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The Cloud -Innovative Collaboration and
Empowered Staff
Civil Service Live 2013
kahootz.com
Agenda
• The business context
– Stakeholder engagement
– Stakeholder mapping
– Selecting digital channels
• Empowering your users
– Bottom-up vs top-down
deployment
– Innovation case studies
• The G-Cloud
– Our progress so far
kahootz.com
Inform, Consult and Collaborate
• Public Sector Stakeholder Engagement
– One size does not fit all
– Collaboration is only one part of a project
– Requirement to involve more people in
shaping policies and designing new
services
– Need to find most economic way of
engaging and working with an increasing
number of stakeholders
– Online methods can augment more
traditional offline activities
kahootz.com
Stakeholder Mapping
• Not all
stakeholders
are alike
– Segment based
on level of
Influence and
Interest
– Use matrix to
devise your
online/offline
communication
strategy
kahootz.com
Stakeholder Engagement – Digital Channels
• Be flexible
– A stakeholder
project is likely
to utilise a range
of methods
– Use the
communication
tools that are
most appropriate
for each
stakeholder
group / activity
kahootz.com
Drivers for Change?
• User frustrations with Top-Down approach:
– Time to specify, develop and deploy
– Paralysis by analysis
– Expensive consultants
– Procurement methods/timetable
– Control & Red Tape
– Fit-for-purpose
– Flexibility and enhancement
• Bottom-up ‘empowerment’
– Personal experiences of App Stores
– Ease of cloud procurement and use
– Departmental ICT budgets
– BYOD / BYOA
kahootz.com
The Cloud – Ideal for Innovators
• Technology Adoption – don’t fight the stats!
– Early end-user involvement
– Instant deployment
– Prove and fine tune your business case
– Agility
– Flexibility
– Better cost-control
– Perfect your approach to governance
– Avoid costly mistakes
– Benefit from creativity
kahootz.com
Top-DOWN vs Bottom-up?
ICT
Pilot
Business users
Requirements
ICT
Business users
Prototypes
Deployment
Innovation
Innovation
Innovation
Innovation
Policies/Support
?
kahootz.com
Focus on Business and User Need
• New ways of working often
require a culture change – top-
down and bottom-up
– There needs to be a reason to
collaborate
– Not a one-size-fits all approach
• Project Management
• Deal Rooms
• Gateway Reviews
• Business Intranets
• Client/Partner Extranets
• Special interest Communities
• Bid Management Workspaces
• Virtual Committee Rooms
• Social Networks?
– Innovation, experimentation and
idea generation
– Growth in users = exponential
increase in value
– Start small, THINK BIG!
?? ?
kahootz.com
User configurable workspaces – context is king!
kahootz.com
Case Study: DWP/Morriston Job Centre Plus
• Challenges:
– DWP looking for new ways
to innovate and involve
staff in system specification
– New enterprise-wide
systems will take time to
roll-out
• Outcomes:
– A simple tool developed by
the users, for the users
– Delivered in < 2hrs
– Cost effective roll-out if
required (5p/user/day)
“Kahootz has given us the opportunity to
develop a database which allows us the
freedom to adapt and modify it to suit our
business needs. Its ease of use enabled the
team to create a simple and effective working
tool that both mirrored and enhanced our
customer journey. It has proved invaluable in
the sharing and updating of claimant
information on a daily basis which has
supported staff in their delivery of JCP services.”
Caroline Westacott, Jobcentre Manager
kahootz.com
Be Exceptional!: Staff Comments
“It makes my job much quicker and
easier because all the information I
need is in one place”
“Finally a system that suits my needs”
“I feel proud that we have developed a
system that is unique to our delivery”
“It’s changed the way I work for the
better”
“It was nice to know that even with
limited IT expertise, I could still
contribute to its development and
usage”
kahootz.com
Case Study: Havant & East Hants Councils
• Challenges:
– To ‘do more with less’ via
shared services
– Minimise cost of
travel, meetings and
communications
– Shopped on CloudStore for:
• a shareable document
repository with workflow
• discussion boards
• a task facility
• access from mobile devices
• ‘Up to’ IL2 security
0
50
100
150
1 2 3 4 5 6 7 8 9
StaffinKahootz
Elapsed months
Pay-as-you-go
“With regard to price, we assessed not only
the initial cost of user licenses but also what
the cost of success would be should we
decide to expand the collaboration software
to support other council shared services.”
kahootz.com
Case Study: Havant & East Hants Councils
• Collaboration service evaluated and chosen by users
– G-Cloud suppliers are asked to provide free and trial services
"Easy to navigate and store
documents… and great for creating
questionnaires and databases."
Jennifer Woodham (Projects Officer)
“Much more efficient collaborative
working which will avoid the need for
meetings and unnecessary travel."
Matthew McKeown (Corporate
Programme Office Manager)
"Kahootz looks promising… very easily
accessible, have already tested it by
accessing it at home."
Brian Riggs (Engineering Technician)
"Kahootz is a great system… I think it is
really useful for our team to store and
update documents and will really
benefit teams working across different
sites."
Lorna Williams (Business Improvement
Officer)
kahootz.com
Case Study: Havant & East Hants Councils
• Unexpected bonus – Innovation of new ‘time sheet’
application
kahootz.com
Case Study: Havant & East Hants Councils
• Unexpected bonus – powerful reporting tools
kahootz.com
Case Study: South Gloucestershire Council
• Safer Stronger Community Groups
• Waste management projects
• Careers Advisory Partnership
• Census research
• Tutor support
• Community led planning
• Secure, senior level information sharing
• Community Speed Watch
• Cultural Strategy Group
• Emergency Planning
• Economic and tourism development
• Broadband roll-out
• Local Enterprise Partnership set up
• Mental health team collaboration
• Neighbourhood planning
• Carers Support Network
• … and many other applications
• Challenges:
– Need to collaborate across
multiple organisations
– Limited IT resources to build
collaboration portals
• Outcomes:
– Flexibility and scalability
• Start off with just a few
people with a few ideas and
then grow as project
evolves
– Ease of deployment
• Staff empowerment
• 10 to 30 minutes internal
training
kahootz.com
USER INNOVATION - Groupon in reverse?
• The business challenge
– Planning and forecasting
future fleet requirements
– Knowing what other
organisations are in the
market
– Knowing which framework
contracts offer the best
options
– Planning optimum times for
e-Auctions
– Getting the best deal from
suppliers
“We can only deliver significant savings and
improve the way we acquire our fleet by
getting fully involved in the project. Evidence
shows that a smarter approach to acquisition
delivers major efficiency gains for those
councils fully engaging in the process.”
Will Tuckley, Chief Executive, London Borough
of Bexley
kahootz.com
Reusable IP across your organisation(s)
• One key aim of the G-Cloud is for Government not to re-
invent the wheel. Less bespoke development, more off-
the-shelf procurement and IP sharing.
– Kahootz: the flexibility of Enterprise systems and the ease and
speed of deployment of out-of-the-box dot com services
kahootz.com
The G-Cloud – Progress so far
• Designed for government
– ISO 27001 certified
– Pan-government IL2
accreditation
– WAI-AA compliance
– Free Starter App / Free Trial
• Results to date
– 11 G-Cloud contracts
– Smallest contract 12 users
– Largest contract 1,000 users
– Average cost =
£2.79/user/month
– Savings over another IL2
service = >£500k/year
kahootz.com
Summary
• Look for flexibility when choosing a platform to
inform, consult and collaborate with your stakeholders
• Use the G-Cloud to empower your staff to innovate and
‘Be Exceptional’
• Try our free trial and download our public sector guides:
kahootz.com
So, who do you want to be in Kahootz with?
john.glover@kahootz.com
http://uk.linkedin.com/in/jglover1

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The Cloud - Innovative Collaboration and Empowered Staff (CSL 2013, London)

  • 1. kahootz.com The Cloud -Innovative Collaboration and Empowered Staff Civil Service Live 2013
  • 2. kahootz.com Agenda • The business context – Stakeholder engagement – Stakeholder mapping – Selecting digital channels • Empowering your users – Bottom-up vs top-down deployment – Innovation case studies • The G-Cloud – Our progress so far
  • 3. kahootz.com Inform, Consult and Collaborate • Public Sector Stakeholder Engagement – One size does not fit all – Collaboration is only one part of a project – Requirement to involve more people in shaping policies and designing new services – Need to find most economic way of engaging and working with an increasing number of stakeholders – Online methods can augment more traditional offline activities
  • 4. kahootz.com Stakeholder Mapping • Not all stakeholders are alike – Segment based on level of Influence and Interest – Use matrix to devise your online/offline communication strategy
  • 5. kahootz.com Stakeholder Engagement – Digital Channels • Be flexible – A stakeholder project is likely to utilise a range of methods – Use the communication tools that are most appropriate for each stakeholder group / activity
  • 6. kahootz.com Drivers for Change? • User frustrations with Top-Down approach: – Time to specify, develop and deploy – Paralysis by analysis – Expensive consultants – Procurement methods/timetable – Control & Red Tape – Fit-for-purpose – Flexibility and enhancement • Bottom-up ‘empowerment’ – Personal experiences of App Stores – Ease of cloud procurement and use – Departmental ICT budgets – BYOD / BYOA
  • 7. kahootz.com The Cloud – Ideal for Innovators • Technology Adoption – don’t fight the stats! – Early end-user involvement – Instant deployment – Prove and fine tune your business case – Agility – Flexibility – Better cost-control – Perfect your approach to governance – Avoid costly mistakes – Benefit from creativity
  • 8. kahootz.com Top-DOWN vs Bottom-up? ICT Pilot Business users Requirements ICT Business users Prototypes Deployment Innovation Innovation Innovation Innovation Policies/Support ?
  • 9. kahootz.com Focus on Business and User Need • New ways of working often require a culture change – top- down and bottom-up – There needs to be a reason to collaborate – Not a one-size-fits all approach • Project Management • Deal Rooms • Gateway Reviews • Business Intranets • Client/Partner Extranets • Special interest Communities • Bid Management Workspaces • Virtual Committee Rooms • Social Networks? – Innovation, experimentation and idea generation – Growth in users = exponential increase in value – Start small, THINK BIG! ?? ?
  • 11. kahootz.com Case Study: DWP/Morriston Job Centre Plus • Challenges: – DWP looking for new ways to innovate and involve staff in system specification – New enterprise-wide systems will take time to roll-out • Outcomes: – A simple tool developed by the users, for the users – Delivered in < 2hrs – Cost effective roll-out if required (5p/user/day) “Kahootz has given us the opportunity to develop a database which allows us the freedom to adapt and modify it to suit our business needs. Its ease of use enabled the team to create a simple and effective working tool that both mirrored and enhanced our customer journey. It has proved invaluable in the sharing and updating of claimant information on a daily basis which has supported staff in their delivery of JCP services.” Caroline Westacott, Jobcentre Manager
  • 12. kahootz.com Be Exceptional!: Staff Comments “It makes my job much quicker and easier because all the information I need is in one place” “Finally a system that suits my needs” “I feel proud that we have developed a system that is unique to our delivery” “It’s changed the way I work for the better” “It was nice to know that even with limited IT expertise, I could still contribute to its development and usage”
  • 13. kahootz.com Case Study: Havant & East Hants Councils • Challenges: – To ‘do more with less’ via shared services – Minimise cost of travel, meetings and communications – Shopped on CloudStore for: • a shareable document repository with workflow • discussion boards • a task facility • access from mobile devices • ‘Up to’ IL2 security 0 50 100 150 1 2 3 4 5 6 7 8 9 StaffinKahootz Elapsed months Pay-as-you-go “With regard to price, we assessed not only the initial cost of user licenses but also what the cost of success would be should we decide to expand the collaboration software to support other council shared services.”
  • 14. kahootz.com Case Study: Havant & East Hants Councils • Collaboration service evaluated and chosen by users – G-Cloud suppliers are asked to provide free and trial services "Easy to navigate and store documents… and great for creating questionnaires and databases." Jennifer Woodham (Projects Officer) “Much more efficient collaborative working which will avoid the need for meetings and unnecessary travel." Matthew McKeown (Corporate Programme Office Manager) "Kahootz looks promising… very easily accessible, have already tested it by accessing it at home." Brian Riggs (Engineering Technician) "Kahootz is a great system… I think it is really useful for our team to store and update documents and will really benefit teams working across different sites." Lorna Williams (Business Improvement Officer)
  • 15. kahootz.com Case Study: Havant & East Hants Councils • Unexpected bonus – Innovation of new ‘time sheet’ application
  • 16. kahootz.com Case Study: Havant & East Hants Councils • Unexpected bonus – powerful reporting tools
  • 17. kahootz.com Case Study: South Gloucestershire Council • Safer Stronger Community Groups • Waste management projects • Careers Advisory Partnership • Census research • Tutor support • Community led planning • Secure, senior level information sharing • Community Speed Watch • Cultural Strategy Group • Emergency Planning • Economic and tourism development • Broadband roll-out • Local Enterprise Partnership set up • Mental health team collaboration • Neighbourhood planning • Carers Support Network • … and many other applications • Challenges: – Need to collaborate across multiple organisations – Limited IT resources to build collaboration portals • Outcomes: – Flexibility and scalability • Start off with just a few people with a few ideas and then grow as project evolves – Ease of deployment • Staff empowerment • 10 to 30 minutes internal training
  • 18. kahootz.com USER INNOVATION - Groupon in reverse? • The business challenge – Planning and forecasting future fleet requirements – Knowing what other organisations are in the market – Knowing which framework contracts offer the best options – Planning optimum times for e-Auctions – Getting the best deal from suppliers “We can only deliver significant savings and improve the way we acquire our fleet by getting fully involved in the project. Evidence shows that a smarter approach to acquisition delivers major efficiency gains for those councils fully engaging in the process.” Will Tuckley, Chief Executive, London Borough of Bexley
  • 19. kahootz.com Reusable IP across your organisation(s) • One key aim of the G-Cloud is for Government not to re- invent the wheel. Less bespoke development, more off- the-shelf procurement and IP sharing. – Kahootz: the flexibility of Enterprise systems and the ease and speed of deployment of out-of-the-box dot com services
  • 20. kahootz.com The G-Cloud – Progress so far • Designed for government – ISO 27001 certified – Pan-government IL2 accreditation – WAI-AA compliance – Free Starter App / Free Trial • Results to date – 11 G-Cloud contracts – Smallest contract 12 users – Largest contract 1,000 users – Average cost = £2.79/user/month – Savings over another IL2 service = >£500k/year
  • 21. kahootz.com Summary • Look for flexibility when choosing a platform to inform, consult and collaborate with your stakeholders • Use the G-Cloud to empower your staff to innovate and ‘Be Exceptional’ • Try our free trial and download our public sector guides:
  • 22. kahootz.com So, who do you want to be in Kahootz with? john.glover@kahootz.com http://uk.linkedin.com/in/jglover1