Cloud adoption is accelerating throughout local government, as authorities embrace digital transformation to improve efficiency, enhance citizen services and leverage valuable data resources.  For IT staff, the move to the cloud releases the pressures associated with keeping outdated legacy systems up and running and enables a greater focus on delivering new services and solutions to enhance both citizen and staff experiences.  

While the shift to the cloud is accelerating innovation, no one underestimates the significance of changing systems, particularly in highly regulated areas such as Public Protection. Regulatory Services are complex and, with case management systems typically in place for many years, local authorities require not only confidence in the quality of the solution’s current functionality but also clear visibility of the supplier’s development roadmap. They need full transparency of the cost model, encompassing not only subscription but also storage and additional third-party supplier costs. Plus, of course, confidence in the underpinning technology, from cloud design to security, resilience to backup.  

Jamie Henderson, Business Development Team Leader at Idox, highlights the key questions that local government needs to consider when moving to a cloud-based Public Protection case management system. 

Is the system true cloud?

Not all ‘cloud’ products are the same: the difference between genuinely cloud-native platforms and legacy systems with modern front ends will have both immediate and long-term implications for local authorities. Cloud native products have been purpose built to maximise the innovation enabled by modern technology. They enable anytime, anywhere working and support the self-service customer services now expected. Furthermore, true cloud systems deliver automatic updates, removing the pressure on in house teams to schedule routine changes, and ensures costs are predicable – a key consideration in highly regulated areas.

In contrast, a number of ‘cloud’ systems are still using legacy back-end architecture which, by default, constrains opportunities for innovation. The underpinning technology infrastructure and product history will influence product development and support for key areas such as mobile working, citizen self-service, even Artificial Intelligence (AI).

It will also affect the total cost of ownership, from product subscription to storage, as well as security and resilience. A natively cloud-built, fully web-based, mobile-enabled platform designed from the ground up for modern regulatory services, such as Idox Cloud, offers a Software as a Service (SaaS) subscription model which delivers predictable costs throughout the product’s contract. A native cloud model also demands a strong supplier commitment to security, including not only ISO 27001 certification but also the Cyber Security Standard, as well as robust resilience and data management strategies.

Is the solution designed specifically for Public Protection?

When assessing a product’s native cloud status, it is incredibly important to understand its history. Where does the product come from? Has it been developed from the ground up by a company with a deep understanding of Regulatory Services departments and long-standing local government track record – or has the supplier adapted an existing solution to fast-track development? While adhering to the SaaS model, if the underpinning solution is owned by a third party, the supplier does not have control over either the cost model or software roadmap, compromising the certainty required by local government.

Regulatory services are complex, statutory, and under constant pressure. Case management is multi-faceted, muti-tiered and multi-function. Public Protection systems must support the specific demands of UK local government and ensure regulatory compliance at every step. They must reflect real workflows and inspection practices. Critically, Public Protection activity is diverse: does the system support the needs of all departments or is it skewed towards one discipline?

A true cloud solution such as Idox Cloud is functionally rich across environmental health, licensing, trading standards and private sector housing. Powerful end-to-end integration provides a golden record, eradicating the data silos and duplication that can lead to missed insight. Advanced automation builds on this single record to empower timely and effective inspection to drive efficient case management and a better customer experience.

The right, cloud solution will not only accelerate digital transformation but also provide a foundation for the next level of innovation required to improve efficiency and effectiveness

Mobile-first working for inspection and enforcement is a priority for local government and empowering staff with secure anytime, anywhere access to information is one of the key benefits of moving to the cloud. However, it is really important to check how the system works, especially in areas where mobile access is inconsistent. Can workers use the system both on and offline? Idox Cloud provides App based offline access when networks are not available, ensuring information can be updated on site and automatically synced with the core system when back online.

Is the solution future proof?

Continuous system development is vital, not only to maximise the value of technology innovation but to keep pace with regulatory and legislative changes, as well as citizen expectations. A product’s genesis will influence the development road map. A supplier that has developed the system from scratch and owns the system’s Intellectual Property (IP) is also in control of all future innovation. It can respond quickly to any regulatory changes to ensure customers are up to date, deliver regular enhancements and provide a clear road map for product development.

Critically, a supplier should be actively seeking customer input to support future development. Options such as a customer ideas portal and regular feedback sessions build a collaborative approach to system development that reflect the evolving needs of Regulatory Services.

In contrast, without IP control a supplier will be at the mercy of a third party’s development plans and priorities, making it far harder to respond to customer demands. This is especially key for products that are re-purposed rather than specifically developed for Regulatory Services, where the needs of UK local government are unlikely to be high up the development wish list.

Is the supplier a Local Government expert?

Public Protection encompasses multiple disciplines, demanding suppliers and developers with deep experience and understanding of the duties and pressures within local government. In addition to ensuring products reflect both staff needs and citizen expectations, local government expertise is also key in supporting the migration from on premise to the cloud.

Indeed, it is important to recognise the scale of the migration from on premise to the cloud, especially in data migration. Good data is the foundation for more efficient working and empowering staff to make faster decisions. It will also support the push towards AI-enabled tools that will drive further improvements, for example within citizen facing services.

The supplier’s track record and understanding of local government data resources is an important consideration. Local authorities need also to take ownership of their data: a supplier should provide consultative migration support, but both parties need to work together and set realistic timeframes for the process.

Conclusion

Changing a key operational system such as Public Protection Case Management offers a number of significant financial and operational benefits. The right, cloud solution will not only accelerate digital transformation but also provide a foundation for the next level of innovation required to improve efficiency and effectiveness throughout Regulated Services.

But not all cloud systems offer the same level of functionality today or in the future. While there are inevitably challenged associated with changing Public Protection systems, investing in the wrong solution will bring far more challenges in both the short and long term. A true cloud product, such as Idox Cloud, built from the ground up by local authority experts, working alongside local authority customers, delivers the needs of Regulatory Services today. Critically, starting afresh with a native cloud solution ensures Idox, in collaboration with customers, retains total control over future investment, vision and design without boundaries.

Get in touch with our team to learn how Idox Cloud can transform your Public Protection service delivery. Click below to speak with our team.