URL: https://democracy.eastherts.gov.uk/ieDecisionDetails.aspx?ID=2836&J=1

Decision Maker: Director for Legal, Policy and Governance

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: The legal team have needed a case management system to effectively and securely carry out their work for a number of years. This requirement was highlighted in a SIAS report dated October 2023, where there was a recommendation as follows: "Although the service has a control in place to manage their caseload, the service is aware that they require a case management system to ensure that they can manage their increasing workload in the future. We recommend that this is implemented, but in the meantime, to prioritise invoking their plan to create a combined spreadsheet with Finance." Suitable case management systems were found, but were considered too costly to implement given that there was a lack of budget in the service, meaning that no system was ever previously put in place. With LGR meaning that a future merging with Broxbourne Borough Council (BBC) is inevitable, it was decided to explore whether it would be possible to share a system with BBC, in the hope that this would lead to a reduction in cost. Discussions with BBC were positive, and having spoken to Civica, who provide BBC's legal case management system; iCaseWork, it was evident that a sizable reduction in cost would be achieved by pursuing this course of action. Additionally, the legal team have generated substantial new income for external work, meaning that the system can now be funded from this money.

Content: The legal team have needed a case management system to effectively and securely carry out their work for a number of years. This requirement was highlighted in a SIAS report dated October 2023, where there was a recommendation as follows: "Although the service has a control in place to manage their caseload, the service is aware that they require a case management system to ensure that they can manage their increasing workload in the future. We recommend that this is implemented, but in the meantime, to prioritise invoking their plan to create a combined spreadsheet with Finance." Suitable case management systems were found, but were considered too costly to implement given that there was a lack of budget in the service, meaning that no system was ever previously put in place. With LGR meaning that a future merging with Broxbourne Borough Council (BBC) is inevitable, it was decided to explore whether it would be possible to share a system with BBC, in the hope that this would lead to a reduction in cost. Discussions with BBC were positive, and having spoken to Civica, who provide BBC's legal case management system; iCaseWork, it was evident that a sizable reduction in cost would be achieved by pursuing this course of action. Additionally, the legal team have generated substantial new income for external work, meaning that the system can now be funded from this money. It is decided that we should contract with Civica, via Broxbourne Borough Council, for their iCaseWork legal case management system software. Option 1 - To contract with Civica for their iCaseWork legal case management system, via Broxbourne Borough Council's contract, at a reduced price. Option 2 - To contract directly with Civica without any involvement from Broxbourne Borough Council. Option 3 - To not have a legal case management system.

Date of Decision: January 19, 2026