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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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
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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
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Stakeholder Mapping
• Not all
stakeholders
are alike
– Segment based
on level of
Influence and
Interest
– Use matrix to
devise your
online/offline
communication
strategy
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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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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
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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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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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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
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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”
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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
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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: 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
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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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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
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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
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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:
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So, who do you want to be in Kahootz with?
john.glover@kahootz.com
http://uk.linkedin.com/in/jglover1