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cloud in government - inspection management solutions

Government CIOs have a lot on their hands. Busting myths about cloud adoption is one of them for better or worse. Debunking myths requires their understanding. Even though it sounds like a minor thing to fix, there are myths that can slow down governments and enterprises on their road to digital transformation.

1. “Saving money is the only cloud adoption motive”

Cost-efficiency is important and cloud adoption is the best long-term direction to achieve it. However this is not the solely reasons that enterprises and government are turning to cloud. For decades there’s been stereotypes about the government that everything that happens there is slow and outdated. Cloud adoption is a key not only to cost-efficiency, but also to agility.

Government CIOs must look not only at financial cost-optimisation sheets, they must be looking beyond that. For this they need to analyse different use cases of cloud. In order for cost goals to be achieved, the usability of the cloud solution must be explored.

Related: How to approach cost-efficient cloud adoption

How to ensure that the cost optimisation goals will be achievable?

CIOs and digital transformation leaders must be aware of the importance of proof-of-concepts (PoC). This is a demo software that covers predefined use cases.

Example:
If you’re a CIO that is exploring opportunities for cloud adoption in government agency for food safety, you don’t just buy a software through online checkout. You run some meetings with the supplier of the cloud service and then you ask for PoC that can recreate a specific experience. This experience might be running an inspection management process with the supplier’s cloud software. This is one of the best ways to ensure that the cloud solution can actually deliver the cost-optimisation that is promised.

Related: The Importance of testing inspection software with PoC

Contact Canalix now if you’re looking for inspection software demo that can deliver specific use case.

2. “Cloud is the end goal”

Formulating a cloud strategy is important. Governments and enterprise that haven’t adopted cloud yet, must look at their strategy first. However, when the stage of implementing the cloud comes, the functional leaders must be aware of the end goal. And they must be educated that the cloud is just a means to achieving the goal. The goals may be agility, cost savings, resource utilization, improving the user experience for citizens, public servants, inspectors, etc.

Related: Understanding cloud strategy in governments

Implementing cloud solutions in governments is not a single warrior effort. It’s a group effort. That’s why CIOs must invest some time in making everyone involved in the implementation phase to understand the benefits that cloud will bring to the organization’s processes.

3. “Migrating to cloud is one-time effort”

Let’s say that a local government adopts cloud by using case management software. This is one path to cloud. But there are also many other different paths. If the local government has a successful use of the cloud case management software, it means that they should adapt cloud for other processes as well. This is the moment where CIOs must prepare the organizations to go along a new cloud transformation road.

Example:

Once the operation process of case worker is optimized via cloud solution, then it’s natural for the organization to optimize the rest of the processes. As a next step in this example it would be strategically smart to transform the work of inspectors by adopting inspection management software to fully leverage the cloud principle. This is a good example for long term digital transformation planning, that is designed to bring gradual improvements.

Related: How investing in cloud create saving for governments and enterprises

It other words it means that once a government successfully moves a process in the cloud, doesn’t mean that the work is finished. It means that work begins. This is a complex process. It means that the CIOs must be careful when choosing cloud supplier, because the supplier must be not only a service delivery entity, but also a great consultant and partner.

Get in touch with Canalix if you need to book a consultation for adopting cloud in the inspection management.

Contact us.

4. “Cloud is overrated, companies are moving away from cloud”

Companies are not moving away from cloud. On the contrary. Today the migration to cloud is safer than ever. This can be confirmed by data from a single google search. Actually we’ve written a dedicated blog post about the cloud adoption being a key player in the post-pandemic new normal.

Read it here: Cloud – the new normal of regulatory compliance (with insights from IT decision makers for cloud adoption)

5. “Our cloud strategy is to move one of our processes on the cloud”

Strategy is a big thing. It should set a long-term direction with end goals. CIOs in governments and enterprises are responsible for formulating the cloud adoption strategy. Along the way for achieving these goals, there must be strategic plans. These plans have the objective to set the right priority for cloud migration and to form a cloud implementation plan. They must not be mistaken for cloud strategy.

Related: Everything you need to know about cloud adoption

Summary

Setting apart myths from facts is a key step for ensuring that everyone understands the benefits of cloud. It all starts from the IT leaders in governments and enterprises, they formulate the strategy, they debunk the myths. The second figure next to them are the functional leaders of the different departments – inspectorates, financial departments, human resources, etc. Together with the IT leaders they must share a common understanding of the benefits of cloud. Ensuring that all levels of the organization – whether it’s public or private organization – understand the reality behind myths will enable organizations to fully leverage on the benefits of the cloud.

cloud inspection software canalix

Everyone have heard government leaders talking about cutting costs. This is a budgetary policy that is happening in every EU country. Now in times of global health, social and economic crisis, these conversations are taking place more often than ever. Making cuts in the budgets seems like a shortcut to getting numbers in order. But shortcuts are not everything. A long-term cost optimisation policy is the smarter way to go for a variety of reasons.

Shortcut plan vs long-term strategy?

The use of outdated systems in the public sector has led to reduction of the work load and challenged the efficiency of areas like regulatory enforcement in the peak of the covid-19 in Europe. More specifically the inspection management part of the regulatory agencies was challenged when strict social distance measures applied. This affected the citizens and the efficiency of the workforce, operating on the inspection management part.

Read now: A guide for finding the best inspection management software online

As a result there are a lot of conversation about cutting costs in government agencies now. However, optimizing costs is the direction for government agencies that are using outdated systems to run their processes.

“Government leaders often fall into “salami-slicing” budget cuts across the board. “Government leaders’ approach is to make incremental cuts to budgets areas across the board, rather than taking a more strategic cost optimization approach. These cuts can be particularly damaging to IT, derailing digital projects and ignoring the positive impact that budget spent on IT can have in reducing costs elsewhere in the organization.” says Cathleen E. Blanton, research vice president at Gartner.

Digital Transformation Drives Efficiency and Cost Optimisation

With the events that happened in 2020, government CIOs must evaluate whether the government agencies can deliver their services to the public with the current work model. After this assessment is made, the CIO must research alternative models of work. We’re living in the age of cloud technologies, so if we talk about transforming an overlooked field like inspection services, the cloud alternative must be on the top of the list.

Related: All you need to know about cloud adoption in government agencies

By researching cloud alternatives, CIOs must focus on the values of the cloud, but also to make sure that the new work models won’t be a challenge for the workforce. The values may vary. For example in the inspection management part the value may be about optimizing costs for travel of inspectors, in the case management part it may be about optimizing the processing time. The values vary at the different levels of government organizations. The good news is that with a good plan, CIOs may have an overview of the expected outcomes before buying a cloud software for inspections or for somethings else.

Related: Why is it a good idea to test a cloud software with PoC (proof of concept)?

Plan smart, implement cloud smarter

Adopting cloud for government agencies is not a simple task. It must be planned carefully and at different stages. If we look at the wholesome of processes behind regulatory enforcement, we will see room for different software solutions – inspection scheduling, inspection management, compliance management, case management, self-service portals and other e-government solutions. If the cloud implementation is planned to cover different solutions at different stage, then it will be one smart plan that will not only implement cloud, but will also do it in progressive way. It means that at every stage the workforce will be more mature to extract the values that are promised by the cloud.

The strategic approach of cost optimisation requires long term planning skills. This approach starts with formulating clear strategy and then implementing it.

Related: How to formulate cloud adoption strategy?

How to choose the right cloud service supplier?

There are hundreds of options on the SaaS market of cloud solutions for e-governments. However, when choosing a cloud service supplier, CIOs must look for something more than that. They need to identify a supplier, who is willing to be a partner and contribute to the planning of the most optimal cloud adoption plan.

Do you need help for cloud integration of inspection software and case management platforms for government agencies? Or you just want to start with gathering data via self-service portals and plan the further cloud adoption for other public services?

Contact us now.
e-government-solutions

Just as almost everywhere in the world, governments in EU are facing wave of strategic decisions designed to help government agencies to be prepared for new global outbreaks of covid-19. The functional leaders within government agencies and enterprises are engaged in planning activities that are supposed to fix the damages that the pandemic inflicted not only on the social and economic life, but also on the work process within their own functions. The good post pandemic plan start with looking at certain possible scenarios.

What do we mean by “possible scenario”?

Since the global pandemic is still not well known from the science, there are hundreds of possible outcomes for the next few months. When we describe those possible outcomes, then we have a possible scenario for the future. Describing a few different directions for the future is what would mean to have a possible scenario. As we already mentioned in our previous blog post, researches made among IT decision makers are already indicating that the changes induces by the pandemic are more likely to be permanent.

Related: Cloud inspection solutions – the new normal of regulatory compliance

The promise for permanency of the new normal is what drives the major wave of rethinking and reshaping strategy in enterprises and governments. The adoption of cloud technology is what seems to be one of the major directions to go with for government agencies. The government CIOs have the hard task of driving these conversations and preparing their organizations to respond in the most optimal way to these possible future scenarios.

Related: How to formulate the cloud adoption strategy for government agency?

What’s the plan for the government agencies?

Let’s check what data we have so far. There are possibilities of new waves of covid-19 infections, new lockdown and social measures to slow the spread of the pandemic. Researches are saying that the new work models are likely here to stay. Based on this data we can assume how the next months and years are going to look like.

However, having a possible scenario doesn’t mean that we can forecast the state of financial sheets. It only means that we can plan a transformation model that will:

1) Allow the workforce to operate remotely

For example:
In case of another regime of strict measures, the workforce must be able to work from home by using an electronic workspace. This is why it’s important for every government agency to have a well formulated cloud adoption strategy.

Related: Everything you need to know about cloud adoption in government.

2) Allow the organization to save costs in the long run

For example:
Cost-efficiency must be a priority when the organization transitions to cloud. The new solution must allow the company to cut costs. For example if we talk about digital transformation of regulatory agency, then the agency may have to change to using cloud inspection software. With the use of AI and data automation the software can optimize the allocation of resources and therefore cut on costs.

Related: How to approach cost efficient cloud adoption?

What makes a good strategic decision?

The bottom line is that when CIOs plan for the future, they must look at new directions and do it with the understanding that these directions are new realities. They must come up with strategy that will allow the organization to be fully functional for the times ahead. No matter what scenario rolls out, the CIOs decisions’ outcome must be sure win for the organization. That’s what makes the decision strategic. Do you want to know more about strategic decisions in the field of e-government solutions such as case management and inspection management?

Contact us now.

cloud adoption government agency inspection management

Cloud adoption is on the rise. The best moment for government CIOs to start asking questions about  how to include cloud in their strategy was few years ago. The next best moment for government CIOs is now.

What is cloud strategy in regulatory agencies?

Let’s start with what is not a cloud strategy. Cloud strategy is not a road that will solve all of the existing problems within the government agency. The strategy must be focused on transforming specific activities. The digital transformation may include only the inspection management processes in food agency for example, or case management in social care institutions. It’s crucial for CIOs to understand that cloud strategy doesn’t have to capture everything in the long term IT plan of the government agency. In a perfect world it’s good to have planned everything upfront, but this is rarely present in reality. That’s why it’s important for government CIOs to understand that they should not give up on cloud strategy just because their strategy doesn’t touch every process within the organization.

Who must be involved in the efforts of setting a cloud strategy in government agency?

We already talked in our blog about the best way to find good cloud software for government agencies. It outlines a step-by-step guide for finding good egovernment cloud software online. But when it comes to strategy there are also steps that should be outlined.

The formulation of cloud strategy is a group effort. A key part of the strategy is to form a dedicated team. Most of the organizations engage variety of IT roles in this team (people responsible for IT security, operations, etc.). But the cloud strategy team must not be limited only to IT roles. For example, HR leads in the team can help the workforce transition in the cloud at later point, the finance leads can advise on costs and savings, etc.

government cloud strategy inspection management

After cloud strategy comes cloud implementation

After the CIO has a cloud strategy it’s time for cloud adoption (or implementation). The implementation part is where the team actually starts to act toward adopting the cloud. The difference between cloud strategy and cloud implementation plan is that the strategy is clear and concise and serves as a foundation for adopting cloud for all activities within the organization. If we talk about cloud implementation for inspection software then the implementation plan must be aligned with the cloud strategy. If we talk about cloud implementation for case management, the implementation plan must aligned with the cloud strategy.

 

It can be presented with this Gartner figure:

cloud implementation plan government

Related: Everything you need to know about cloud adoption in government

Not having a cloud strategy in 2020 is not a thing that government agencies in EU should be proud of. This is why government agencies and their CIOs should start working on their cloud strategy now. Being late for the cloud party creates additional layer of urgency for CIOs to understand the meaning of cloud strategy and why it is different from implementation plan. If the government agencies follow clear cloud strategy, then they will avoid the unplanned ad-hoc costs that may emerge in the cloud implementation of different activities at different point in time. Last but not least, by having a clear strategy at hand, every functional lead involved in the cloud adoption team will be able to use his own imagination on  how cloud can be used in their operations.

Are you a CIO looking for help with cloud strategy and cloud implementation in government agency?

Contact us now.

 

 

The cloud adoption is an ongoing rising global trend. In both the public and the private sector the trend of shifting towards cloud adoption is visible. According to Gartner, across all industries, companies spend an average of 20.4% of their IT budgets on cloud. If we look at the government area, the percent varies as follows:

  • Local governments spend an average 20.6% of their IT budgets on cloud
  • National governments spend 22% of their IT budgets on cloud.

Why governments shift their IT infrastructures to cloud?

This big question has a simple answer: cloud delivers digital government services efficiently and at low costs. This answer backs-up Gartner’s forecast that the worldwide public cloud services market will grow 17% in 2020 to total $266.4 billion, up from $227.8 billion in 2019.

How cloud adoption is shaping EU’s digital future?

The digital transformation of governments in Europe has three clear goals, that are outlined in the European eGovernment action plan 2016 – 2020.

  • Reduce administrative burdens
  • Improve the quality of interactions with government
  • Removing existing digital barriers.

The industrial revolution of our time is digital. As companies aim to scale up across the Single Market, public e-services should also meet today’s needs: be digital, open and cross-border by design. The EU is the right scale for the digital times.
― Andrus Ansip, Vice-President for the Digital Single Market

egovernment action plan regulatory agencies cloud

eGovernment Action Plan 2016-2020 acknowledges the digital opportunities and sets a vision that aims to make government agencies and institutions in EU open, efficient, providing personalized, user-friendly, end-to-end digital services to all citizens and businesses within the bloc.

What is the economic impact of cloud adoption in government agencies?

The cloud adoption in the public sector contributes to a more cost-efficient future of the public services through e-government. The cost saving efforts are mainly focused at optimizing the resource utilization. But this is not the only benefit, even though it is the most direct one when it comes to adopting cloud in the public sector. In the post-pandemic reality the functioning of institutions should be a priority number one. In case of other waves of infections and returning to restrictive measures, the IT infrastructure of government agencies must allow its workforce to continue working efficiently. With old legacy systems that is a big challenge, but for governments that adopted cloud, this will not be an issue.

Related: Cloud solutions for inspection management – the new normal for regulatory compliance

The bottom line is that the broad adoption of cloud services in the public administration (whether it is regulatory agency, local government or central government), eases the access of companies and citizens to the services that they need from the public sector. Even in times of social distance rules.

What is the macroeconomic benefit of cloud adoption?

Cloud adoptions is the way towards productivity. This is a healthy boost for every economy in the world that drives innovation and positive transformation. The workforce can operate faster, more efficiently and more cost-effective. These benefits doesn’t reduce their strength even in times of lockdown because of the flexibility that is at the core of cloud. For example, the inspection management of regulators can be transformed entirely digitally. All of the case and document management can be digitalized, the inspectors can access their cases digitally via the cloud – any time, any place, any device. And it all can happen by keeping the necessary security protocols.
The inspection area of public services is a perfect example for digital transformation that fits the visions of the eGovernment Action Plan even in times of global pandemic.

Related: 5 priorities for regulators after the pandemic

According to Gartner almost half of government organizations are actively using cloud services. The natural evolution of the market will continue to develop the cloud area. The more we go into the future, the need of cloud adoption in governments will become more pressing. The governments’ information officers need to press the cloud adoption button before it starts pressing them. If you’re on the search for cloud egovernment solutions with focus on inspection management and case management, contact us for a free consultation now.

inspection management software

Ready-made or custom software? This is a very complex question. Its answer isn’t and shouldn’t be over simplified with a yes-or-no answer. Since this is one frequently asked question from our clients, we decided to explore in depth the values of these particular types of software solutions and where inspection management stands between these two diections.

Related: Case Management for Government – Custom Software or SaaS Solution?

What is a ready-made software?

Let’s say that you’re looking for an inspection management software for government agency’s needs. The logic dictates that you would find the right solution if taking one of the following pathways:

  • to search for an existing product that can solve the inspection problems you’re trying to solve
  • to search for an IT company that can build and deliver an inspection software, that is designed according to the requirements you have.

The first pathway is the one that leads to ready-made inspection software. This kind of software solutions are characterized mostly by their flexibility. It means that you can start using the software really fast compared to waiting for building of inspection software from the ground-up.

Related: Cloud Inspection Solutions – The New Normal For Regulatory Compliance

What is a custom software?

The custom software is a software that is being developed just for you. In this case if you need an inspection software for the public sector, your approach will be to choose a software development company and to start a very long process of requirements gathering and process designing. The building of inspection software from the ground up means that the development company will have to invest significant time in acquiring the knowledge they need for the field they’re about to work on.

Ready-made software vs custom software vs inspection software

Even though ready-made solutions and customs software are two different directions, they may intersect. An intersection point between these two approaches is what we’d call the best solution for the public sector. This is so because when we talk about highly specific niche such as inspection management, a ready-made solution will be able to deliver the specific requirements in the same way that a custom software would. At the same time the ready-made option will provide more value than the custom software development in terms of flexibility and usability.

A ready-made inspection software that has the value of custom-build solution? Does it exist?

Canalix is an inspection management software that is developed based on solid experience in developing optimization solutions for the public sector. That’s why the specific expertise of the development team of Canalix provides the values of a custom software and deliver it with the perks of ready-made solution.

So if we get back to the questions: ready-made or custom software is better for inspection management, the answer will be: it depends. If you’re eager to learn more about the values that Canalix can bring to your inspection & compliance process, contact us now.

Read also: The Ultimate Guide For Searching The Best Inspection Software Online

cloud inspection solutions

In our previous article we wrote about the reasons why SaaS solutions are smart choice for transforming the inspection management model. The 2020 pandemic is expected to accelerate the use of SaaS platforms. This is so mostly because SaaS solutions are offering fast and easy solution for working outside the premise of the office. This kind of flexibility is strongly needed by the regulated industries and the regulators themselves. Especially the part of them that uses old systems that can’t provide functional integrity in the post pandemic new normal.

Related: How SaaS inspection platforms are providing security and productivity boost to the regulators?

The post covid-19 acceleration in the use of SaaS solutions is yet to be measured. What’s clear as of now is that the use of cloud-based inspection solutions is one of the optimal shortcuts to efficiency in the work-from-home era.

A survey of over 820 IT decision makers conducted in March by 451 Research (now part of S&P Global Market Intelligence), titled Voice of the Enterprise: Digital Pulse, Coronavirus Flash Survey March 2020, brings insights that some of the transformations, imposed by the pandemic are likely to have a long lasting effect. That’s why the planning of the future of enterprises and governments must be long-term.

cloud inspection solutions and management

This graph was taken from the “Voice of the Enterprise: Digital Pulse, Coronavirus Flash Survey March 2020”.

What does long-term means for the regulatory compliance & inspection industry?

Simply said it means that enterprises and government agencies that were using old systems (inspection software, case management systems, bpm, etc.) prior the pandemic, should fundamentally rethink their systems for the future. Productivity and security are the first important issues that should be resolved in crisis-induced transformation. These problems are important and their solving is a really great progress for the companies that look forward temporary solution. But looking at the bigger picture, there are other benefits at hold  in the using of cloud-based SaaS solution. If we look at Canalix’ costumer’s data, the list of benefits goes beyond productivity and security:

• Up to 75% of submissions can be processed automatically and up to 60% reduction in process time
• Up to 50% reduction in inspection report writing time
• Up to 40% reduction in total travelled distance
• Planning of inspectors reduced from days to seconds
• No wasted time by wrongly skilled inspectors send on-site

Related: The Benefits of Using Inspection Software In Regulatory Compliance

However, the real value of these efficiency improvements can be experienced only if the implementation of the new cloud-based inspection model is a long-term strategy. If we look at the benefits from the perspective of long-term value, we will go beyond productivity and security straight into the field of cost cutting:

1. Reduction of costs for maintaining hardware

The use of cloud-based inspection solutions leads to cutting the costs for maintaining the hardware that ensures server infrastructure on-premise. The larger the enterprise, the bigger the cut of the costs. In the post pandemic world where the new normal will include more work from home, the efficiency and costs optimization can walk hand by hand. In the world of inspection management and regulatory compliance, SaaS solutions can realize this promise fast and secure.

2. Reducing the time and cost of training

Talking of fast, you probably wonder what’s the meaning of the fastness in terms of cloud-based inspection software. The development and implementation of tailor-made software solution can take months to years. In more conservative environments such as the public regulators, the training of staff is also a challenge. This whole set up process can be reduced literally to days and hours if a reliable SaaS platform is involved.

Related: Choosing Inspection Software: Tailor-made or SaaS solution?

Of course, specific industries as the regulatory enforcement have more specific needs than a regulated business enterprise. SaaS platforms allow customization that can fit better the specifics of the inspection management field.

Related: Industry-specific vs all-purpose inspection platforms

The conversation about benefits from using cloud-based SaaS inspection software could be endless. Whether we talk about obvious advantages of the SaaS model or not that obvious, the current growth in the use of these platforms proves that there’s a big value in their usability. Facing a future where the remote work model is one of the most viable ones, makes the need of reinventing the traditional work models more urgent.

Do you want to experience first-hand the steps to migrating inspections and regulatory compliance to a cloud service? Contact Canalix now.