National Office 365 roll out

nsslogoNHS National Services Scotland Digital and Security (DaS) is currently working alongside local health board teams to prepare for the rollout of Microsoft Office 365 across NHSScotland.

By the end of 2020, the entire NHS workforce will be upgraded to Windows 10 along with the Office 365 suite of products and cloud services. The rollout will be on a board by board basis.

This upgrade means that colleagues will have access to the latest online Office tools allowing everyone to work together more effectively and securely wherever they happen to be and via any authorised device. This includes access to a single email system, shared calendars, video meetings, instant messaging and centralised access to documents.

The suite of Office 365 tools support new and more secure ways of working, but ultimately, these improvements to our digital workplace – a key commitment set out in the Digital Health and Care Strategy – will help us to:

  • carry out day-to-day tasks more efficiently
  • collaborate more easily with colleagues across organisational boundaries

This enables us to be more productive, collaborative and mobile as we work to support Scotland’s health.

Heading up the Office 365 Cloud and Computing Programme Board and overseeing the national rollout is Chief Executive for NHS Tayside, Grant Archibald. Grant told us, “This programme is key to enabling NHSScotland’s digital workplace and delivering new ways of working.

“What we are putting in place now will impact our service for decades to come. Office 365 will undoubtedly enable us to benefit from more streamlined and collaborative ways of working and we are creating an environment that enables new ways of working that can lead to longer term innovations.”

NHS Education for Scotland (NES) has already rolled out this technology within their Board and are reaping the benefits.

New to NHSScotland is software called Microsoft Teams. This is a collaboration tool that allows colleagues to upload, share and work on the same online files at the same time. Used as a communication tool, colleagues can chat one-to-one or to a number of colleagues online, by text, audio and video. A huge benefit to all of this functionality is that it can be carried out on the go and across devices – PC, Mac, Android, laptop, tablet and mobile phone, so staff no longer need to be so desk based.

Tom Power, Head of Service for Organisational and Leadership Development within NES, said, “Colleagues have found it extremely easy and intuitive to use and have embraced the new ways of working.”

What’s happening now?

A national programme team in NSS Digital and Security (DaS) is partnering with colleagues from across the national and territorial health boards to ensure a consistent approach is taken throughout planning to implementation.

With joint preparatory work underway to make the IT infrastructure ready for a seamless switch over to Office 365, on-going engagement with users is capturing how colleagues currently use Office applications to carry out their job.

These insights are informing implementation plans and shaping the business change approach to ensure the successful transition to Office 365. They are also aiding formation of the longer-term user support model to maintain the new environment and ensure that users get the most out of the new digital office.

Engagement

Currently, the programme team is conducting board engagement sessions with national and territorial project teams to build the collaborative working relationships that will enable us to collectively deliver the Office 365 programme.

More information will be shared with colleagues ahead of the rollout in each board, but in the meantime, you can contact the Cloud & Computing Programme team by emailing: NSS.O365@nhs.net

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