nomadat the centre of mobile and flexible working

© Nomad 2009

Chair’s Welcome

Government Goes Mobile 2009:Government Goes Mobile 2009:Public Sector Mobile WorkingPublic Sector Mobile Working

Ken Eastwood Ken Eastwood Assistant DirectorAssistant Director

Welcome

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 DruckerManagement Consultant

1909 - 2005

Conclusion

nomadat the centre of mobile and flexible working

© Nomad 2009

Barnsley’s Journey

21st Century Council

Ken EastwoodAssistant DirectorBarnsley MBC

Introduction

• Nomad

• Proof of Concept Project

• ReGS Project

• 21st Century Office

• Future Direction

nomadat 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.commail@nomadpublicsector.com

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

keneastwood@barnsley.gov.uk

www.nomadpublicsector.com

nomadat the centre of mobile and flexible working

© Nomad 2009

Nomad Discussion

nomadat 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.commail@nomadpublicsector.com

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

keneastwood@barnsley.gov.uk

www.nomadpublicsector.com