The document discusses how government departments are enhancing agile working through secure cloud environments, emphasizing the need for innovation and simplification in IT procurement. It highlights strategies for improving business agility, collaboration, and user engagement while ensuring data security within cloud services. Additionally, it presents case studies demonstrating successful user-driven innovations and the importance of a cultural shift towards collaborative practices.

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How Government Departments are
improving agile working in a secure cloud
environment
UC Expo 2015

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Agenda
• Government IT Reform
Agenda
• The need to Innovate
• Cloud Security
• Collaboration Best
Practice
• User Innovation
examples
• Utility licensing
• Q&A

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Government IT Reform Agenda
Desires:
• To be masters of their own destiny
• Provide greater choice
• Cloud First policy
• Develop digital skills and employee
empowerment
• Create new ways of working
Changes:
• Simplify and speed up procurement
• Reduce ‘special for government’ IT
• Use commodity solutions where
possible
• Create a ‘G-’ Cloud marketplace

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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

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Improved Business Agility
Agile procurement:
• Easy-in, easy-out
• Elastic call-off contracts
• No BIG deals!
Agile IT:
• Cloud & mobile
• Choose your own devices
• Simplify security standards
Agile & new ways of working:
• Speed-up business innovation
• Improved collaboration
• Easy to adapt and scale
• Iterative IT development

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Simplifying Security and Information Assurance
OFFICAL TOP SECRETSECRET
• There are now just 3 levels of classification:
• OFFICIAL replaces everything up to and including
RESTRICTED, and some CONFIDENTIAL
• OFFICIAL is 90% of Government information

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Information Assurance
and Cloud Services
OFFICIAL information can be
managed with good commercial
solutions that mitigate the risks faced
by any large corporate organisation
•“
•”•Cabinet Office Security policy framework, April 2014

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Information Assurance
CESG Cloud Security Principles
1. Data in transit protection
2. Asset protection and resilience
3. Separation between consumers
4. Governance framework
5. Operational security
6. Personnel security
7. Secure development
8. Supply chain security
9. Secure consumer management
10. Identity and authentication
11. External interface protection
12. Secure service administration
13. Audit information provision to
consumers
14. Secure use of the service by
the consumer

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Information Assurance
It’s up to you now
• Make pragmatic decisions about risk
• Decide on acceptable approach against
each security principle

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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!
?? ?

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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

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What makes a team successful?
• Whether you run a committee, working party, special interest
group, consultation or other activity – why behave differently
online?
 Purpose
– Community – “collaboration towards shared goals”
– Business context and a reason to exist
– Clear objectives
 Scope
– Specify scope and common thread
– Profile & target audience
– Create speciality groups, with visible membership
 Leadership & Governance (Cat Herding)
– Give guidance, energy and facilitate activities
– Access control policy – involve & empower members
– Provide feedback and rewards
 Activity
– Stimulate peer-to-peer participation (not broadcast)
– Provide reasons for continued involvement
– Use software to support team communications
– Keep it real!
The Power of “WITH”
“Stakeholders work WITH you
not FOR you!”

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User configurable workspaces
– Context is King!

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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

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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
“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

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Invented here! - 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”

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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
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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.”

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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)

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Case Study: Havant & East Hants Councils
• Unexpected bonus – Innovation of new ‘time sheet’
application

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Case Study: Havant & East Hants Councils
• Unexpected bonus – powerful reporting tools

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Utility Computing – a new way to pay!?
• Usage spikes should be expected
• Some users are naturally less
active
• Programmes and valued content
take time to roll-out
• Engagement opportunities will
drive-up usage
• Change in culture sometimes
required
• No need to “purge to save”
• We have to work harder to make
our collaboration service compelling
• 100% adoption guaranteed!

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Questions?