1. Cloud Computing. IM & T Management Shared Learning Seminar - SHARING. Workshop outputs are arranged by theme:

Transcription

1 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 Using Cloud Services to deliver telephone services Use of Cloud services for disaster recovery. use of Custom Google search for websites and integration with Google analytics Have found using Cloud services the infrastructure is important more remote the great the issues Lee.Evans@Newport.gov.uk Mark Condron Mark.condron@artscouncil.org.uk 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 Options for cloud based working charity approximately 20 employees Steve Thorn steve.thorn@serengroup.co.uk 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? Resource sharing using Skydrive, Sarah.Hatton@wcva.org Acceptable use policy for Yammer? For Ceri Evans, Rhondda Cynon Taff County Borough Council Rebecca Williams, Learning Disability Wales, rebecca.williams@learningdisabilitywales.org.uk

2 Dropbox, Google docs. (access with Line Manager monitoring) Yammer used across Gwent Police, Monmouthshire CC and Torfaen CBC. Good Staff Engagement Looking at expanding our vcloud and storage systems for others to use/share Using Dropbox to send and share meeting notes, minutes etc. in public protection We use Yammer now to communicate with our members Yammer is a great tool to have different departments talking to each other Culture change: making final leap with our electronic document management system in planning finally get rid of paper files Moderating any community of practice is key to its initial success Don t be scared of virtualisation but make sure your infrastructure is robust staff etc.? Robert.Bickell@gwent.pnn.police.uk G-cloud Keith Underdown, Pedal Power, Information.officer@cardiffpedalpower.org Owain.pritchard@llgc.org.uk dyfan.barr@sirddinbych.gov.uk nia.lloyd@renewableuk.com; sara.powelldavies@renewableuk.com nia.lloyd@renewableuk.com; sara.powelldavies@renewableuk.com dyfan.barr@sirddinbych.gov.uk Brian Laing, Conwy: Brian.Laing@conwy.gov.uk How protected is our data on Google Drive? How do other organisations use cloud technology? Is it used for particular business functions? What other Cloud options would you consider i.e. why Google Drive? What is the most appropriate i-cloud for my organisation? Implications of Patriot Act be safe harbour, European economic area on cloud services for sensitive data Are you considering Office 365? Social Networking opportunities such as Lync and Sharepoint How do you prevent / address staff adding messages / documents that might be sensitive e.g. relating to staff personnel files 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 Proliferation of peer to peer file sharing and approaches used What is WAO guidance on using Yammer type solutions whilst complying with security requirements? nia.lloyd@renewableuk.com; sara.powelldavies@renewableuk.com Owain.pritchard@llgc.org.uk SaraEdwards@gwynedd.gov.uk Conwytowncouncil@btinternet.com John.thomas@flintshire.gov.uk john.thomas@flintshire.gov.uk Mike Bryan, NHS Wales Shared Services Partnership / Partneriaeth Cydwasanaethau GIG Cymru, mike.bryan@wales.nhs.uk Huw.jones5@nhs.wales.uk Sarah Hatton, ICT Manager, WCVA, shatton@wcva.org.uk Mark Condron, ICT Manager, Arts Council of Wales, mark.condron@artscouncilofwales.org.uk

3 (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, JONESLC@CAERPHILLY.GOV.UK 2. Yammer & Social Media Staff Education on when to use/not use yammer (access to staff views) Issued Guidance on how to use good way to take temperature of the organisation staff engagement tool Planning to set up a Yammer network with the care organisations they work with Yammer has been set up as closed NHS Wales site to share with all organisations Using Social Media to shape/inform services. Police Officers tweeting about major events Mixed results with Yammer? Can Yammer be used to engage with community / voluntary groups to support collaboration? Nick.Philpot@powys.ogv.uk or Janine.johns@powys.gov.uk Information.officer@cardiffpedalpower.org Joanna.Dundon@wales.nhs.uk Umar? Steve.jones@conwy.gov.uk Social / Business networks policing or education or both Yammer would be great for homeworking to reduce isolation issues Yammer learn how it can be used for staff engagement, facilities. Who can view it? How to evaluate business benefits when using cloud services for file search Phil Walters, Head of Informatics for Screening, Public Health Wales, Phil.Walters@wales.nhs.uk Adrian Jones, IT Manager, Cadwyn Housing Association, Adrian.Jones@cadwyn.co.uk Mark Condron, ICT Manager, Arts Council of Wales, mark.condron@artscouncilofwales.org.uk Share case studies of how online communities work - keeping people engaged. How you can get beyond the 1% rule. Trialling use of LinkedIN (closed group) and Skype within the council. Some Chris.bolton@wao.gov.uk Lisa.lovegrove@denbighshire.gov.uk We have no controls, policies or tolls for Freedom of Information etc. What similar products are available for communication / engagement with Neil.payne@conwy.gov.uk Lisa.lovegrove@denbighshire.gov.uk

4 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; ; 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 Perhaps there needs to be a public sector Yammer group? Neil.payne@conwy.gov.uk Clare.mitchell@conwy.gov.uk Steve.jones@conwy.gov.uk Brian.Laing@conwy.gov.uk Sara & Nia RUK 3. Going Green Using platform as service via remote desktop protocol Information.officer@cardiffpedalpower.org 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, glyn.jones6@wales.nhs.uk Ceri Evans, Rhondda Cynon Taff County Evaporative Cooling eeg@llg.org.uk Paperless meetings invest to save? IT assets v Paper We have undergone a similar exercise Nick Seren Group Power management and automatic with regards mulit-function devices updating? and moving towards paperless/less paper environment and also the associated savings in budgets Borough Council Keith Underdown, Volunteer Information Officer, Pedal Power, information.officer@cardiffpedalpower.org

5 Removed all personal litter bins PAWS Stuart Thomas, Computer Services Manager, Coleg Sir Gâr, Corporate Multi Functional Devices. MS LYNC (pilot) for ICT and Customer services Virtualisation, Paperless meetings, paperless document trail, power down of resources and video conferencing 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 Stuart.thomas@colegsirgar.ac.uk Printing costs Stuart Thomas, Computer Services Manager, Coleg Sir Gâr, stuart.thomas@colegsirgar.ac.uk Why ipads? Cheaper alternatives (Android devices?)? Phil Walters, Head of Informatics for Screening, Public Health Wales, Phil.Walters@wales.nhs.uk Looking at using ipads for meetings Michelle Stephens, Wales Audit Office, michelle.stephens@wao.gov.uk ipad pool for meetings Nick Philpott, Director, Change and Governance, Powys County Council, janine.johns@powys.gov.uk Einion Gruffudd, Senior Systems Analyst, National Library of Wales, eeg@llgc.org.uk Use of printing and reporting software Mark.condron@artscouncilofwales.org Power Down Functionality Adrian Jones, Cadwyn Housing Association Digital pathfinder removing/reducing paper in the criminal evidence process. Mobile data remote tasking and briefing Integrated Systems rationalised IT structure, fewer integrated systems Replace Colour printers with B&W (1 or 2 colour only) Umar.hussain@south-wales.pnn.police.uk Help with spend to save aspect of business case Brian.Laing@conwy.gov.uk Umar.hussain@south-wales.pnn.police.uk In-house Sharepoint Neil Morgan, Bridgend, County Borough Council, Umar.hussain@south-wales.pnn.police.uk How are people using online services to Evan Jones, Welsh Government self-define new ways of working? evan.jones@wales.gsi.gov.uk Phil.walters@wales.nhs.uk Design of energy efficient disaster recovery Umar Hussain, Chief Financial Officer, centre South Wales Police, Alison.Farrow@south-wales.pnn.police.uk Nightwatchman for power-down, but turn off Monitors Phil.walters@wales.nhs.uk Opportunities to save money and be green Neil Morgan, Systems Manager, Bridgend County Borough Council, Sarah Hatton, ICT Manager, WCVA, printer / fax reduction shatton@wcva.org.uk Replace inefficient air-con Phil.walters@wales.nhs.uk How to get Senior Management buy-in to For design department more online Michelle.stephens@wao.gov.uk Looking at thin clients to save power, cost Steve Thorn, ICT Systems Manager, Seren

6 pdfs, looking into page turning Measure costs of paper-based processes and reduce dept budget As laptops become dated we are replacing tablets of PCs / Laptops. Interested in finding out if any organisations have gone down same road A reliable and tangible way to demonstrate power or printer consumable savings and costs I want to have more confidence to put forward the changes Group, bill.carr@seren-group.co.uk Neil.payne@conwy.gov.uk Helen Armitage, conwy.towncouncil@btinternet.com We issue ipads to councillors and senior managers to reduce paper using good reader allows users to annotate on documents 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 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 Green Data Centre technologies, save on air-conditioning costs by use of outside air flows to cool data centre down to desired temperature. Saves Neil.payne@conwy.gov.uk To challenge the use of EVERY form usually to funders why do I have to use paper? conwy.towncouncil@btinternet.com Jenny.trevor@wao.gov.uk Dyfan.barr@denbighshire.gov.uk Nanette.williams@denbighshire.gov.uk Bill.carr@seren-group.co.uk Adrian.jones@cadwyn.co.uk Glyn.jones@wales.nhs.uk Aneurin Bevan University health Board Case Study Gwynedd Council wendyjones@cvsc.org.uk

7 on air condition units and power consumption. 4. Hosting Services Caerphilly CBC has spare DC capacity for hosting services and is connected via PSBA. We are open for Business Lyndon Jones 5. Document Management Opportunities for low cost file sharing Moving to Corporate EDRM. Interesting Hybrid Main Service. Have MFD last 4 years Workflow/Document Management very beneficial as part of Paperless strategy. Nick.philpot@powys.gov.uk

8 6. Others Opportunities for low cost file sharing 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 Nick.philpot@powys.gov.uk conwy.towncouncil@btinternet.com 7. Collaborative Working Change Management/culture change re collaboration Governance arrangements getting right upfront Denbighshire CC working with Conwy CBC where Councils share services. All staff have access to contacts/ addresses of staff at both Councils 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 Need to learn/struggling with Nanette.williams@denbighshire.gov.uk Governance of Section 33 arrangements Nanette.williams@denbighshire.gov.uk How Powys collaboration is set up in terms of management and review Lisa.lovegrove@denbighshire.gov.uk What were the barriers if any to the collaboration? David.coates@wrexham.gov.uk How are decisions made on what systems to take forward? Jenny.trevor@wao.gov.uk clare.mitchell@conwy.gov.uk clare.mitchell@conwy.gov.uk clare.mitchell@conwy.gov.uk

9 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? S33 agreement. Level of detail eg. How far into information government do they go Effective use of Information Technology Shared Learning Seminar 12 and 19 September 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. WCVA are going to strengthen their business case to put to senior management around printer and fax reduction.