Strategic transformation - a journey towards harmonised and efficient operations

Challenge

The Department for Environment, Food and Rural Affairs (Defra) Group Corporate Services Strategy and Transformation faced significant technological and operational challenges across its corporate services. The organisation struggled with fragmented IT platforms, outdated systems, and inconsistent workflows across different bodies. 

Defra needed to harmonise ways of working across multiple platforms, with key pain points involving:

• aging SharePoint infrastructure nearing end of contract
• disparate intranet systems across Arms Length Bodies (ALBs)
• inconsistent operational approaches within the GCS Portal
• limited resource and internal expertise to drive complex technological transformation.

The organisation required a comprehensive strategy to streamline operations, improve user experience, and create a unified technological ecosystem that could support Defra's core mission of improving and protecting the environment.

Solution

Methods deployed a multidisciplinary team to comprehensively address Defra's technological transformation needs. The solution involved a strategic, user-centric approach focusing on three primary areas of intervention.

First, Methods implemented a new intranet strategy utilising SharePoint Online, creating a innovative 'federated' intranet model. This approach enabled each partner organisation to maintain their unique brand identity while ensuring seamless content publishing and improved user navigation. The team conducted extensive user research to design a hub and associated site model that dramatically enhanced platform accessibility and interoperability across Defra and its Arms Length Bodies.

For the Content Cloud initiative, Methods collaborated closely with Digital, Data and Technology Services to conduct an extensive user and technical discovery. This process generated a comprehensive feasibility study with detailed user and technical requirements. The team crafted a sophisticated high-level design that integrated technological and business considerations, establishing a robust foundation for future development.

The GCS Portal transformation involved a meticulous user discovery process examining existing workflows, user journeys, and pain points. By thoroughly assessing ServiceNow's capabilities, Methods identified opportunities for workflow automation and service improvement. This approach ensured a tailored solution that aligned precisely with Defra Group's operational requirements.

Impact

The transformation programme delivered substantial organisational benefits:

Defra achieved significant operational improvements, including time savings, enhanced intranet utilisation, and improved search functionality. The project successfully harmonised platforms across the organisation, reducing data security risks and preparing infrastructure for future integration.

Key outcomes included:

• standardised communication and content submission processes
• improved employee digital experience
• automated workflows replacing manual processes
• increased organisational capacity and capability
• establishment of a robust governance model for intranet management.

Methods played a crucial role in facilitating knowledge transfer, ensuring the Major Programmes and Platforms (MPP) team could independently continue the programme. The successful implementation positioned Defra for future technological innovations, demonstrating a remarkable transformation of its corporate services infrastructure.

The project was unanimously considered a major success, with high levels of stakeholder engagement and positive user feedback confirming the effectiveness of the user-centric approach.