Lambeth – Transforming Our Business By Managing Information

Lambeth Council has an ambitious intention to enable a fully flexible and collaborative workforce in partnership with its citizens and local businesses. This will be delivered within a new physical environment with a planned staff:desk ratio of 10:6 and a physical storage allocation of 0.5 metres per person by 2017. We have non-negotiable plans to downsize significantly over the next 24 and need to help our staff and partners to work in this new environment. One of the key elements in this transformation is ensuring access to appropriate documents at all times and in all locations, through the implementation of a paper-free environment within the council.

The council is presently seeking a suitably experienced partner to assist with a time limited exercise to: 1. Document the current situation, 2. Articulate a preferred future state, and 3. Describe the work streams required to achieve this future vision.

The following principles have been agreed, and will be used to guide this work:

• Location neutral working Staff of the both the Council and appropriate external agencies will be able to access all appropriate documents and management information required to carry out their roles irrespective of physical location.

• Minimal paper coming into and exiting the council, no paper within the organization Documents circulated within the council will be in an electronic format. Where paper documents are received by the council they will be transferred to an electronic format at point of entry. Similarly where the council is required to produce paper documents these will be transferred from electronic to paper format at point of exit. All of the foregoing subject to legal and regulatory requirements as appropriate.

• Efficiency improvements and cost savings It is essential that the future state releases significant efficiency savings for the council, for example through implementation of workflow processes, and it is anticipated that the council will be seeking a return on investment within 3 years of implementation.

The council is not seeking a new technology solution at this stage. Lambeth already has a suite of appropriate technology components that will need to be considered in developing both future vision and recommended work streams, at all times referencing the three principles outlined above.

You will be expected to produce a formal report and associated presentation(s) that can be used across the council to explain the agreed future vision and clearly articulate the tasks required to achieve this future state. It is anticipated that the outputs of this work will form the basis of a programme of work that could span some 18 to 24 months.

It is anticipated that the council will have discussions with a small number of suppliers, based on initial responses received, before identifying a preferred partner. These discussions are likely to be on 18, 19 and 20 May 2015.