Melton PC IT Review 2024 – Proposed Options
Background
Following a request from Cllr. Gradwell, a review of the office IT was carried out by Mr Graham Allen. His recommendations have been used to create this paper.
Option 1 – Do nothing
- Positive – Zero cost and disruption
- Negative – Poor quality and small monitors could give eye strain to staff; Clerk’s machine will be out of support after 14th Oct 2025 as it cannot run Windows 11
Option 2 – Partial Upgrade
Upgrade the following items:
| Item | Cost |
| Clerk’s Desktop to a Laptop | £730.78 |
| Provide Docking Stations for both Clerk and Asst Clerk | £360.38 |
| Provide 2 new Monitors for both Clerk and Asst Clerk | £384.00 |
| Add extra Ports to Ethernet Switch | £26.99 |
| Upgrade RAM on Asst Clerk’s present Laptop | £100.00 |
| Cables and Ports Allowance | £150.00 |
| Time for Engineer (allow 10 hours) | £500.00 |
| Total | £2,252.15 |
Items to budget for in future:
| Item | Cost |
| Asst Clerk’s Laptop to a new Laptop | £800.00 |
| New Printer | £200.00 |
| Time for Engineer (allow 4 hours) | £200.00 |
| Total | £1,200.00 |
- Positive – upgrade of Clerk’s machine to a Laptop would mean more flexible working is possible; new screens would assist both staff members with DSE requirements; Both machines will be running Windows 11 and in full support
- Negative – cost and disruption (this can be managed through upgrades taking place on a Friday)
Option 3 – Full Upgrade
Upgrade the following items:
| Item | Cost |
| Upgrade both machines | £1,461.56 |
| Provide Docking Stations for both Clerk and Asst Clerk | £360.38 |
| Provide 2 new Monitors for both Clerk and Asst Clerk | £384.00 |
| Add extra Ports to Ethernet Switch | £26.99 |
| New Printer | £200.00 |
| Cables and Ports Allowance | £150.00 |
| Time for Engineer (allow 10 hours) | £500.00 |
| Total | £3,082.93 |
- Positive – upgrade of Clerk’s machine to a laptop would mean more flexible working is possible; new screens would assist both staff members with DSE requirements; Both machines will be running Windows 11 and in full support, all equipment will be updated at one time.
- Negative – cost and disruption (this can be managed through upgrades taking place on a Friday)
Note
It is understood that the prices quoted were correct as of 20th September 2024. These can be volatile, and Councillors should consider a 10% variation on these.
Recommendation
Kelly and I would like to recommend Option 2 – Partial Upgrade. Kelly’s Laptop is only 3 years old and is presently running Windows 11 with no issues. The printer is working fine and is also approx.. 3 years old. Both these machines can be upgraded in 2 years.
Judi Hallett
Clerk to Melton Parish Council
10th October 2024