Cofnod Datgeliadau

Cwestiwn

This request relates to the use of the Hwb digital platform in schools within the local authority.

Please could you provide the following information:

1. Requirement / policy status

Are schools within your authority required to use Hwb for:

• learner access to digital tools

• staff email and accounts

• file storage / cloud services

If so, please provide the relevant policy or directive.

2. Migration expectations

Has the local authority required, instructed, or formally encouraged schools to migrate from existing systems (e.g. Google Workspace, local domains, Microsoft 365 tenants) to Hwb-managed services?

If yes, please provide:

• dates of any such directives

• whether compliance is mandatory or optional

• any deadlines set

3. Current status

For maintained schools in your authority:

• how many have fully migrated to Hwb-managed accounts/domains

• how many are using a hybrid model

• how many retain independent systems

4. Enforcement / compliance

What mechanisms (if any) are used to ensure schools comply with Hwb-related requirements (e.g. funding conditions, IT support policies, service agreements)?

5. Communications

Please provide copies of any guidance, communications, or agreements issued to schools since 2022 relating to:

• migration to Hwb

• use of Hwb as a primary digital platform

6. Impact of non-Hwb systems

Has the authority indicated that continued use of non-Hwb systems would:

• affect IT support provision

• affect funding or licensing

• be discouraged or phased out

Ateb

Are schools within your authority required to use Hwb for:

learner access to digital tools -

Not Required, but this is a shared strategic direction for the LA and Schools

staff email and accounts

Not Required, but this is a shared strategic direction for the LA and Schools

file storage / cloud services

Not Required, but this is a shared strategic direction for the LA and Schools

If so, please provide the relevant policy or directive.

The Local Authority Digital Strategy

2. Migration expectations

Has the local authority required, instructed, or formally encouraged schools to migrate from existing systems (e.g. Google Workspace, local domains, Microsoft 365 tenants) to Hwb-managed services? Schools are encouraged to migrate to Hwb Managed Services in the most part. In some instances, the discontinuation of a centrally provided service (decision by the LA), would effectively require schools to Use Hwb services, since the Hwb First Strategy indicates that this is the direction of travel when such circumstances arise. For example, the LA is discontinuing the hosting of shared file servers (schools’ ‘private cloud’), with any legacy documents being moved to SharePoint. Schools are encouraged to migrate services from Google Workspace/Microsoft, etc, to enhance security confidence and minimise the number of tenants that the local authority and/schools IT support teams need to manage/secure/audit. Schools are also being encouraged to consolidate email systems to Hwb as the main provider. There is also support costs/load to maintaining domain managed, (multiple) cloud-hosted tenants and Hwb. A contributing factor would be to ensure support costs and support load is minimised. All new hardware purchased (windows or Chromebook) are automatically enrolled into the Hwb management platform.

If yes, please provide:

dates of any such directives

The schools’ digital strategy was published 2023 and runs to 2026

whether compliance is mandatory or optional

Schools retain the option to host services locally or in their cloud tenant (part or full), but this is under regular review

any deadlines set No firm deadlines – working towards 2027, Spring

3. Current status

For maintained schools in your authority:

how many have fully migrated to Hwb-managed accounts/domains

32% of all schools (1x secondary, 1x 3-16 school, 6 x Primary)

how many are using a hybrid model

3 x primary are mid-migration, but essentially all schools use some or many Hwb systems so might be considered Hybrid

how many retain independent systems

No schools has retained its on-premise domain or hardware, all schools retain their legacy cloud systems, not necessarily to use day to day, but to hold the un-migrated data or email as archive

4. Enforcement / compliance

What mechanisms (if any) are used to ensure schools comply with Hwb-related requirements (e.g. funding conditions, IT support policies, service agreements)? Schools receive a share of the Edtech Grant from Welsh Government, to support device re-fresh and device sustainability plans. This grant is used to support the direction of the MTCBC Digital Strategy. IT policies include new device enrolments where the device is supported via the SLA, are added to Hwb device management. The current Service Level Agreements do not refuse support where the school does not engage with Hwb.

5. Communications

Please provide copies of any guidance, communications, or agreements issued to schools since 2022 relating to: Presentations to Headteacher and Governors groups to update the schools on strategy direction and related policy have been undertaken, where Hwb is promoted as the primary digital platform. Strategy group meetings, where the LA and Schools discuss direction of travel, one-on-one service review meetings with schools take place to discuss migration options, appetite for change or planning for migration, as necessary. Primary communication is centred on the Schools Digital Strategy, WG Digital Standards and MTCBC Sustainable ICT Plans.

6. Impact of non-Hwb systems

Has the authority indicated that continued use of non-Hwb systems would:

affect IT support provision

not discussed or consulted on

affect funding or licensing

not discussed or consulted on. We do not advise the separate purchase of MS licensing for end-users, since this is already funded by WG

be discouraged or phased out

where the local authority hosts centralised systems, these are actively being phased out in favour of Hwb hosted systems.