The Client

Details supplied on request, employs 140 members of staff, 60 remotely. Based in Cardiff it is independent of the National Assembly for Wales but is funded by it.

The Challenge

The pilot was based on a group of around 10 staff working across the UK with differing levels of IT knowledge. Laptops were of similar specification and software builds. Governance was through the normal process for small scale IT Pilots in government, involving close liaison with stakeholders and senior management. All documentation was stored in SharePoint so enabling visibility of project progress.  Business Solution

The IT Strategy stated that it planned to exploit the scope provided by Skype with Webcams to enable (mobile) users wherever they were to use voice and video to communicate with each other. Creating a “virtual teams” capability. Some users already used Skype at home to communicate so know what it could do. A new batch of laptops in early 2010 with built in webcams for video which made a pilot feasible, although a batch of webcams were used as well to retrofit older laptops.

Westgate IT found that enthusiasm among potential users for this pilot was immediately evident and the project rapidly gained momentum with over 14 volunteers in, both laptop users and desk based management and corporate services users (with PCs) in Cardiff. Each user was equipped with a Webcam, and the Skype software & accounts set up using Westgate technical support as needed.

The solution here using Skype/VOIP/Webcam met Functional Requirement which was in essence to implement an effective way of communicating and collaborating using webcams and VOIP voice phone services. The solution as a whole is already in use by millions of users globally (both personal and business) so was low risk technically, and low cost.

On timescales, the client wanted the project to start immediately which it did with users operational from end January 2010, with the pilot to be completed around the end of March 2010 after an 8 week project.

The client found that the benefits were immediate with managers and team leaders being able to see staff on screen when talking to them when working onsite or at home, or when at inspection sites i.e. it made “virtual” team work and inspection support (by Cardiff staff) (and of course Westgate IT support) easier.

Setup costs were minimal as the cost of setting up initial personal Skype accounts for each user (where they did not have existing Skype accounts) was around £10 per user.

Any mid price webcam was suitable, and the client bought 10 Logitech QuickCam for Notebook Deluxe sold at around £35 each i.e a total cost of around £350.

Outcome

The technical implementation proved easy with few technical support issues created. Users found the Skype software easy to use with benefits immediate and sustained. The pilot was a success and the equipment is now seen as a basic tool for any mobile/flexible worker that wants the benefit of it.