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USING THE G-CLOUD TO HERD CATS! CIVIL SERVICE LIVE 2012 4 TH JULY 2012 John Glover [email protected]
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AGENDA
• Some advice from INOVEM’s experiences over the last 11 years– What makes a team successful – some tips on How to Herd Cats– Degrees of cloud collaboration– Does one size fit all? – The importance of purposeful collaboration
• Learning points from a diversity of Public Sector examples (internal & external
collaboration):1. Land Registry
2. Health & Safety Executive
3. South Gloucestershire Council
4. A collective of London Councils
5. The NHS, our first G-Cloud customer
• The G-Cloud – a breath of fresh air!– The impact on INOVEM and your IT procurement options– Kahootz?– The opportunity to share IP across Government
• Q & A
INOVEM - I KNOW WHO?
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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
Identity• Specify scope and common thread • Profile & target audience• Create speciality groups, with visible membership
Leadership & Governance (Cat Herding)• Give guidance, energy and facilitate activities • 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!”
DEGREES OF CLOUD COLLABORATION
Formal InformalInternet
Dot Coms
Ease of Use
Free?
Intranet
Workflow systems
Complexity
Expensive
Energetic Chaos
Interest Driven
Unrestricted Usage
Standardisation
Process Driven
Restricted Usage
?
Extranet
Structured Informality
Focus
Engagement
Innovation
FUNCTION OVER FORM?
Physical (what you are provided with) vs Logical (what users need)
??
Wiki
Single IssueGroups
Committees
Working Parties
Project Teams
Boards
Forums
SupplierDeal Rooms
Blogs
Documents
Discussions
Tasks
Whiteboards
Tags
Pictures
WHAT’S YOUR PURPOSE?
So you can securely share files and assign tasks in the cloud, what next?
• Use a wider range of tools that help you engage, consult and involve– Improved policy making, service innovation, project delivery, skill development
• Create online environments that provide both context and purpose– Easier for stakeholders to understand how, where and why to contribute– Provide collaboration and communication support for specific business functions
• Empower team managers and members to create and develop content– Provides support for evolution, not revolution– Allows ideas and innovation to emerge– Reduces IT overhead– Encourages a collaborative culture
• Think BIG, start small
– Need a few early adopters– Go for some early ‘wins’– Promote practical examples– Provide light touch support
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In scope?– internal & external stakeholders
Create a collaborative culture change
• intranet > extranet >
internet
• focus not so much on
how, but why?
• don’t be afraid to pilot
and to learn
• Consider your
‘Extended Enterprise’
• Try several products,
some are FREE!
Internal ExternalYOU!
Ministers
ConsultantsTrade
Associations
Advisors
SuppliersPartners
Citizens
Press
Departments
Projects
JobFunction
Regions
Grades
Ideas
Topics
Events
Incidents
Customers
Stakeholder – “A person such as an employee, customer or citizen who is involved with an organization, society, etc. and therefore has responsibilities towards it and an interest in its success”
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Barriers to effective engagement
LR E-Conveyancing programme team is small – limited bandwidth
the number of stakeholders is estimated at over 200,000
Land Registry chose face to face engagement as its principal marketing channel - costly and time consuming
Land Registry recognises that it knows little about conveyancing – how to become an informed authority?
How to encourage participation and support from such a large and diverse community
E-conveyancing forces our customers to confront three key issues A natural suspicion of IT Perceived government interference in the legal profession History of IT failure in the public sector
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Building Online Communities
"We found the speed of setup to be fantastic; you don't need to be an IT expert and it takes us less than 30 minutes to develop a new collaborative community."
Key points –2007 report
The internet has already changed Land Registry’s services
E-Conveyancing is a critical component of the government’s modernisation agenda
Stakeholder input has helped to shape the e-conveyancing programme and steered us in a different direction
This would not have been possible without web collaboration
LR ‘PAY-AS-THEY-GO’ LICENSING
Client history:• 2003 pilot – 100 users• 2004 – 1,000 users• 2005 – 3,000 users• 2008 – 25 users
• E-conveyancing pilot ended
• Housing market downturn
• 2012 – 250 users:
• Gateway reviews– Secure workspaces– Evidence gathering– Interview planning– Review team communications
• Supplier deal rooms
• Project teams
“Land Registry has found the use of onlinecollaboration invaluable in support of a number of procurement projects. It has enabled the sharing of information in a timely, secure and consistent manner with internal colleagues and suppliers.”
Internal communities
• 1 year pilot in 2003– 100 users became 400+ due to demand– Now: 3000+ staff in 200+ groups
• 15,000 documents• 15,000 events
• Team working & topic groups
• Regional ‘intranets’
• Specialist applications, eg:– Car share– Bicycle user group– Call centre recording system
External communities
• Web Communities– 30,000+ users– 350+ communities– 50 consultations
• Public discussion forums
• Stakeholder engagement groups
• Communities supporting HSE campaigns
• Specialist applications – i.e. Online Risk Assessment Surveys– 17,000 participants
Group managers community
Online support Community with:
• Automatic membership
• ‘Getting started guide’
• FAQs for managers and members
• Discussion forum
• Release notes
Ongoing support
• Help and advice by telephone and e-mail
• Friendly ‘lurking’ on new Communities
• Aim to show managers how to do something rather than do it for them
• Regular programme of review to identify dormant Communities
Main benefits
• Ease of use and excellent level of support
• promoting collaboration between staff in remote locations
• sharing information with stakeholders, varying from small working groups to large forums
• ability to develop ideas quickly using the different features
• configuring workspaces to meet needs of different audiences
Useful collaboration Online reporting of Anti Social Behaviour Links to Police & Neighbourhood Watch
websites and updates Promotion and links to relevant consultations Up to date information on major incidents Funding and networking news Repository for useful information Not just about crime – environmental issues,
parking, community cohesion, housing etc. Getting across the reassurance message in a
joined up and coordinated way – they can see for themselves
The benefits for South Gloucestershire
Quicker, more effective & timely communications
Increased community awareness Greater participation & involvement with
an increase in the number & range of people attending meetings and events
Cross promotion of council and other partners activities
Increase in number of people who feel they can influence local decision making
Savings in staff time, postage & printing
The benefits for our users
Tailored and relevant information Notifications about local news & events Feedback & updates on local issues Easy to use Ability to have a say and influence
decisions Get to know other people in the
community Ability to dip in and out on the things that
interest them
Example ‘extranet’ projects
JSNA – collaboration between NHS & council (new landscape ahead)
Emergency planning – joint readiness exercises with police & fire brigade (business continuity)
Short-term projects Working with waste contractors on roll-
out of new services Working with other authorities on
broad-band roll-out
What we like
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 IT Dept
Downsizing Focussed on efficiency savings in largest
projects (no resource for small projects)
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
NHS CENTRAL SOUTHERN CSS
The collaboration challenge:
• Reach across 5 counties
• Involve 4 current PCT clusters
• Support emerging CCGs
• No shared IT infrastructure
• No budgets for large capital spend
• No time for long procurement exercise
• Uncertainty about the future role and
size of the Commissioning Support
Service
The Solution
• Pay-as-you-go cloud collaboration
• Try-before-you-buy (de-risk choice)
• G-Cloud procurement quick and simple
“We particularly liked the way that individual workspaces can be customised, without external assistance, allowing us to control the layout and purpose of each workspace and provide helpful context for our members.”
G-CLOUD – THE IMPACT ON INOVEM?
This is what we are now doing:
• Launch a new brand – new market opportunities!
• Make it easier to self-provision (on-boarding)
• Offer FREE ‘try-before-you-buy’ facility
• Make it simple to extract data (off-boarding)
• Formal security accreditation– ISO 27001 & IL2 (August) then IL3
• Improved on-line help/tutorials
• New end-user support facility
• Make pricing transparent – and public!– Cost of success – online ‘what if’ quotation
• Monthly/annual pay-as-you-go contracts
• New IL0 – IL2 hosting partner
SHARING IP ACROSS GOVERNMENT
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.
• Soon, we will create an environment to not only help you collaborate, but also to help
you share innovations and solutions via a workspace template library e.g.– Gateway review projects– Procurement deal rooms– Project workspaces– Health & Safety groups– Special interest communities– Car sharing ?– etc
You tell us!
Future Foundation research found that there is an 81% correlation between collaboration and innovation
QUESTIONS?
My questions to you:
• How will the G-Cloud service procurement framework change the way you buy IT?
• Do you think that a lock-in to a single vendor Enterprise-wide multi-year deal is still the
way to derive best value?
• What initial projects would you use a cloud collaboration service for?
• How will you now use the G-Cloud to Herd Cats?
Your questions for me?
See a demo:Stand 33 in the G-Cloud Zone
