Printing @ Hackney weeknotes – WC 03/02/2020

The existing Xerox MFD contract is coming to an end and a project is underway to start planning the move to shiney new Canon devices from March 2020. But the project isn’t just about replacing like for like – the Council wants to print less as it’s better for the environment, more convenient for most people and keeps information safer.

We want to make sure teams are only printing where there isn’t a better way of doing a thing (e.g. accessing meeting documents using Chromebooks/iPads rather than on paper, communicating with our residents via SMS and email rather than by letter) and where things do need to be printed then we want to ensure that professional print services (the Council’s Print Unit) are used where it makes sense.

Project team: 

Tony Gallagher – Product Owner

Ollie Parrish – Delivery Lead

Sachin Rai – Supporting Delivery Manager

Steve Addison – Procurement/Contract Lead

Alexey Tyurin – Technical Architect

John Boateng – Service Support

Hidayat Deen – Lead Delivery Apprentice 

Arfan Nawazish – Fleet Copier and Print Support Officer

What we’ve done this sprint:  

  • Myself and Arfan met with Roger Patel to get a further understanding of his teams printing needs. We cross checked our MFD fleet design against Roger’s request for where we will be placing the shiny new Canon devices. Roger also asked some interesting questions that we’ve popped back to Canon. 
  • Ollie, Arfan and Tony did a final check over the core campus against the MFD fleet design and since then have discovered a few differences with our data about existing print volumes that have had to be urgently worked through. As a result, some changes were made to the fleet design. 
  • Jas and Paul from Hackney Learning Trust have continued working with us by adding in more feedback they have from testing with the POC device. 
  • At the moment there isn’t a definitive answer around whether the public devices in libraries are in scope for the project, as there is wider work taking place to look at public IT services in libraries. We’ve started to carry out some work out to look at the potential fleet design for public libraries devices in case the decision is to put them into scope.
  • Alexey has been working with Mal on planning a new Cloud Solution deployment on legacy windows and mac environments. 
  • Whilst the fleet design is pretty much finalised for the majority of sites there are 25 locations where we need to check in with the teams based there to make sure some of our assumptions are correct. We’ve spent some time planning how we’ll go about doing this

Blockers:  No blockers this week!

Next sprint:  

  • Reporting and solving issues in the POC issues log is an ongoing task that Canon is focusing on. So that the user experience when printing with these devices, is as smooth as possible. 
  • We’ll be paying visits to the smaller sites, so that we understand and validate their user needs. We want to make sure all users are focused on, it’s easy to focus on the core campus as they contain almost more than half the MFDs. 
  • There is a need around defining the end to end support processes, so conversations between IT Service Support and the Print team will be happening. To help with this, we have acquired and are still gathering the current support tasks we carry out. This is a result of the current issues we’re facing when interacting with the Xerox devices. 
  • We’re planning to move our POC device down to the atrium Ground floor in the HSC. But before doing so, we will need to do some sort of handover to Roger and the team. 
  • Once uncertainties have been ironed out, we hope to sign off the POC and contract so we can order our first lot of devices. 
  • We need to start some form of staff wide communication regarding the roll out. This could be in the form of info boards (screens around the HSC) and an initial email for non campus staff, which should be updated weekly.
  • A sustainability statement around the reduction of our carbon footprint and a firm wide understanding of the impact of MFD, Print, reduction needs to be agreed on, including how Canon are responsible for collecting and recycling of empty toners, waste packaging, spare parts. All in accordance with the  Waste Electrical and Electronic Equipment (WEEE) regulations. Also how we are going to influence user print behaviour and introduce best practices to reduce costs.

That’s all from us this week, thank you for reading!

Printing @ Hackney weeknotes – wc 27/01/2020

The existing Xerox MFD contract is coming to an end and a project is underway to start planning the move to shiney new Canon devices from March 2020. But the project isn’t just about replacing like for like – the Council wants to print less as it’s better for the environment, more convenient for most people and keeps information safer.

We want to make sure teams are only printing where there isn’t a better way of doing a thing (e.g. accessing meeting documents using Chromebooks/iPads rather than on paper, communicating with our residents via SMS and email rather than by letter) and where things do need to be printed then we want to ensure that professional print services (the Council’s Print Unit) are used where it makes sense.

Project team:

Tony Gallagher – Product Owner
Sachin Rai – Supporting Delivery Manager
Steve Addison – Procurement/Contract Lead
Alexey Tyurin – Technical Architect
John Boateng – Service Support
Hidayat Deen – Lead Delivery Apprentice
Arfan Nawazish – Fleet Copier and Print Support Officer

What we’ve done this sprint:

  • In relation to testing, we’ve discovered more issues and things to consider. We’ve realised that there are issues with printing, especially from different devices such as Android.
  • Now that the POC testing has been completed, we’ve now shared the results as a team and have discussed the common issues.
  • We had a team testing session along with Jas and Paul from Hackney Learning Trust.
  • We’ve had a catch up with Libraries to know exactly what devices are public facing or staff ones. Yvonne has shared a list of devices that’s in the libraries, which has helped us identify what’s in scope for the project.
  • We’ve met up with Jackie and Eko from Contracts & Procurement to understand the support tasks and the current issues they face whilst supporting the existing Xerox contract.
  • The user guide script has been revised after rolling it out to other test users, with the aim of it being more useful with using less words.

Blockers:

  • Although the contract has been drafted, the fleet design (i.e. what devices will go where) needs to be ironed out. We’re in the final stages of discussion on this with Canon and hope to have it agreed over the next sprint

Next sprint:

  • We’re continuing our work with libraries, liaising with them as to how many devices there should be in each library
  • We’re going to share our testing results with Canon, to make them aware of the issues we’ve faced with the POC device
  • We’re going to meet up with Facilities Management, to understand their support process. We were supposed to meet up but had to reschedule
  • There are a few uncertainties in regards to printing rules, so we’re going to have conversations with Canon to understand what restrictions are possible (e.g. max pages per print job, maximum pages per user per day) are possible so we can make decisions on what to put in place
  • With Google Cloud Print ceasing to exist at the end of this year, we’re thinking ahead of how this will affect printing and our potential contingency plan. Canon are confident they will have an alternative solution in place by then but we need to understand the worst case scenario
  • Once uncertainties have been ironed out, we hope to sign off the POC and contract so we can order our first lot of devices

Thank you for reading,

Hidayat

Submit My Planning Applications – Week commencing 26/08/2019

Welcome to Submit My Planning Application weeknotes. 

For more general updates, continue to check our project site; showing all the great stuff we’re doing and key information about the project. Alongside the project site, also be sure to check out our blog post

Thanks

A big thank you to Andy E for all the work he’s done with us on this project as well as here at Hackney. He’s been a huge asset for us and he will be missed. We hope the best for him and the rest of his career!

What we did this week:

  • We’re addressing bugs identified from the QA test run
  • We made a lot of copy updates to improve readability and correct typos
  • The verification process for when a user comes to use the service via the account creation email has been tested and it works! 
  • We’ve been testing the ‘review’ feature for when a user wants to check the answers they’ve submitted 
  • Testing and updating templates for the emails sent for when a user submits an application  
  • Requested for the chosen URL to be set up by the infrastructure team so we can access the front end service through it
  • We did a lot of content checking

What’s next:

  • Planning our launch at PlanTech week (19th September 2019)
  • Finish off fixing bugs 
  • Deploy onto Hackney’s infrastructure 

What are we keeping an eye on?

  • Integrating with Tascomi 

Decisions:

  • None this week!

Thanks for reading!

Planning Applications Team

(AKA Emma H, Andy B, Andy E, Ana, Mathew T, Nic and Hidayat).

Submit My Planning Application weeknotes – Week commencing 13/09/2019

Welcome to Submit My Planning Application weeknotes. 

For more general updates, continue to check our project site; showing all the great stuff we’re doing and key information about the project. Alongside the project site, also be sure to check out our blog post

KEY DATE: We will be having our final Show and Tell next week on Thursday the 22nd August, from 1 – 1:30 PM. We hope to see you there, please try your best effort to attend as it’s our final one!   

Thanks

A big thank you to Peter N (the Applications team manager M3) for helping us understand the payment process more. 

What we did this week:

  • Testing the ‘Reset Password’ feature to ensure it works 
  • Testing the verification process when a user comes to use the service via the account creation email 
  • We’re identifying and fixing minor bugs as we go through the different processes within the service
  • We’ve completed the integration to Gov.UK Notify 
  • We have completed the copy and the testing for the ‘Confirm your Submit my Planning Application account’ email 
  • We are finalising the copy and setting up templates for 3 more emails 
  • Our notification emails now have a reply-to address 
  • We’ve now understood validation for disabled applicants is done by the Planning Team. No validation or process is required in the SMPA product, if payment process incomplete, it should be flagged as a disabled applicant 
  • We’ve fixed all payload generation issues, the information entered was sent back for users to review but we spent time on improving the formatting 
  • We did a hard reset in our database due to rogue data being submitted to the database, We had to recreate our accounts and submit applications again. We’ve added extra validation and better error handling to ensure this doesn’t happen going forwards
  • We’re working with the development team at Hackney to deploy the service onto Hackney infrastructure 

What’s next:

  • Hackney will manage data in accordance with their privacy policies – this is data from SMPA
  • Working with Sarah to approve Woopra  
  • There will be further testing to ensure no major bugs are present within our service 
  • Continuing with the General To Dos; Error 404s and any session timeouts – to ensure all functionalities of the service are working
  • Ensure front end bugs are addressed 
  • Test the ‘Payment receipt’ email 
  • Ensure that we’re complying with GDPR 
  • Carrying out Quality Assurance testing 

What are we keeping an eye on?

  • Integrating with Tascomi 
  • Address API which is due to go live on Monday the 19th of August 

Decisions:

  • None this week!

Thanks for reading!

Planning Applications Team

(AKA Emma H, Andy B, Andy E, Ana, Mathew T, Nic and Hidayat).

Submit My Planning Application weeknotes – Week commencing 05/08/2019

For more general updates, continue to check our project site; showing all the great stuff we’re doing and key information about the project. Alongside the project site, also be sure to check out our blog post. 

Thanks

A big thank you to Peter N for conversing with Nic about the back end reconciliation between project planner and M3.   

What we did this week:

  • We have received all the feedback from our assessors on the Service Assessment
  • Worked on general testing such as, any timeout sessions and Error 404 
  • Testing the ‘Reset my password’ email to ensure users can regain access to their account as soon as possible 
  • The minor bugs when refreshing pages and loading existing data, have been addressed and are being fixed 
  • We’ve now included a password reset endpoint 
  • A submission email has been composed and is being implemented. When an application has been submitted, the Hackney Planning Team will be made aware of it
  • Gov notify has and is being used to implement transactional emails. By Using Gov notify, we hope to implement consistency in our format and for users to have trust in the emails being sent. As they’ll have the Gov house style 

What’s next:

  • We are working with the development team at Hackney to deploy the service onto Hackney infrastructure, allowing Hackney to manage data in accordance with their privacy policies – this is data from SMPA
  • We’re picking up the Privacy Impact Assessment with Sarah
  • There will be further testing to ensure no major bugs are present within our service 
  • Continuing with the General To Dos; Error 404s and any session timeouts – to ensure all functionalities of the service are working
  • Ensuring that we are complying with GDPR 

What are we keeping an eye on?

  • Integrating with Tascomi 
  • Address API 

Decisions:

  • None this week!

Thanks for reading!

Planning Applications Team

(AKA Emma H, Andy B, Andy E, Ana, Mathew T, Nic and Hidayat).