaT Luton

🏗️ Overall project position

• Project is in final decommissioning and BAU transition phase
• Live website remains stable with no reported incidents
• Overall risk remains low and controlled

✅ Key progress this week

• Checkpoint meeting held to confirm readiness for closure and next steps
• Formal agreement to proceed with legacy SharePoint decommissioning
• Two RFCs progressed through CAB:
  • Power down legacy SharePoint environment
  • Migrate Kioware database from DMZ to internal SQL server
• BAU handover documentation updated with project team input
• Spider vs export comparison completed and closed with no outstanding queries

🔄 Work in progress

Legacy decommissioning

• Power-down activities aligned to CAB approvals
• Kioware database migration scheduled and stakeholders notified

BAU transition

• Final handover sign-off pending completion of decommissioning tasks
• Ongoing confirmation of service ownership and support routing

 ⚠️ Risks and issues

• Project closure remains dependent on completion of decommissioning activities
• No new technical or operational risks identified this week

📅 Next steps

• Implement approved RFCs (SharePoint power-down and Kioware DB migration)
• Progress legacy platform decommissioning activities
• Obtain final BAU handover sign-off
• Schedule final handover / closure meeting if decommissioning completes early

Product and Delivery – People Services update

Project manager: Steven Scott

I finally got my ducks in order!

• Read our DDAT blog regarding how we support children’s Ofsted inspections.
• New permissions and processes released to our services to increase their ability to self-help/ fix within Liquidlogic.
• Great intro call with Joe Bedingfield discussing some of our pain points.
• Cementing practice and processes for ensuring our care experienced young people get access to support services they require
• Service review meetings with providers escalating delays

Looking ahead

• Upgrade preparation and testing commencing!
• Testing our OneView risk summaries alongside Xantura