Embracing digital alternatives for delivering public sector services

The transition from portal to cloud based services is not new. Launching G-Cloud in 2012, the government has been working to transitioning their data and infrastructure to cloud based computing. They’ve made pushes over the years and there’re been considerable developments. Home Office has just migrated their HR workloads for thirty-five thousand employees to cloud based systems.

However, the government were criticized for a slower and less cohesive cloud adoption than other European Countries and even the USA. Even now, many local government departments still lean on legacy systems despite the vast majority, 87.2 percent, strongly desiring a full move over to cloud systems. Councils fare slightly better with over 60% now using cloud infrastructure. Simply put there's progress, if slow.

Pandemic Pushed Progress.

Fast forward to today. Of the many impacts that the Covid-19 pandemic have had over the previous year, it seems that the propelled adoption and acceptance of cloud services has been a positive one. Public sector businesses and departments have had an object lesson in the benefits of the cloud. Some, like the health sector are believed to have made four years’ worth of advancement during the pandemic.

At a time when interpersonal contact was at its lowest, cloud-based systems allowed for arguably closer work collaborations with real-time information updates.

Real-time communication.

There was always the concern that limiting interdepartmental contact will lead to information silos with information either not being communicated or that time will be wasted with identical data being collected and compiled in parallel.
One of the great values then of cloud-based services; is in the creation of real-time forms and data bases. Instead of siloed information, these allow for a single composite with multiple people not only able to update information real-time, but that information is pushed to all anyone connected to the projects.

Lockdown lessons learnt.

The lockdown and its associated social distancing rules have made in office teams and departments more aware of the usefulness of these functions. But this sort of ability has always been of value to departments within office admin staff needing to communicate with their on-location workers or contractors.

Beyond simply improving communication speed across departments, cloud services facilitate the speed and accuracy with which inspections and compliance checks are completed.

Traditionally project inspectors would have to chase up paperwork and travel to sites to visually confirm. Public sector Cloud systems allow for off-site monitoring with mandated form completion, evidencing and sign-off before continuing with taskings. That, and the ability to undo completion status when faults are found, means the auditing and compliance checks have never been easier to complete.

Integrating Suppliers.

Insisting contractors use the same services would give greater over-sight to council inspectors and give project managers a clearer view of the progress on individual jobs, and the component tasks of larger jobs. This facilitates a more accurate timetable for projects helping to keep work on schedule and avoid missed deadlines.

All these benefits result in streamlined workflows, higher safety standards, and greater accountability across public sector departments - all important targets.

Budget Benefits.

Beyond that there is the ever-pressing concern of affordability. Between 2010 and 2018 public sector spending has declined with Highways and Transport seeing a 40% decline. In the face of this, departments are having to meet the challenge of making economies without compromising standards.

Transitioning to, and greater integration of, cloud-based software solutions are a clear answer to this challenge. Re-flow's own research and client case studies have been able to show they can reduce lost time, and improve compliance and safety, while providing considerable savings to operating costs.

Re-flow to the Rescue

The portfolio services for Re-flow Highways, groundcare and maintenance is designed to support and accelerate the IT transformation programme for councils and govt departments/agencies. Whether this is by introducing their first software solution to replace manual and paper-based processes, or simply overcoming the commercial constraints that have traditionally stopped public sector organisations making a full digital transformation, we are pleased to be able to assist the various requirements for a digital transformation . Our public sector services are secure, scalable and cost effective and we have to meet high standards of security and compliance to be an approved supplier on this framework.

Re-flow software is perfect for job management in:

  • Roads Highways and Maintenance
  • Landscaping and Ground Care
  • Traffic Management
  • Facilities Management
  • Fit-out and Maintenance

Why is Re-flow workflow management software ideal for managing remote workers across multiple public sector divisions?

The software works in 7 simple steps to give an end-to-end workflow solution:
   1. Create jobs and tasks, add all information and send to workers on location.
   2. Schedule users in the calendar and assign map locations to jobs.
   3.Add digital forms and workflows, to ensure all paperwork is completed and processes followed.
   4. Assign assets to jobs and users with scannable codes for tracking, maintenance and health and safety compliance.
   5. Mark-up images, sign off forms and tag all submissions with time/date/location tags.
   6.Produce quotes, invoices or accurat labour and material usage reports within the app using inbuilt calculators.
   7.Receive information and produce reports to make data-driven decisions and improve costs, safety and efficiency.

Mike Saunders, Managing Director of Re-flow commented
“Our services being made available on the Digital Marketplace is important to us for two key reasons. Firstly, that we can provide support the public sector, that will hugely benefit from our workflow management software, but also that we can help provide better value to the UK Taxpayer at a time when we need to make every penny count.”

Under our G-Cloud Agreement, we can provide:

Cloud Software (SaaS)
Replacing manual and paper-based processes with a system that works on a handheld device, regardless of whether you have signal or not. This means we can provide on-site access for field operatives to all job information, task lists, schedules, work plans and timesheets. Any HSE, HR or work forms that are required can be found on one app, from risk assessments to toolbox talks and more. This allows councils to manage SHEQ compliance and provide time, date and location information, as well as digital signatures, for any information submitted back to the office. See our Cloud Software Services on the G-Cloud

Re-flow software is a cloud hosted service, so we offer our software platform with hosting of your data on servers that are backed up multiple times per day on a 30 day retention policy and with 100% network uptime on the ISO certified, data centre complex in the UK. See our Cloud Hosting Services on the G-Cloud

Cloud Support
Support for our cloud services are offered via our ticket system – accessed through the Re‐flow dashboard – and by telephone. We monitor the Re‐flow system and our hosting services 24/7. Raising a ticket alerts the whole support team so you know your message has been seen and is being dealt with. See our Cloud Support Services on the G-Cloud