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


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The Civil Service Reform Plan actively challenges the status quo stating “it is vital to engage and empower staff” and also demands change “by innovating service delivery by using technology to achieve efficiencies; working in partnership across departments”. Combining these two objectives requires new ways of thinking as departments shift from traditional top-down ICT deployment to a user-driven bottom-up approach.

Fortunately the adoption of Cloud First policies and the increasing availability of pre-accredited services via the G-Cloud is helping to change attitudes as the Cloud starts to deliver cost savings and improved business agility across the public sector.

This session is for anyone who wants to understand how to deploy Cloud-based technologies to improve team collaboration and public consultation as part of a stakeholder communication and engagement strategy or project. You will learn how the Cloud can be used as a platform for bottom-up innovation and understand, by example, how various local and central government organisations have engaged and empowered staff to develop new ways of working together.

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

  1. 1. The Cloud -Innovative Collaboration and Empowered Staff Civil Service Live 2013
  2. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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. 7. 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. 8. Top-DOWN vs Bottom-up? ICT Pilot Business users Requirements ICT Business users Prototypes Deployment Innovation Innovation Innovation Innovation Policies/Support ?
  9. 9. 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! ?? ?
  10. 10. User configurable workspaces – context is king!
  11. 11. 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. 12. 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. 13. 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. 14. 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. 15. Case Study: Havant & East Hants Councils • Unexpected bonus – Innovation of new ‘time sheet’ application
  16. 16. Case Study: Havant & East Hants Councils • Unexpected bonus – powerful reporting tools
  17. 17. 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. 18. 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. 19. 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. 20. 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. 21. 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. 22. So, who do you want to be in Kahootz with?