Vision
Our staff have the right skills and technology to enable them to work flexibly, efficiently and in cost effective ways; we have a culture of collaboration across the organisation, to challenge, innovate and to use data to make informed decisions.
Desired outcomes
- Council staff will have access to technology and systems that are fit for purpose and enable them to do their jobs efficiently and effectively.
- Council staff can work effectively from anywhere with tools that enable them to work collaboratively with internal and external partners. All council buildings have fast reliable networks.
- Council staff have access to and have the knowledge, support and skills to turn data into intelligence; to measure service performance, manage demand and make informed strategic and operational decisions.
- Data is used responsibly in a way that is lawful, secure, fair, ethical, sustainable and accountable.
- Council staff have the right digital skills, knowledge and understanding to make the most of the opportunities that digital can bring. Collaboration and innovation will be encouraged along with a culture of user centred service design and working in the open.
- We will increase the adoption of common components, ensuring technology is designed for common requirements and minimises the dependency on solutions that are only useful to a limited number of departments.
- We will reduce our reliance on legacy systems making sure that all technological solutions are fit for purpose and deliver efficiencies and improve productivity
- Council staff have access to an Intranet where they can find internal guidance, news and information.
The journey so far
Working with the Council’s IT delivery partner, Delt Shared Services, we have made significant changes to the way the council works, ensuring staff have the right tools to do their job. This includes equipping over 2000 staff with laptops and mobile devices enabling them to work from different locations. Introducing MS Office 365 has opened up new and easier ways to collaborate across the organisation and with external partners. MS Teams has helped join up council departments, partners and customers, and cloud infrastructure has enabled us to securely support mobile working. Council and committee meetings can now take place online.
Virtualising the contact centre has enabled staff who answer the phones to work remotely. Desk and meeting room booking capabilities helps us to manage demand for office space in a COVID-19 secure way.
Mandatory training for all staff on data protection and information security enables staff to handle personal data effectively and securely.
Introducing Microsoft Teams
The council has rolled out Microsoft Teams to all staff enabling easier communication and collaboration both internally and externally. The move to Teams was supported by 137 champions from across the organisation who helped colleagues with the new technology. Using Teams has meant the organisation is able to work collaboratively, across departments and with external partners; hold virtual meetings with staff and clients and to broadcast live events including committee meetings and the council’s AGM. The use of teams has been key to the co-ordinating the council’s COVID-19 response.
“Teams enables more interaction with our regional and business partners”
Public Health colleagues
“Teams allowed us to make everything electronic, ensuring audit trails and reporting were possible. We are totally paperless now and all working safely at home.”
COVID-19 Emergency Operations
“Easier sharing of documents, keeping up to date with workloads, better communication across the team, are just a few of the things I can mention”
Strategic Planning and Infrastructure colleague
“We set up a series of Marine Tech webinars, as we were unable to attend international marine trade events in person. The webinars were essential as they allowed us to still meet new businesses and promote Plymouth’s thriving marine sector”
Oceansgate team
What we will do next to achieve our vision
- Develop a culture of digital first where staff feel confident to innovate and explore
- All staff will be aware of and will adopt the digital plan and principles and standards
- We will continue to exploit the Office 365 capabilities
- We will improve access to data so it can be used better to inform decision making and measure performance
- Staff will have access to collaborative platforms to communicate, securely share information and work efficiently
- We will reduce our reliance on legacy systems making sure that all technological solutions are fit for purpose and deliver efficiencies and improve productivity
- Where possible, we will introduce automation for transactional processes so the workforce is freed up to deal with more complex enquiries/matters
- We will continue to develop the Intranet with our staff so their needs are met and content is managed
- A network of digital champions will lead the way, share innovation and embed a digital culture throughout the organisation
- Staff will be made aware of opportunities to improve their digital skills
- Governance will be in place to ensure changes to systems and technology are considered in line with technical architecture and with council needs
- Involve staff and subject matter experts from relevant service areas, and follow a user led design approach when implementing new systems.