Customer First

Project Name: Customer First

Current Stage

SRO: Jim Kinney

X Vision

PM:

X Project Commissioning

X Project Initiation

DA Lead

X Assets

X Design

KM Lead

SE Lead officer Anna Johnston

X Construct

X Implement

£53.25m 2004 - 2008 Estimated Project Cost

directly to councils - the remainder retained to implement a national infrastructure for shared / managed services, national card management solution (for concessionary fares) issue of smartcards to older, disabled and younger people£34.55

Operate

Commenced 2004Estimated Start / End

What is the background to the project and the context in which it was established, what were the issues/drivers/opportunities which led to its inception- why?Background and context:

Councils had identified 46 core transactions where services could be more conveniently delivered, be more efficient and produce a first time outcome which could be measure by improved customer satisfaction. The Customer First Programme was a response from service providers to concentrate on a number of core priorities around the re-design of services around the customers needs and an aim to deliver 'first time' public services. The first and second rounds of the Modernising Government Fund recognised that the modernisation of public services is a large scale, long term process and the importance of focussing on a number of core priorities rather than spreading resources too thinly across the wider public sector.

It underpinned the Scottish Government's commitment to provide financial support for, and work in partnership with, all 32 of Scotland's Councils to:The programme also supports the principals of: easier to access, better integrated, local services; effective collaboration across the public sector; better use of public resources; high standards of public service; and willingness to innovate and learn from others.

• Deliver more convenient and responsive public services.

• Encourage the take up of online (self-service) access to services.

• Ensure that at least 75% of core service requests can be dealt with at the first point of contact.

Objectives & Benefits -What are the aims/objectives/benefits & deliverables that the project is seeking to achieve, what improvements will there be as a result of this project - what?

The core objective of Customer First is for local government to create a shared national infrastructure which hosts a number of nationally shared services/business applications. The infrastructure will provide (for customers and councils):

• A new facility for councils to have 'single view' of each customer through a 'citizen's account' (the council's definitive contact details for its customers i.e. name, address, email, phone, mobile etc);

• The facilities for councils to create a customer relationship management system to help ensure that customers get all of the services that they are entitled to;

• Benchmarks, standards and standard definitions for services and service delivery;

• Improved training and technical skills for customer services staff in each council;

• To help with the re-training and transfer of staff from back offices to new front line customer services staff roles;

• A national address gazetteer (to hold current addresses/address history for customers);

• A new public services portal (online information and services) for customers to manage their own data and to introduce a new customer service to deal with a change of circumstance (death notification, birth notification, change of name, address, contact details);

• A new national concessionary fares scheme (with the ability to add commercial and integrated travel tickets and to encourage the use of public transport);

• A new public services smartcard - a National Entitlement Card (NEC) - and card management service (to allow different parts of the public sector to issue cards to their customers - priority application being the new national entitlement card and the new transport concession;

• To implement new national specifications for library, leisure and cashless catering systems;

• A priority to issue a new 'smart' Young Scot card to young people in Scotland and to implement a new ' rewards and loyalties' scheme for young people ;

• To introduce a nationally accredited 'proof of age' scheme;

• National gazetteer services which can provide public service organisations with the definitive details of every property in Scotland;

• A Citizens Portal which allows customers access to a range of public services (with the facilities to link this to wider public services at a UK level - should their be a demand for this);

• An authentication service (with secure customer user ID and Password), which will allow customers to authenticate themselves to the Citizens Portal; to a council contact centre; to have secure online access to change their personal details in their citizen's account; to make service requests, report a lost or stolen Entitlement Card; to engage citizens in the consultation process; to provide information to citizens

• An environment to deliver savings by re-negotiating with suppliers and to procure goods and services at a national level;

• Support for a new national ePlanning system

• The delivery of a new national personal licensing system.

The project is seeking to achieve the following savings:

07/08

Cash releasing: £20m

Time releasing: £20m

Improvements / Benefits as a result of this project will be:

Customer First,will help develop public services where/that:

• Customers will have a choice in how they transact with Council services (telephone/face-to-face/online or (where appropriate) at home).

• Develops multi-skilled Customer Service staff who can deal with a wide range of service requests from the front office.

• Customers calls will be answered first time (some councils have already set a 95% target).

• Customer will have the majority (75%) of their core service requests dealt with at first contact.

• Transaction times and costs will be reduced through improved business processes.

• Customers, whose calls need to be referred, will not have to repeat their details.

• A single electronic customer record - the citizen's account (CA) - and the CRM system will provide the facilities to ensure that when a customer contacts the council, the relevant local authority staff will have access to the transactions held in the customer's account, and the ability to deal with the customer's enquiry.

• Improved customer satisfaction ratings (target 90% plus)

• Will deliver economies of scale by providing a framework for joint investment, shared services, managed services and sharing of best practice.

Stakeholders and governance-Which organisations are involved in delivering the project, what are their roles and responsibilities, who is accountable? Who are the key stakeholders to whom the project is relevant?- who?

Scottish Government (including Public Service Reform, Transport, Education and Justice), all 32 Scottish local authorities, COSLA, SOLACE, the Improvement Service, Transport Scotland.

The Customer First Senior Management Steering Group provides strategic leadership and support for the programme and there are a four Project Boards (National Infrastructure, National CRM, National Gazetteer and National Entitlement Card) led by a Senior Chairperson (SOLACE nominated - normally Chief Exec of a local authority)

Work plan-What are the timeframes, milestones and deadlines for these activities to be undertaken and how much progress has been made with these activities to date- when?

April 2007 - First development release of the national infrastructure, Citizens Account System (CAS) and the Portal; early user acceptance and familiarisation testing completed.

May 2007 - Functional testing and user acceptance testing of the CAS completed; governance arrangements revised and agreed. Customer First Senior Management Steering Group and four Project Boards established.

June 2007 - User evaluation and CAS system enhancements / amendments specified; user and technical support requirements specified and agreed; proposal for operational management - 'Joint Board' - to manage the national infrastructure along with a Memorandum of Understanding (MOU). Early consultation with councils and draft MOU proposal circulated along with Operational Planning framework document.

July 2007 - Completion of the initial CAS integration testing with the development release of the card management solution (CMS).

First draft of a Communication Strategy for the CAS / CMS and the citizens portal planned for an October launch - launch date re-assessed to incorporate the CAS and citizens' portal into the developing the OneScotland Portal. Joint launch proposed for Summer 2008. Concentrated roll out of younger persons card for the new school term.

Aug 2007 - Initial user acceptance testing for CMS completed and a number of system enhancements / amendments proposed. Schedule of CMS supplier meetings established to escalate any issues with CMS. CMS testing evaluation and system amendments specified. Revised CMS delivery date for November . Implementation of new card reader contract for councils (for library and leisure systems)

Sep 2007 - Second phase of CMS testing completed - further enhancements requires. Draft documents and proposal for 'Joint Board' and MOU circulated for review by the CF Senior management Steering Group - comments and review in March 2008. QA review of Citizen Portal (commissioned independently by SE).

Oct 2007 - First phase of live testing of CMS - functional requirements incomplete - amendments specified for supplier to rectify.

Nov 2007 - Launch of a new public / private sector National Entitlement Card Forum for Scotland. CMS not available for launch - supplier to complete revised functional specification and deliver enhancements. Revised CMS live implementation for Spring 2008 and the CAS / Portal for July 2008.

Dec 2007 - Revised user acceptance testing of CAS local authentication / local services portal; Testing delayed until April - June 2008. First development release of the new national licensing system. Live implementation of the new national gazetteer.

Jan 08 - Revised timetable for live user acceptance testing of CAS / CMS - new completion timetable established to accommodate live launch in July 2008. Live testing of new licensing system

Feb 08 - User acceptance testing on CMS - final set of enhancements and new test plan initiated with suppliers. First development phase of national gazetteer services

March 08 - Begin final phase of user acceptance testing of CAS / portal and set revised date for extended launch of local services on portal.

May 08 - National Infrastructure live for implementation of new National Personal Licensing system for 32 councils and 43 Licencing Boards.

May 08 - National Infrastructure live for implementation of national property gazetteer services for ePlanning.

August 08 - National Infrastructure live for national card management system (CMS) for use by councils, Transport Scotland and SPT

Sept 08 - National Infrastructure live for online authentication services for use by pilot councils.

Budget-What is the overall budget for the project and how is this to be released? What is the spend to date, is this as forecast?- how much?

2007/08 Capital: £3.843m Resource: £4.675m

(2008/09 Capital: £2.0m Resource: £2.7M)

(2009/10 Capital: £2.7M Resource: £2.7m)

Risks-What are the main risks in terms of project management, stakeholder engagement and communications, delivery approach and benefits realisation? What can be done to mitigate against these risks?- what if?

Risks

Impact/Probability

Actions

Lack of support from partners undermines the programme

Medium/Treat

Establish MOU and ensure that a new operational planning framework is properly communicated and partners respond by having own local framework

Lack of Political/Senior Mgmnt commitment

Medium/Treat

Encourage high level commitment at Ministerial, Elected Member and Chief Exec. level with support from the Improvement Service Board and Scottish Government. Link programme closely to Public service reform / Transformational Govt agenda and formally incorporate CF into the IS Business Plan

Programme Governance arrangements prove to be ineffective

Low/Treat

Ensure that clear terms of ref, responsibilities and accountability are established for Mgmnt Group; regular meetings are held and minutes taken/circulated; actions resulting from the Project Boards are completed. All of they above to be properly communicated to CF partners.

Governance arrangements at local level prove to be ineffective

Medium/Treat

Prog. Managers to report to Prog. Director any weaknesses in implementation of local progs. SOLACE/COSLA exerts peer pressure on fellow councils/Chief Execs

Breakdown in system development lifecycle prevents systems going live.

High/Treat

Set priorities to maintain 'business critical systems'. Ensure new systems properly specified, requirements clearly understood, system documentation properly reviewed; ensure checkpoints in development provide for each component to be tested in isolation; ensure entire system is tested functionally and in a live user environment.

Recommendation & Funding:

Would project proceed in the absence of change funding

No

Funding Period(s)

Financial Year:

Revenue:

Capital

2007/08

£4.675m

£3.843m

2008/09

£2.7m

£2.0m

Funding Not In Scope

Financial Year

09/10£2.7m Rev £2.7m Cap

10/11£2.7m Rev £2.0m Cap

Consequences of further funding being unavailable:

Projects could not be sustained.

SE Only

Total Funding Approved by NSSB:

Date:

Delegated Approved:

Date:

Ministerial Submission

Date

Ministerial Approved

Date

Grant Letter

Date

Key Documents Available:

Description

Obj Ref

Draft

Approved

Page updated: Friday, June 13, 2008