Microsoft UK Public Sector - Efficiency - Economies of scale without the scale

The technology options available to smaller public sector organisations is growing- and new licensing regimes are making them ever easier to purchase, too. Stephen Pritchard learns more…

Much as for small business, smaller public sector organisations face some challenges, when it comes to squeezing the most value out of information technology.

IT systems are sometimes sold with large companies in mind, and are only seen as delivering efficiency and productivity benefits to those that can afford to spend major sums on IT projects. And the latest cutting edge technologies, some believe, will only help those with deep pockets and extensive, internal IT organisations geared up to make the most of innovation.

But IT can help – and is helping – smaller public sector organisations transform their business processes. The current generation of server technologies, collaboration tools and desktop applications are all designed to enhance productivity in small organisations as well as large.

IT managers – and especially managers of organisations without a dedicated IT staff – will also find that that latest versions of popular server and desktop operating systems, as well as productivity applications, are easier to deploy and manage than their predecessors.

The growth of powerful and customisable – yet quick to deploy – back office software and the increasing importance of hosted software applications also stand to make it much easier for smaller organisations to update their technology, whilst minimising capital outlays and without the need for teams of IT specialists or external consultants.

One of the quickest “wins” for small organisations is to improve the way staff collaborate. In a large number of public sector organisations, several small teams might cover wide geographical areas; this is especially the case in areas such as social services, education and health. But such teams also need to work with each other, and work with other agencies, in a flexible way.

Document-focused tools such as Microsoft SharePoint make it easier to create knowledge “repositories” as well as to manage documentation in such a way that staff can access, and add to, critical information whether they are in the office, or on the road.

On top of this, technologies like Office Communications Server allow teams to establish ad-hoc work groups, and to improve internal communications, even if they are not in the same physical office. Office Communications Server, for example, uses “presence” technology to show team members who is available for a call or a web conference, at the click of a button.

Both technologies run on standard server infrastructure, making them quick and easy to deploy even in small or mid-sized organisations.

“Collaboration is a key facet for most local government organisations today, whether it is citizen collaboration, using technologies such as SharePoint, or document management and work flow drivers within the organisation, or at an intra-governmental level,” says Microsoft’s Mark Smith. “How the parish council integrates with the county council, or the police force, is now a key driver.”

As well as collaboration tools that allow smaller organisations to punch above their weight, both in internal process efficiencies and in the service they give to their clients, a new generation of both desktop and back office software is also giving smaller organisations access to resources previously limited to their larger equivalents.

Microsoft Office might be a tool already on the desktop of most local government staff, but the suite is now easier to use and more powerful than ever.

As well as user interface improvements, it integrates better with back office applications or external data sources, so that staff who might need occasional access to sophisticated data environments can do so, from within a familiar interface. Excel, for example, is the most widely deployed client application for business intelligence and analytics software, regardless of the back office software provider.

At the same time, Microsoft has bolstered the capabilities of its own Dynamics business software. Dynamics CRM (customer relationship management), for example, is quick to deploy and runs on low-cost, industry standard server hardware yet is still highly customisable, and as a result is used by a growing range of government organisations.

Public sector managers, however, will still be wary of deploying new technology if it adds a significant burden to the IT department. But products such as Microsoft’s Small Business Server and Essential Business Server provide significant improvements in both security and reliability, but are also easier to administer than earlier software packages.

Management tools such as System Center bring sophisticated administration of IT within reach of smaller organisations; System Center not only controls desktops and servers, but can also allow organisations to set policies for mobile devices – increasingly a key tool increasing effective service delivery in the public sector. System Center also allows managers to roll out standard configurations to desktop and mobile PCs, and gives smaller organisations a way to control costs and to ensure data security policies are enforced.

For organisations that would rather not, or cannot justify, further in-house investment in IT, the growing market for “cloud” computing offers an alternative. Microsoft’s Azure cloud computing initiative, for example, will give smaller organisations access to enterprise-grade computing facilities without the need for any up-front capital expenditure. “Managers will not need to worry about the IT infrastructure; they will be able to let Microsoft or a service provider worry about that,” says Smith.

None of this, though, will benefit smaller organisations if the result is a large bill. Microsoft has recently launched its Open Licensing scheme, which allows public sector organisations to access nationally-agreed preferential pricing even if they have as few as five seats.

The intention is to bring the economies of scale enjoyed by central government department and large agencies to all public sector bodies. But there is an added advantage: organisations can continue to buy from their preferred local suppliers, often small businesses in their own right.

“Public sector organisations can continue to buy technology from their local suppliers, even if it is the PC shop around the corner,” says Smith. “They might also supply hardware, or support services, or installation. But now they can offer this at a standard government discount, as well as offering their own specific skills.”

As a result, small public sector organisations can continue to use the service provider or value added reseller they trust – and who knows their business – but immediately enjoy cost savings on their essential IT licencses.

Microsoft Small Business Server

Essential Business Server

Microsoft System Center

Microsoft Public Sector Licensing

Stephen Pritchard is a journalist of many years standing specialising in business and technology. He writes regularly for the Financial Times, The Independent, Information Age and Red Herring.