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

Presented by: Nick Clemson - Auros

John MacLeod – Scottish Police College29.04.2008

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

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

Project Roadmap

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

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

Integration partner

+

Enterprise solutions vendor

= The ideal solution

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

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

Project expenditure

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

Cost Incurred - Year 1 Purchase Days No of emps Ttl Days Value p Day Ttl ValueTraining £3,260 £3,260New Hardware £4,800 £4,800Server Licences £31,494 £31,494Support & Upgrade £5,669 £5,669Other Costs £17,500 £17,500Template build 14 1 14 £775.00 £10,850.00Incurred re-branding costs 3 1 3 £775.00 £2,325.00Migration of existing data 17 1 17 £600.00 £10,200.00Cost of project meetings 6 2 12 £900.00 £10,800.00

Sum: £96,897.92

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

Cost Savings Per Annum Percent Days / Emp No of emps Ttl Days Value p Day Ttl ValueImproved IT Productivity 20 96 2 192 £190.00 £36,480.00Reduced re-branding costs 80 16 1 16 £190.00 £3,040.00Workflow / Rollback / Contingency 40 60 3 180 £140.00 £25,200.00

Sum: £64,720.00

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

Cost Benefits Per Annum Percent Days / Emp No of emps Ttl Days Value p Day Ttl ValueInformation retrieval 0.65 1.43 10000 14300 £220.00 £3,146,000.00Content Creation 40 48 3 144 £220.00 £31,680.00

Sum: £3,177,680.00

ROI Analysis

• 37.68 / 1 ROI ratio year 1• Break even point less than 10 days

Now that’s a real Return on Investment!

Return on Investment = Benefits - Investment x 100 / Investment

In this equation: 37.68 or a ratio of : 37.68 is achieved in the first year

In calendar days Break Even is reached after (days): 9.69 or in months : 0.32

Future returns, extended ROI

• Information subscription• Open and Distance Learning materials• Best practice sharing• Forums• User groups• Automatic taxonomy categorisation• Digital assets management

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!

Q & A