Welcome back to the weeknotes for OneCase, Hackney Council’s new casework management system.
For those of you new to the project, the last weeknote we published was on the 7th February. As a bit of a recap, though, OneCase will be the software we use to manage all casework, freedom of information (FOI) and subject access requests (SARs) received to Hackney Council. This means every service in the Council needs to know how to and be able to use it. A big task!
We’ve had a name change, too! After a successful naming competition, the system will be called OneCase from now on.
Since you last heard from us, we have been performing our user acceptance testing (UAT) on the software. Colleagues from the Mayor & Cabinet office, parking, housing, housing needs, business analysis and complaints, children’s services, adult services, information management and building maintenance have all come together (physically as well as in spirit) to ensure that the system delivers what they need to do their job in an efficient and effective way. Thank you to colleagues in ICT who have afforded us some of their space so that we can sit as a team; It’s been an enormous help to have everyone co-located for the testing. I’m also delighted that some of the IT crowd were as excited about UAT as the testers! It made us all feel a little less stressed so, thank you.
All the preparation and planning we have done seems to have paid off. We’ve found 126 issues that we either need help with or that need system tweaks making in just 2 rounds of UAT. That is no minor achievement and the test team should be (and are!) very proud of themselves. We have 1 week of UAT left where our main focus will be verifying all the fixes, working out how to handle what can’t be fixed and double checking the more complex flows to make sure we didn’t miss anything.
We do have a couple of items which are of more concern that others and could derail us if we don’t keep a close eye. These are around saving changes to documents using Google Docs, saving changes to draft emails and uploading Google Docs. We’re hopeful that between us, Hackney and Civica can pool their knowledge to chase down the gremlins and get it fixed.
We’re working with integration experts too anticipation of environmental UAT when we can test single sign on (SSO), emails, data migration and our FOI submission form (provided by MySociety). Environmental UAT is due to start in the first week of March and run for 2 weeks
In the background, we have been planning for the roll out of the system across the Council. The approach we have decided to go for similar to that of the G-Suite roll out in Hackney. They used show & tells, user guides, floor walkers and team based experts to ensure staff had the support they needed to move over to working with Google tools.
We won’t have any formal, classroom style, training. We plan to have 16 ‘experts’ dotted throughout the Council to help within their own teams. We’ll also run show & tells on particular aspects of the system which we can record and put online afterwards for reference, produce user guides, hold ‘Ask us anything’ type sessions for any specific issues via hangouts and have floor walkers across the Council’s sites after launch who will be on hand to help in the first few weeks of go live.
As we need to cover the whole Council, we need to get this right so we’re working hard to make sure we have the right people doing the right things.
That’s all for this update. Don’t hesitate to get in touch with us if you have any feedback!