The Ministry of Defence (MoD) is the British government department responsible for implementing the defence policy set by Her Majesty’s Government, and is the headquarters of the British Armed Forces.
The defence estate is divided as training areas and ranges (78.1%), airfields (7%), research and development (4.9%), storage and depots (3.1%), barracks and camps (3.1%), miscellaneous (1.8%), radio sites (1.7%), and naval bases (0.3%), and is one of the United Kingdom’s largest landowners.
The ‘Paperwork’ team at Bicester, responsible for the MoD’s documentation handling system were looking to enhance efficiency, quality of service, and to automate fundamental work practices across the defence estate.
The team needed to look at both automation and the fundamental working practices of the unit to address key issues. They needed to ensure that all required documentation was delivered effectively across the MoD. As expected, this amounts to vast numbers of documents that need to be planned, authorised, published and tracked, and existing systems were heavily geared to the specialist knowledge of individuals.
The original systems were a mixture of software and paper-based processes. Workflows were often duplicated and it was difficult to manage operations when an individual was away or had left. A number of highly repetitive processes were carried out manually, and error tracking and correction was slow and intensive. Quality of service was suffering due to an over-stretched team, and a solution was required to make the processes more efficient and automated, and less reliant on individuals.
“Simplicity is the prerequisite for reliability.”
Triangle produced a replacement system that was designed to automate processes generically. The software integrates processes and activities rather than focusing on specialist functions, allowing efficient operational procedures that fit the natural flow of work. Users can easily view what work needs progressing and its status; while other activities may be ‘shelved’ with automatic reminders for review.
Repetitive activities have been automated into background processes which remove a significant level of data entry; and allow even inexperienced staff to handle the work load. Auditability is built in, meaning that mistakes can be traced and managed, and users can track at what stage an individual demand is or produce a report.
The new application is fully integrated with the existing supply chain and stock management systems, with data regularly transferred between them.
Our extensive business and software development experience means we have been working with them now for over 10 years.
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