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Case Study: Ministry of Justice introduce flexible online workspaces

Simplifying early stage engagement on a common platform

The Ministry of Justice (MoJ) is currently creating a common platform that will integrate its business and technology systems, both internally and with partner organisations.

It is a complex and urgent project. The MoJ’s existing technology infrastructures struggle to cope with the demands of administering workloads such as the Crown Prosecution Service’s 800,000 annual cases, and the HM Courts & Tribunals Service’s two million proceedings seen in 350 locations each year.

The MoJ’s Project Management Office (PMO) faced significant challenges in developing its common platform.

First, it needed practical plans to rationalise legacy systems, allowing it to deliver streamlined criminal justice operations while meeting Digital by Default specifications.

Second, it had to quickly define a project path as its legacy technology infrastructures were struggling to cope with administrative workloads – including 800,000 annual Crown Prosecution Service cases and 2 million HM Courts Service & Tribunal Service proceedings.

Thirdly, the PMO needed creative but agile development cycles, allowing it to create a common platform with the support of different stakeholders and achieve best results through repeated iterations and improvements.

To facilitate the project, the PMO procured Kahootz cloud collaboration software, via the UK G-Cloud. This allowed it to bring 250 PMO team members together with partner organisations’ IT specialists within secure, flexible online workspaces – in under two weeks. Kahootz now enables them to broaden discussions quickly by bringing on board additional advisers, experts and suppliers as needed.

Kahootz is used for all key early stage engagement processes, and the MoJ’s project team uses dedicated workspaces for a range of online communities and activity streams, including:

Procurement and commercial advice
• Programme management controls
Online workspace
Programme stakeholder engagement
• Programme architecture
• Individual project work streams.

By delivering safe online collaborations, flexible management of project resources, better knowledge sharing and complete transparency of collaboration costs, Kahootz has helped the MoJ achieve efficiencies and major savings.

Many of these benefits have been gained during the MOJ’s procurement cycle. Thanks to shared workspaces, the PMO has been able to aggregate all project information, allowing members to harness the lessons learnt for both next-stage development and the formal procurement process. And because Kahootz is a G-Cloud approved product with clearly defined purchasing terms, it gives the MoJ transparent and flexible cloud licensing. As a result, the project team can easily scale user licensing up or down as development workloads fluctuate.

The MoJ is just one public sector organisation that uses Kahootz to securely collaborate on complex project workstreams and retain crucial project knowledge when working extensively with multiple partner organisations, consultants and suppliers. You can put Kahootz to work on your behalf too – simply sign up for an instant, fully featured free trial or get in touch for further information.

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