It was important to us to deal with a supplier that understands the special requirements of public sector organisations
- From June, all council committee meetings will be paper-free, with substantial cost savings, and efficiency and environmental gains -
London & Dublin - May 6th , 2009 – Kainos (www.kainos.com), a leading IT consulting company, has announced that a major project at Dublin City Council will save 15,000-20,000 Euros a month by eliminating paper from committee meetings. This is thanks to a new Microsoft SharePoint-based collaboration solution that Kainos has developed for the City Council.
The cost savings will manifest themselves from June this year, when a newly-elected council will take office and the new paperless meetings will take effect.
“These figures are a conservative estimate, and relate solely to the money we’ll be saving on printing and distributing documents in advance of meetings,” noted Oliver Douglas, Senior Staff Officer, Councillors IT Support at Dublin City Council.
The new City Council Meeting Site solution will enable meeting agendas and supporting documentation to be circulated and shared electronically over a secure intranet before and during meetings. As well as dispensing with the need for paper documents, this dramatically shortens the process involved in preparing and circulating content.
Hailing the project a great success, Oliver noted that the implementation time had been impressively short, with Phase 1 of the project (addressing City Council meetings) deployed within 3-4 months of initial discussions. Phase 2, addressing Dublin’s numerous sub-committee meetings and transforming the meeting experience for some 200 users, is now also approaching completion, and paperless meetings are now being trialled. Kainos’s collaborative approach to developing the solution has been crucial to this rapid delivery.
“Kainos went through the entire meeting process with us, to understand where we could achieve the greatest gains, and from this developed a prototype,” said Oliver. “It was important to us to deal with a supplier that understands the special requirements of public sector organisations.” For example, councillors are not full-time employees, so require any technology solutions to be very easy to use, he explained.
Dublin City Council holds numerous meetings each month, from the main council meeting involving some 52 councillors, down to multiple sub-committees which take place across Dublin’s five sub-areas. Each meeting had previously cost between 2,500 and 3,000 Euros in printing and courier costs as agendas and supporting materials were produced and sent out, Oliver said. From June, these costs will have been completely eliminated, adding up to a monthly saving of at least 15,000-20,000 Euros.
“As well as the considerable cost savings, sharing and viewing documents online, both before and during meetings, is much more efficient and addresses our environmental targets too,” Oliver concluded. “We’re very happy with what Kainos has achieved. As well as developing a solution that has addressed our exact needs, it has been invaluable having regular access to an on-site consultant during the development phase.”
Other highlights of the new system:
* Meeting data is dynamically managed from City Council Meeting Site
* Less time is spent organising City Council meetings and documentation, and on informing meeting attendees
* Question/Motion management avoids costs such as telephone calls and possible travel costs for pre-meeting visits
* All historic meetings are being migrated onto the system, so users can see notes and details on past meetings
* The new system can be tailored for other similar meeting types, offering additional cost reductions
Kainos designs and implements IT solutions that make businesses perform better. As a specialist supplier of eDRM solutions to central and local government for more than 20 years, Kainos has an excellent track record of success.
The company was founded in 1986 and is headquartered in Belfast with offices in Dublin, London and Gdansk. Kainos employs over 260 consultants and its customers include some of the biggest names in both private and public sector throughout the UK and Ireland, including Northern Ireland Health, the Audit Commission, Information Commissioners Office, RICS and Cushman & Wakefield. For more information, see www.kainos.com.
Carina Birt, Sarum
+44 1722 411150
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