Mobile Working
Presentation By:
Jackie Love
Senior Officer
Business Improvement Team
Business Development
Contact Details:
0141 276 2224 (22224)
Email:
[email protected]
Mobile Working
WHY GO MOBILE
Mobile working benefits service users, employees and the Partnership:
Service Users
Improved engagement and
customer satisfaction.
Improved information on
status and progress.
Improved speed of process
and delivery of service.
Workers
Us as an Organisation
More flexibility and control of
the working day creating a
balance between work and
home life.
Savings as a result of reduced
paper usage, printing and
business travel costs.
Reduced travelling time back
and forward to the office.
Better sharing of information
across services through
integrated technology.
Increased motivation and
morale.
Improved productivity.
Smarter working by having the
right people in the right place
at the right time with the right
tools to do their job resulting in
less duplication of information.
Mobile Working
OUR MOBILE VISION
Providing the ability to
view and record key
information on the move
Improve work/life
balance
Reduce Costs
Mobile Working
PHASE 1
Consolidation of Mobile Working Across the Partnership
PHASE 2
Initial Implementation of CareMobile App for working offline.
• The Families for Children service will see the first stage of the fostering and
adoption screening application be mobilised saving duplicate written/system
entries being made.
PHASE 3
Roll out of CareMobile
Future Phases to be considered.
Mobile Working
DEVICES
GCC Mobile Devices - have been deployed to 1764 GCC staff and 115 Health Staff.
The majority of staff have dell devices, however some do have the larger HP devices.
All mobile devices have access to 4G.
Health Mobile Devices – In Greater Glasgow & Clyde Around 750 District Nurses are
mobile with a mixture of Dell and Microsoft Tablets.
All of Children’s Services - which include Health Visitors Speech and Language
Therapists, Community Paediatrics have mobile devices, a mixture of Dell tablets and
Laptops. All the above staff have 3 or 4g
Approximately 250 managers are mobile workers throughout NHSGG&C. All using
laptops and standard two factor remote access
Mobile Working
MOBILE BOARD
Chaired by Alison Eccles
Supported by Business Development
Representation across the Partnership (Social Work & Health)
Board was established due to recognition that the partnership was not achieving all
the potential benefits associated with the technology investment.
There is a working Action Plan where the current Focus is on:
Support
Accommodation
Policy & Guidance
Change Management
Printing
Mobile Working
SUPPORT
When Mobile Devices where initially rolled out to staff they where provided with a
range of guidance which was made available within their local intranet as well as
some briefings.
As part of the Phase 1 Consolidation Programme we have carried out further briefings
to approximately 450 staff on,
“Getting the best from their mobile device”. This includes:
Using the Device as a Tablet on the Move
Using the Stylus for On Screen Signatures
Using Microsoft One Note to replace paper notebooks.
We are now planning to work with Super users to cascade briefings in their localities.
Discussion taking place to introduce these briefings through staff inductions and
protective learning. Still trying to establish the support arrangements and plans for
Health Colleagues
Mobile Working
ACCOMMODATION:
We will be arranging for areas across the partnership to be branded as Partnership
Connected. These will be touch down desks available for use by partnership staff.
Currently, Commonwealth House, William Street, Clutha House, Templeton,
Possilpark Health Centre and Maryhill Health Centre have Cisco ISE technology that
enables access to Health networks from GCC buildings and access to GCC Networks
from Health Buildings.
There is a programme in place to update all accommodation details ensuring that staff
have the necessary information to allow them to work from alternative offices. This
includes general housekeeping information such as opening and closing times, swipe
cards, fire alarm, tea rooms, car parking etc. Once this is complete it will be updated
on Connect and communicated as appropriate.
Mobile Working
POLICY & GUIDANCE:
We are comparing Policy & Guidance for Mobile Working between GCC and Health,
where possible bringing this together.
This will enable us to provide clarity to staff and confirm the expectations of the
Partnership.
Mobile Working
CHANGE MANAGEMENT:
It has been recognised that Managers are key to the full implementation of Mobile
Working. Organisational Development are working on a strategy and potential training
materials to support Managers.
Mobile Working
PRINTING:
There is a significant cost to the Partnership due to materials, resources and security,
therefore we need to look at ways to improve our ways of working.
There is a range of developments looking at secure data sharing, which should reduce
the need for printing, for example new solution called Objective Connect that will allow
external and internal staff access to a secure shared area, avoiding mailing and
printing documentation.
On screen signing
• CC6 Review Forms
• Supervision Documentation
• SCJ Reports
• Children & Families Reports
Mobile Working
User Experience
“There are a number of ways I believe having the hybrid devices and the ability to work in a more mobile manner is increasing our
ability to spend more time with clients. The job coach role is not (and should not) be an office based job. Being able to meet
clients in a range of environments is part of our vocational profiling (assessment) phase. It’s important for the job coaches
to be out of the office working with clients and assessing their skills and abilities for when we start applying for jobs or approaching
employers on their behalf. However it’s also important that they keep in touch via email as we are working on a daily basis with
employers who expect us to respond according to business timescales. The hybrid devices allows job coaches the flexibility to
be out and about and to stay in touch.
Our funding from the European Social Fund (ESF) carries with it huge compliance obligations and the requirement for each client
to provide 7 pieces of evidence to proof they are eligible for the service. Copies of this evidence as well as client signatures and
declarations are required to be kept for monthly audit checks on client files. The gathering and storing of this evidence has been
challenging in the past considering the Information Security requirements. However the hybrid devices allows job coaches to
photograph evidence and obtain client signatures directly onto electronic forms. This also means that job coaches do not
have to bring a client’s evidence back to the office to photocopy and then return to the client.
I wouldn’t swear that we’d completely nailed the mobile working yet but we are getting there and increasing in confidence about
how we can maximise this in order to spend more time with clients and / or employers.
I believe the job coaches are positive about this.”
Angie Black - Supported Employment Manager
Mobile Working
User Experience
“The south criminal justice team have found that the introduction of tablets made working mobile across the south of Glasgow
easier. All documents are now electronic and saved in EDRMS which means that we no longer use orange files (with the
exception of those that were in existence prior to us going electronic in 2015). This means whatever site we are using across
the south we can easily access the file. It has saved in space and financially we are no longer buying orange files and using
admin time to make these up.
The team all use their electronic diary and we no longer have a white board – this means that people can be out and about
but health and safety is still paramount.
Some of the team are using the tablet in appointments and reviews with service users and when writing court reports. We use our
electronic signature rather than printing of more paper documents that need scanned.
Overall, the team have embraced the new tablet and we are looking at more ways of using the devices creatively to
improve efficiencies and working practices.”
Yvonne Johnstone - Service Manager South Criminal Justice Team
Mobile Working
User Experience
“Paul has issues with childcare and current traffic congestion and has spent a couple of days last week in Castlemilk
office with his tablet. Really helpful.
Alan in our team takes his notes using the stylus and is getting better at this – he quite likes it I think.
I have used one note at meetings. I’m getting better at it although not great. I know someone who is fabulous at it and sends
note of meeting straight to the meeting attendees via the outlook link straight after the meeting so very timely – wonderful and I
am aspiring to this at the next team meeting. I usually have a minute taker but will not need one then – (result for our admin
worker also). Action notes only via one note”.
Viv Paterson – Project Leader, North West Carers Support