PSF Milton Keynes

Chair’s Welcome

Welcome Government Goes Mobile 2009: Public Sector Mobile Working Ken Eastwood Assistant Director

Introduction
Welcome
House keeping
The way we work …

Work as a place …

Work as an activity …

Mobile & Flexible Working
Work Life Balance
Better health
Less stress
Higher motivation and better morale
Productivity
New processes that reduce or eliminate administration
Better use of time to deal with more cases
Accommodation
Hot desking and touch down
Home based working and flexible working
Environment
Less travel and congestion (air quality & climate change)

The Challenges
For Individuals: staying visible and connected, peer support & knowledge sharing, managing time, communications, workload and performance
For Managers: sustaining improved performance, adapting new styles based on trust and providing effective support, collaboration, communication and sense of ‘team’
For Organisations: changing culture - command and control to empowerment and supportive norms

The Technology
Devices: size, weight, battery life, carry cases, ergonomics etc
Networks: coverage, real time or offline, data costs and tariffs
Security: encryption, devices, CoCo
Solutions & Integration: access to back office legacy systems, new functionality, data sharing

“ The best way to predict the future is to create it”
Peter F Drucker
Management Consultant
1909 - 2005
Conclusion

Barnsley’s Journey

21 st Century Council Ken Eastwood Assistant Director Barnsley MBC

Introduction
Nomad
Proof of Concept Project
ReGS Project
21 st Century Office
Future Direction

nomad at the centre of mobile and flexible working
National Forum for sharing learning
Knowledge base – online catalogue
Collective experience across local government
Collaborative peer support community
www.nomadpublicsector.com
[email_address]

NOMAD eGov Project
Barnsley Proof of Concept,
“Cemetery Headstone Inspection”
“ Deploying mobile technology in Bereavement Services to enable the collection of headstone inspection data”

‘ Real Time’ Field Solution

Benefits Realisation
Productive time gain of + 16 hrs/wk ( + 22% ), based on 2 Inspectors only needing to attend the office once a week (equivalent to £7.5k pa)
Additional administrator not required
(saving £17k )
Efficiency savings over using Paper
Potential application in other service areas

Westgate Plaza One "Creating a 21st Century Market Town!"

Paperless Office – Myth or Reality?

Position clear before …
Paper records;
3.5km of paper (or 9.25 Eiffel Towers!)
Storage would have required >25% of the new office space

But now?

Cheating a bit?

Records Storage and Retrieval
Approx. 22 000 boxes containing 400 000 records
18 000 active boxes (remainder Archive)
Typical month;
55 Scanned on demand
195 Courier Items

ePost and EDRMS
Offsite ePostroom
20 FTE
Post scanned;
All ‘Private and Confidential’
‘ Addressee Only’ exempt
Provision for plans (up to A0)
Pass through policy agreed with services
Part way through Hyperwave EDRMS implementation

Hot Desks, Touchdown & Meeting Rooms

Hotbox Storage - clear desk policy

Hot Desk with Tablet PC

Tablet PC, Printer & Field Case

Regulatory Services
All front line staff hot desking and beginning to make use of mobile modules to support new ways of working
Desks down from 77 to 58 ( - 25% ) = £50k pa
248m of file storage reduced to 75m ( - 70% )
Early adopters only in office once a fortnight
Increased role for administrative support staff
Leadership & management

Transforming Environmental Health, Trading Standards and Licensing
Delivering solutions to support mobile, home and flexible work styles
Developing tools to meet all officer, lone worker, manager and team needs
Back office integration plus NEW mobile inspection modules
On site generation of schedules, statutory notices, fixed penalty notices etc.

Business Case
212 front line staff
Planned reduction of 72 desks
Average (min) +10% Productive Time
Calculated annual ‘value’ £751k

Fully enable Home / Mobile / Flexible working
Back office integration plus NEW mobile inspection modules
On site generation of schedules, statutory notices, fixed penalty notices etc.
Integrated remote worker safety, management and communication solutions
Objectives

Developed online tool to replace basic office systems and support a mobile workforce
Officers log in/out on any internet device
Generates time & mileage sheets
Full range of panic and programmed alarms
Text message and team level broadcast
GPS
Dashboard Portal

Current Position
Food inspections in second iteration & transition to business as usual
Simpler solutions in Health & Safety and Trading Standards
Pest Control & Private Sector Housing under development
Broadening out across other functions including Building Control

Retail Enforcement Pilot
Data sharing between Food, Health and Safety, Trading Standards and Fire Safety
Referral of findings to negate need for visits by other regulators
Live in Barnsley and South Yorkshire Fire & Rescue
Precursor to stronger collaboration
Learning for the future

Summary
Technology works (mostly)
Executive leadership and senior sponsorship essential
Don’t underestimate complexity of organisational change
Involving people - be careful to manage [balance] expectations
Corporate approach to mobile and flexible working ideal but pilots and projects OK too!

@keneastwood [email_address] www.nomadpublicsector.com

Nomad Discussion

nomad at the centre of mobile and flexible working
National Forum for sharing learning
Knowledge base – online catalogue
Collective experience across local government
Collaborative peer support community
www.nomadpublicsector.com
[email_address]

Nomad 2.0?
A community of interest with 3,000 registered local authority members
Needed now more than ever before?
In discussion with potential partners, sponsors and others in public sector
Keen to understand requirements
Absolutely about providing collaborative support and learning exchange
But also about filling in some gaps?

Thoughts
Refreshed catalogue of case studies, toolkits, policies and procedures
Web2.0 community (peer to peer networking, support and experience sharing)
Extension to all public sector
Subscription model
Cutting edge of technology and innovation (device reviews/recommendations/technical white papers etc)
Targeted events, workshops and conferences
eLearning packages
Advice on web2.0 and other technologies
Other ideas?

Discussion Summary
Support for all of above
Procurement & leveraging VFM (brokerage)
Consider Nomad offer to private sector?
Act as strong voice for sector including on Gov Connects
Evidence what didn’t work (‘warts and all’ approach)
All public sector
Wider technology including social media, Smartphone ‘Apps’, self serve and transactional services
Subscription model (low cost - tiered)
Agreement Nomad needed now more than ever!
Develop a project database to encourage and facilitate collaboration
(Notes made during discussion)

@keneastwood [email_address] www.nomadpublicsector.com

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PSF Milton Keynes

by Ken Eastwood on Nov 25, 2009

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PSF Milton Keynes — Presentation Transcript