IM & T Management Shared Learning Seminar - SHARING
Workshop outputs are arranged by theme:
Ideas and problems delegates shared are matched where possible.
1.
Cloud Computing
Sharing Good Practice
Need to Learn / Struggling With
Using Cloud Services to deliver telephone services
[email protected] Google Drive – Control of permissions on documents? Search options for document / info retrieval.
Simultaneous edit – controls? How widely is it used? (Numbers) Can you audit and track messages? How secure is it?
- Authenticated access - What controls in place
Ceri Evans, Rhondda Cynon Taff County Borough Council
Use of Cloud services for disaster recovery. use of Custom Google search for websites and integration with Google analytics
Mark Condron
Options for cloud based working – charity approximately 20 employees
Rebecca Williams, Learning Disability Wales, [email protected]
Have found using ‘Cloud’ services the infrastructure is important – more remote the great the issues
Steve Thorn – [email protected]
Have you undertaken a business and / or information security risk assessment of Google Drive / Yammer?
Have you trained people on what they can / can’t post on Yammer? And what ability do they have to remove / identify sensitive or inflammatory posts?
Dropbox, Google docs. (access with Line Manager monitoring)
staff etc.? Yammer used across Gwent Police,
Monmouthshire CC and Torfaen CBC. Good Staff Engagement
[email protected] G-cloud Keith Underdown, Pedal Power,
[email protected] Looking at expanding our vcloud and
storage systems for others to use/share
[email protected] How protected is our data on Google Drive?
[email protected]; [email protected]
Using Dropbox to send and share meeting notes, minutes etc. in public protection
[email protected] How do other organisations use cloud technology? Is it used for particular business functions?
We use Yammer now to communicate with our members
[email protected]; [email protected]
What other Cloud options would you consider i.e. why Google Drive?
[email protected] Yammer is a great tool to have
different departments talking to each other
[email protected]; [email protected]
What is the most appropriate i-cloud for my organisation?
Culture change: making final leap with our electronic document management system in planning – finally get rid of paper files
[email protected] Implications of Patriot Act be safe harbour, European economic area on cloud services for sensitive data
Moderating any community of practice is key to its initial success
Brian Laing, Conwy: [email protected]
Are you considering Office 365? Social Networking opportunities such as Lync and Sharepoint
Don’t be scared of virtualisation but make sure your infrastructure is robust
How do you prevent / address staff adding messages / documents that might be sensitive e.g. relating to staff personnel files
Mike Bryan, NHS Wales Shared Services
Partnership / Partneriaeth Cydwasanaethau GIG Cymru, [email protected]
How Secure is cloud computing and to what level can it be used in healthcare?
Do you stick to one e.g. Skydrive / Yammer / Google Docs / Dropbox or allow free access to all
Sarah Hatton, ICT Manager, WCVA, [email protected]
Proliferation of peer to peer file sharing and approaches used
Mark Condron, ICT Manager, Arts Council of Wales,
[email protected] What is WAO guidance on using
Yammer type solutions whilst
(For local authorities)
What are the main benefits of Google Cloud / Yammer? How does this fit in with the Wales ICT Strategy?
Lynton Jones, Acting Head of ICT and Customer Services, Caerphilly County Borough Council, [email protected]
2.
Yammer & Social Media
Greater understanding of the cloud services ‘fit’ with PSN / DPA etc.
Sharing Good Practice
Need to Learn / Struggling With
Use Google +, Google Drive and hangouts athome – would be interested on how this could work in NHS link with other organisations Staff Education on when to use/not
use yammer (access to staff views)
? Can Yammer be used to engage with
community / voluntary groups to support collaboration?
Issued Guidance on how to use – good way to take temperature of the organisation – staff engagement tool
[email protected] or [email protected]
Social / Business networks – ‘policing’ or education or both
Phil Walters, Head of Informatics for Screening, Public Health Wales, [email protected] Planning to set up a Yammer network
with the care organisations they work with
[email protected] Yammer would be great for homeworking to reduce isolation issues
Yammer has been set up as closed NHS Wales site to share with all
organisations
[email protected] Yammer – learn how it can be used for staff engagement, facilities. Who can view it?
Adrian Jones, IT Manager, Cadwyn Housing Association, [email protected] Using Social Media to shape/inform
services. Police Officers tweeting about major events
Umar? How to evaluate business benefits
when using cloud services for file search
Mark Condron, ICT Manager, Arts Council of Wales,
[email protected] Mixed results with Yammer [email protected]
Share case studies of how online communities work - keeping people engaged. How you can get beyond the 1% rule.
[email protected] We have no controls, policies or tolls for Freedom of Information etc.
Trialling use of LinkedIN (closed group) and Skype within the council. Some
[email protected] What similar products are available for communication / engagement with
concerns as security of sensitive information makes it inappropriate in some areas
assurance of information security? Anything for public sector to help share good practice and joint working? We have Intranet; email; secure access to docs etc; corporate Facebook and Twitter – do we need Yammer, Huddle etc?
More information about Yammer and its capabilities. Is there a cost to subscribe to Yammer?
Can documents be accessed via Yammer at home and saved locally?
Why Yammer rather than other Social Media tools?
Find out more about Yammer as a business tool
[email protected] Perhaps there needs to be a public
sector Yammer group?
Sara & Nia RUK
3.
Going Green
Sharing Good Practice
Need to Learn / Struggling With
Using platform as service via remote desktop protocol
[email protected] Lync – communication mechanisms Adrian Jones, Cadwyn Housing Association Paperless meetings – IT enabling meeting
venues
Glyn Jones, Assistant Director of Finance (Operations), Aneurin Bevan University Health Board, [email protected]
Evaporative Cooling [email protected] Paperless meetings – invest to save? IT
assets v Paper
Ceri Evans, Rhondda Cynon Taff County Borough Council
We have undergone a similar exercise with regards mulit-function devices and moving towards paperless/less paper environment and also the associated savings in budgets
Nick – Seren Group Power management and automatic updating?
Keith Underdown, Volunteer Information Officer, Pedal Power,
Removed all personal litter bins [email protected] PAWS Stuart Thomas, Computer Services Manager, Coleg Sir Gâr,
[email protected] Corporate Multi Functional Devices.
MS LYNC (pilot) for ICT and Customer services
[email protected] Have you had any resistance to PAWS and can you make provision for out of hours working so that machines don’t switch off automatically?
Rob Bickell, Gwent Police
Virtualisation, Paperless meetings, paperless document trail, power down of resources and video conferencing
[email protected] Printing costs Stuart Thomas, Computer Services Manager, Coleg Sir Gâr,
[email protected] Why iPads? Cheaper alternatives (Android
devices?)?
Phil Walters, Head of Informatics for Screening, Public Health Wales, [email protected]
Looking at using iPads for meetings Michelle Stephens, Wales Audit Office, [email protected] iPad pool for meetings Nick Philpott, Director, Change and
Governance, Powys County Council, [email protected]
Einion Gruffudd, Senior Systems Analyst, National Library of Wales, [email protected] Use of printing and reporting software [email protected] Power Down Functionality Adrian Jones, Cadwyn Housing Association
Digital pathfinder – removing/reducing paper in the criminal evidence process.
[email protected] Help with spend to save aspect of business case
[email protected] Mobile data – remote tasking and
briefing
[email protected] In-house Sharepoint Neil Morgan, Bridgend, County Borough Council, [email protected] Integrated Systems – rationalised IT
structure , fewer integrated systems
[email protected] How are people using online services to self-define new ways of working?
Evan Jones, Welsh Government [email protected] Replace Colour printers with B&W (1 or
2 colour only)
[email protected] Design of energy efficient disaster recovery centre
Umar Hussain, Chief Financial Officer, South Wales Police,
[email protected] ‘Nightwatchman’ for power-down, but
turn off Monitors
[email protected] Opportunities to save money and be green Neil Morgan, Systems Manager, Bridgend County Borough Council,
[email protected] Replace inefficient air-con [email protected] How to get Senior Management buy-in to
printer / fax reduction
Sarah Hatton, ICT Manager, WCVA, [email protected]
pdfs, looking into page turning of PCs / Laptops. Interested in finding out if any organisations have gone down same road
Group, [email protected]
Measure costs of paper-based processes and reduce dept budget
[email protected] A reliable and tangible way to demonstrate power or printer consumable savings and costs
As laptops become dated we are replacing tablets
[email protected] I want to have more confidence to put forward the changes
Helen Armitage,
We issue ipads to councillors and senior managers to reduce paper – using good reader allows users to annotate on documents
[email protected] To challenge the use of EVERY “form” – usually to funders – why do I have to use paper?
People fear IT – introduce change at a speed they are happy with if they are to accept it.
Use of LYNC – WAO find this useful – extending to external organisation. Remember to delete the conversations in email
Print rationalisation going well …but early days. Councillor and SLT use of IPads – change from the op
Printer rationalisation – corporate EDRMS – paperless
Think about best operating systems for Tablets. IPad well marketed, but consider Andriod/Windows. Initially looked at IPAD but now looking at Windows
Print management, CO2 measurement, going paperless
Powerdown of PC’s [email protected]
Aneurin Bevan University health Board Green Data Centre technologies, save
on air-conditioning costs by use of outside air flows to cool data centre down to desired temperature. Saves
on air condition units and power consumption.
4.
Hosting Services
Sharing Good Practice
Need to Learn / Struggling With
Caerphilly CBC has spare DC capacity for hosting services and is connected via PSBA. We are open for Business
Lyndon Jones – [email protected]
5.
Document Management
Sharing Good Practice
Need to Learn / Struggling With
Opportunities for low cost file sharing [email protected]
Moving to Corporate EDRM.
Interesting Hybrid Main Service. Have MFD last 4 years
Workflow/Document Management very beneficial as part of Paperless strategy.
6.
Others
Sharing Good Practice
Need to Learn / Struggling With
Opportunities for low cost file sharing [email protected]
Moving to Corporate EDRM.
Interesting Hybrid Main Service. Have MFD last 4 years
Workflow/Document Management very beneficial as part of Paperless strategy.
Slowly introducing change in IT so people accept it
7.
Collaborative Working
Sharing Good Practice
Need to learn/struggling with
Change Management/culture change re collaboration
[email protected] Governance of Section 33 arrangements
Governance arrangements – getting right upfront
How Powys collaboration is set up
in terms of management and
review
[email protected]
Denbighshire CC working with Conwy CBC where Councils share services. All staff have access to contacts/email addresses of staff at both Councils
What were the barriers if any to
the collaboration?
[email protected]
We’re active in WSC and joint
procurement of Social Care and Health systems. Active in regional (North Wales) discussions around closer working.
I’m on SOCITIM sub group looking at IT facilitating joint working Health and
How are decisions made on what
systems to take forward?
social care
Head ICT asking other NW Councils about what systems they use. When it comes to trying new systems, try and make it consistent to aid future collaboration
Have both partner organisations
benefited and improved service
faster than if they had remained
separate?
[email protected]
S33 – agreement. Level of detail eg.
How far into information
government do they go
[email protected]
Effective use of Information Technology Shared Learning Seminar 12 and 19 September 2013
31 delegates made commitments to take further action as a result of attending our Effective use of Information Technology Seminar on 12 and 19 September. Below are some examples of these commitments.
Conwy County Borough Council will review G-cloud costs and governance and compare to their own internal Conwy Cloud.
Conwy Town Council will look at Yammer as a platform for councillors to communicate with each other.
Denbighshire County Council are going to look at using Gdrive and Yammer for document exchange and communication, as well as pushing for a corporate focus on cloud computing and becoming more environmentally friendly.
Powys County Council will look at how IT can help with the rationalisation of property.
Public Health Wales are going to look at piloting Yammer communities within patient and public involvement networks, propose that business units report on paper usage and make the IT team responsible for toner cartridge purchases.
Seren Group is going to look at using Yammer across housing group organisations.
South Wales Police will feed in information from the day into their disaster recovery plan.
Rhondda Cynon Taff County Borough Council is going to look at wider paperless meetings , cloud opportunities, and opportunities for improved internal communications.
