How to deliver £3.4m+ ROI in 12 months (with help from the right partner)

1. How to deliver £3.4m+ ROI in 12 months(with help from the right partner) Presented by: Nick Clemson - Auros John MacLeod – Scottish Police College 29.04.2008

2. Overview • PINS background • CMS project roadmap • Partnership choices • Project Overview • Return on Investment • Project expenditure • Cost saving analysis • Cost benefit analysis • ROI Analysis • Future returns, extended ROI • Summary • Q & A

3. PINS Background • The Police Information Net for Scotland • Legislative Database developed from the Grampian Police Manuals • First electronic version 1998 using a bespoke CMS • Categorised as a book, not an electronic resource • Published to 8 Scottish Forces, MOD, BTP and various other agencies via CD distribution • 2002 Business requirement outlined for improved processes, delivery, system & information architecture • Multi project fit, Intranet and Internet CMS requirement

4. Project Roadmap • Discovery • Definition • Tender Process • Design • Development • Content Migration Lifecycle • Deployment • Testing • Dedication • Phased Service Improvements

5. Partnership choices • Multi vendor tender a la public sector • Vendor appraisal • Short listing • Audience centric requirements • Project management ethos / Prince2 • Budgetary considerations • Timescale requirements • Infrastructure fit solution • Long term working relationship

6. Integration partner + Enterprise solutions vendor = The ideal solution

7. Project Overview • Audience centric requirements discovered & defined • Implementation partner chosen, Auros • Partnership project team & resources agreed • Project plan developed / Prince2 • Final budget agreed • Work packets agreed & scheduled • Project monitoring & stage sign off • Project dedication to audience • Ongoing partnership activity for current and future project enhancements

8. Return on Investment Public Sector ROI is a Cost Savings Cost Benefit Realisation Cost Savings • Content re-purposing • IT Productivity Increase • Workflow • Rollback • Reduced re-branding costs Cost Benefits • Information search and retrieval improvements • Audience centric information resources • Function based toolset

9. Project expenditure • Initial budget - £40,000 /with 8% tolerance • Revised budget - £94,000 /with 4% tolerance • Project within tolerance / timely delivered

10. Cost saving analysis • Process bottleneck mitigation • Dynamic repurposing of content • Template styled site allows dynamic rebranding • Improved workflow allows ease of publishing • Historic content retrieval for FOI legislation simplified

11. Cost benefit analysis • Based on 220 work days per annum • Hourly on cost averages £27.50 • 24,000 total workforce • 10,000 PINS user base, Police & Staff, sporadic users excluded • 0.65% Productivity increase based on 1 hour / month • 1.43 days per year saved • Total £3.18 million cost benefit saving per year • Analytics show this is being achieved

12. ROI Analysis • 37.68 / 1 ROI ratio year 1 • Break even point less than 10 days Now that’s a real Return on Investment!

13. Future returns, extended ROI • Information subscription • Open and Distance Learning materials • Best practice sharing • Forums • User groups • Automatic taxonomy categorisation • Digital assets management

14. Summary • Low investment – High return • Platform for success • Operating information cornerstone • Scalable best practice solution • Untapped potential • Information and skill sharing toolset • Usability mitigating audience culture barriers • Choosing the right partner makes your life easy!

15. Q & A