Solutions for Governments

Solutions for Governments

2 SOLUTIONS FOR GOVERNMENTS

The aim of this brochure is to provide you with a brief overview of how PDMS works in partnership with the public sector, solving a variety of challenges, from business transformation right through to increasing productivity, improving customer service or meeting new regulatory requirements. Many of the innovative solutions we’ve delivered have helped our government clients deliver significant cost savings too.

PDMS is a software engineering business, founded in 1993. We deliver secure, scalable online business systems for a wide range of public and private sector clients. Over the 22 years we’ve been in business, we’ve delivered hundreds of projects – ranging from complex online systems handling hundreds of thousands of transactions or storing huge amounts of data, right through to simpler systems to move processes online.

We believe in “Co-innovation” - working in close collaboration with our clients to deliver real transformation with significant service and efficiency improvements.

PDMS has a great deal of experience in collaborating with different jurisdictions too, helping them work more efficiently and achieving better value for money. Our clients include the governments of the Isle of Man, Guernsey, the Bahamas and the Cayman Islands.

Because we firmly follow software engineering principles, our systems are designed to stand the test of time. That’s why many of the systems we designed 15 years ago are still in active use today. It’s this approach that means our systems are also ready for the next innovation, for example we’ve been able to create iPhone apps for systems we designed over 10 years ago – long before the smart phone revolution.

Whatever your challenge, we have the know-how and technology to help you meet it – with practical software solutions that add value and deliver real, tangible results.

3 - 8Systems to help regulators work more effectively and efficiently

11 - 15Helping the public sector improve productivity and customer service

9 - 10Collecting and distributing data for better informed decision making

16 - 20Sharing knowledge to save time and money

21 - 23Shared services to drive down costs

24 - 27Pioneering innovation in public services

3SOLUTIONS FOR GOVERNMENTS

REGISTRY SYSTEMSSOLUTIONS FOR GOVERNMENT

Systems to help regulators

On behalf of the States of Guernsey, PDMS developed a powerful and multifaceted system that integrates Customs Law Enforcement tools with an efficient Financial Intelligence System.

The States of Guernsey required a system that encompassed requirements from both their FIS “Financial Intelligence Service” and their CEINS “Customs and Excise, Immigration and Nationality Service”, and which allowed both departments to share intelligence on individuals, organisations and operations.

These services need to be able to rely on a sophisticated system to record, update and retrieve the criminal intelligence gained, and to keep track of on-going investigations and intelligence trails. The system is key in their work to combat financial crime, money laundering and the financing of terrorism.

PDMS developed the system which allows for recording of information collected from all the functions that FIS and CEINS carry out on a day to day basis, including Seizures, Letters of Requests, Orders, Searches etc.

This highly secure system is also used by Money Laundering Reporting Officers (MLROs) in financial institutions such as banks, outside of Government, to submit and record disclosures via a secure online portal.

One of the main features of the system is the extensive and flexible search functionality which allows both

CEINS and FIS to produce tailor made reports on almost any data that has been entered into the system.

The system also features;

π Comprehensive case management

π A custody application for Customs

π The ability to record all searches, seizures, manifest records and movements of individuals.

In addition to reporting, recording and storing intelligence information, the system also generates numerous Business Intelligence outputs and reports, including statistical analysis in order to help inform decision making and provide data for benchmarking purposes.

Financial Intelligence and Border Law Enforcement Systems

work more effectivelyand efficiently


REGISTRY SYSTEMS SOLUTIONS FOR GOVERNMENT

Vessel Registry Software for International Ship Registries Running an international ship registry is a complex business with multiple stakeholders from ship owners, ship managers, seafarers and regulatory organisations.

PDMS has designed and developed a complete online solution for ship registries - named MARIS (Marine Administration and Registry Information System). MARIS covers every aspect of a busy ship registry’s day to day activities and business functions - from vessel registration through to inspections, surveys, certification and seafarer management. An online self-service portal also gives registry clients and stakeholders direct access to certain areas of MARIS – helping to drive down administration costs and improve customer service.

MARIS - a snapshot

π Manages work flow with automatic prompts, reminders and checklists to help the user

π Produces & stores all relevant correspondence and documentation including survey certificates, invoices etc.

π Provides comprehensive reports and management information

π Allows surveyors remote offline access with the facility to upload & synchronise data captured offline

π Provided as a fully hosted managed service



Isle of Man Ship Registry

The Isle of Man Ship Registry has been using a version of the MARIS vessel registry system for a number of years and has been a driving force behind its development. A Category One Red Ensign Group member, the Isle of Man Ship Registry is consistently named as one of the best registries in the world in the Shipping Industry State Performance table.

Since implementing MARIS, the Isle of Man Ship Registry have improved vessel registration turn-around times by 50% and errors in certificates have been reduced from 35% to less than 5%.

Having a central, comprehensive system has also helped support the recent growth of the Registry. In 2013 the number of vessels on the Isle of Man register peaked to its highest ever during the Registry’s 29 year history as an international register. They were also named by Clarksons as the 14th largest fleet in the world and one of the top 5 fastest growing flag states.

“Working with PDMS is more like a partnership. They take time to

understand our operation and how it operates as a business.

Together we can develop solutions to take the Ship Registry forward

and allow us to compete on the world stage. Once the relationship

is established, it is the day to day communication and sharing of

ideas which drives it forward.”Dick Welsh, Director, Isle of Man Ship Registry

The Bahamas Maritime Authority (the BMA) is one of the world’s largest registers, with over 54 million gross tonnage of ships flying the Bahamas flag, in every corner of the globe. With offices located around the world including London, New York, Hong Kong and Greece - the BMA were looking for a new centralised enterprise system to run their registry business. The BMA partnered with PDMS to implement the MARIS platform and to develop a new ‘on-line services’ element (known as BORIS - Bahamas On-line Registration Information System).

BORIS helps support the international nature of the BMA’s business – it operates across multiple time zones and accepts different currencies. It is accessible from anywhere in the world by authorised users with an Internet connection and a browser. Ship-owners or their agents have online access to the system 24 hours a day, 7 days a week; along with a new service

for processing online payments.

BMA employees now have instant access to BORIS over the internet and they don’t need to be in a specific office location to complete their work. Remote

working has reduced the costs of operating satellite offices in different countries by lowering overheads. BORIS has also helped to

promote greater collaboration and information sharing not only between teams, but also between

international offices.

The Bahamas Maritime Authority



The Isle of Man Aircraft Registry

The Isle of Man Aircraft Registry was set up in 2007 and has since grown to become the 8th largest business jet register in the world, with over 700 aircraft. PDMS are working closely with the team at the Aircraft Registry to develop a new online business system to support the continuing growth of the registry.

In addition to replacing the current legacy systems for Aircraft Registry staff, the new system will allow Registry customers (aircraft owners, operators technical representitives, flight crew and engineers) to apply online via a secure login, check aircraft details and view the status of applications in progress. They will also be able to upload documentation and search registration marks. Importantly, the new aircraft registry system will also help to manage the work of the Aircraft Registry’s team of surveyors who will be able to input and access information from any location in the world.



Work Permits System

The Isle of Man Companies Registry

“Employers can now save a great deal of

time, as their renewal applications and work permit cancellations

no longer need to be posted, and any

necessary payment can be made immediately”

John Shimmin, MHK

PDMS are currently working with the Isle of Man Government’s Department of Economic Development to develop a new Companies Registry system. The Isle of Man Companies Registry maintains the register and record of all companies and other business types incorporated in the Isle of Man. It provides an essential facility for members of the public including Government Departments and Statutory Boards to view documents which have been filed – over 90,000 searches are conducted annually.

The new system will help reduce the amount of paper submissions and improve customer service with easier submission of information, online payments and access to the statutory information held. It will be pivotal in helping the registry achieve its vision of being a world class provider of registry services. Companies Registry are contributing to the Government’s Agenda for Change by looking to deliver more services online which will not only reduce the cost of service delivery, but will also meet the growing demands of the public who want to choose how, when and where they are able to access government services and information.

PDMS developed an online business application for the Isle of Man Government’s Work Permit Office to help them manage the process of dealing with work permits, from receipt of applications through to the issuing of the permits.

At the core of the new work permit system is a central data repository which holds all of the information on both the employers requesting the work permit and the individual applicant. It manages the application process seamlessly and has been designed to allow information to be keyed in quickly and efficiently. It enables staff in the Work Permit Office to track the applications as they are processed and to immediately view the current status of any application in the system. The system also stores scanned documents linked to individual applications.

The system automatically generates all required documentation (over 40 different types of document in total), including approval and refusal letters, renewal reminder letters as well as the actual work permits themselves. It also records payment details for each application or renewal and all payments logged in a single day are batched and stored for despatch, via email, to the Finance Section.

The second phase of the work permit development programme brought the project into the Government’s ‘Shared Services’ programme of work (OneMann). Employers can now access the system directly to apply to renew permits online and review the details of any permits they hold or have applied for. They can also pay for permits and cancel permits online, find out which permits are due to expire first and which permits have been held the longest.

Providing direct access to certain parts of the system has significantly reduced the administration burden for Work Permit staff and has saved time traditionally spent answering telephone enquiries about application submissions. It also saves valuable time for HR staff within organisations, who can now access the information they require directly, without having to contact the Work Permit office.



Cattle Information and Tracking System

Charity and Gaming Licence System

A system, originally created to provide a safeguard in the event of an outbreak of a disease (such as Foot and Mouth which blighted the UK in 2007) has also helped prove the authenticity of Manx beef - providing assurance to consumers.

BITS (The Bovine Information and Tracking System), developed by PDMS for the Isle of Man Government’s Department of Environment, Food and Agriculture, ensures that each calf is issued with its own passport containing a unique number that stays with the animal right up to the butcher receiving it as a carcase. The system generates this unique six digit number which is printed on to ear tags and then inserted into the cow’s ears shortly after they are born. Every movement of the animal, for example if it was sold on to another farm, is noted in the passport.

The system was originally implemented over fifteen years ago, to meet EU legislation, and has held data on over 165,000 animals. In a series of new online developments, the system was enhanced to allow farmers to view the details of every animal that is currently on their holding or that has been on their holding over the past ten years. They can register new births, deaths, import and exports, and record movement of their cattle between the different holdings on the Isle of Man. The online facility has helped greatly with day to day farm management, for example, farmers can quickly extract reports on the sex and date of birth of animals over 2 years old on their holding which are required to undergo TB testing.

This system, used by the Isle of Man’s Gambling Supervision Commission, deals

with a number of functions including managing the registration of charities and lotteries on the Isle of Man.

It records license holder details, issues renewal reminders, records details of all gaming machine licences and issues

certificates to establishments that have one or more gaming machines. The system

also captures all information, regarding the amount of money taken by the Island’s casino,

on a daily basis, broken down by game, e.g. slot machines, roulette etc.


COLLECTING & DISTRIBUTING DATASOLUTIONS FOR GOVERNMENT

Collecting and distributing data

Police National Statistics Database

PDMS have worked with the Police National Legal Database Team (PNLD) for ten years, as their technology partner. PNLD is a not for profit commercial business which provides a range of services, including a criminal legal database and other legal information based products and services, to the police and the wider criminal justice sector. In 2008, the ACPO Performance Management Business Area approached PNLD to deliver a system that would help police forces to quickly and easily analyse crime and user satisfaction statistics.

The Police National Statistics Database (PNSD), developed by PDMS, was accessible on the internet and allowed Police Forces to upload monthly and quarterly statistics spreadsheets required by the Home Office directly onto the system where the data was processed, validated and stored. This enabled the data to be comparatively analysed and examined at national and local levels, helping to support strategic decision making and inform local operational use.

for better informeddecision making


COLLECTING & DISTRIBUTING DATA SOLUTIONS FOR GOVERNMENT

NHS Online Questionnaire Tool

As part of the NHS Procurement eEnablement Programme (NPEP), the NHS Purchasing and Supply Agency (PASA) in the UK worked on an innovative new project to help map the implementation and use of eSystems across the NHS. This included collecting information on the use of data standards and the inter-operability between different processes.

The programme encompassed a range of linked initiatives and guidance aimed at driving forward the adoption of procurement eEnablement technologies across the NHS supply network.

PDMS developed a template driven “diagnostic tool” for the programme which enabled the compilation of custom questionnaires. All of the various NHS

organisations could then complete and submit the questionnaires via the portal, and the diagnostic tool collated and reported on the results.

The diagnostic tool helped the programme gain a better understanding of the uptake, usage and inter-operability of procurement eEnablement technologies within the NHS.

National Health Service: Online Pharmacy Catalogue

PDMS have developed an online pharmacy catalogue for the NHS Commercial Medicines Unit (CMU) which is used by hospitals around the UK. NHS hospitals in England currently spend around £3.6 billion annually on pharmaceuticals. It is estimated that around £3.0 billion of that total is spent on branded pharmaceuticals – the remainder covers generic drugs and pharmaceutical related products such as gases, blood products, renal and enteral feeds.

The online pharmacy catalogue contains information on product, supplier and contract information for different framework agreements negotiated for specific trusts or regions.

Catalogue users can only see details of products and suppliers that are relevant to their particular trust or group of trusts. Importantly, the catalogue also shows any

pending price increases or decreases, and changes to terms, so that hospital staff can make an informed decision as to the best time to purchase. They

can also quickly see a history of price data for each product over the past 12 months and view all price changes since the last catalogue update.

PDMS has a long track record of catalogue projects for the NHS, dating back to 1997 when paper catalogues were replaced by CD Roms. The online pharmacy catalogue has achieved considerable cost savings for the NHS and helped pharmacy staff in hospital trusts to achieve value for money.

“PDMS have provided responsive, reliable and helpful support which

has helped NHS organisations to realise substantial savings for the

NHS. This has been achieved by the delivery of a secure web catalogue

which displays current contracting and pricing structures for medicines in real-time.”

Andrew Davies, Chair of the Pharmacy Business Technology Group,Commercial Medicines Unit, Department of Health


INCREASING PRODUCTIVITYSOLUTIONS FOR GOVERNMENT

Sport and Recreations Booking System

Helping the public sector

During every school holiday the Sports Development Team at Manx Sport and Recreation organsise a large number of sports schemes for children on the Isle of Man, aged from 5 to 15. Initially, to administrate these schemes, the team used a Microsoft Access based database.

Although this system was a good solution to their administration requirements at that time, as the team’s work and responsibilities grew it wasn’t flexible enough to meet their evolving needs. PDMS developed a new system which delivered the following benefits:

π Supports the administration of holiday schemes and reduces the manual administration overhead in recording bookings.

π Reduces duplication – for example, by grouping children into families and by adding categories so that children with very specific requirements can be easily identified.

π Ensures the production of consistent communication materials e.g. standardised letters.

improve productivityand customer service


INCREASING PRODUCTIVITY SOLUTIONS FOR GOVERNMENT

Race Timing System

The Isle of Man’s famous Tourist Trophy (TT) and Manx Grand Prix (MGP) motorbike races attract thousands of visitors to the Island every year with riders competing on a circuit of 37 miles around the Island’s roads.

PDMS, working in partnership with the Government’s Department of Tourism and Leisure and

Information Systems Division, launched a high performance race management system to

track, display and record TT race information in 2006. The system replaced several disparate legacy

systems, providing a new platform that was easier and more cost effective to run and maintain.

With the centenary event in 2007, a project was launched to enhance the system further to

provide several new features, including a race entry processing system, a timing module to provide key race information for display on a PC or TV screen and a retirements system to provide information to both race controllers and the riders’ crews and teams about riders stopping around the course.

During the 2007 races, PDMS’ RaceMann system recorded the first ever 130mph lap of

the mountain circuit, set by Morecambe rider John McGuiness in the Senior TT race.



Waste Oil Disposal Extranet

The Waste Oil Disposal system, originally developed for the (then) Department of Local Government and the Environment, managed the process of collecting, transporting and disposing of waste oil on the Isle of Man.

The system was designed as an extranet to allow different users, including waste oil producers (for example garages) and transporters (Island based haulage companies) to perform specific functions relating to the disposal of waste oil. It helped to administer the whole process by producing and circulating all of the necessary documentation and e-mail notifications and generating reports for the UK’s Environment Agency.

Corporate Performance Reporting System

PDMS worked with the Isle of Man Government’s Chief Secretary’s Office to deliver a system to monitor and report on the progress of individual Government Department’s annual Key Performance Indicators and Action Points.

Accessed via the Government’s Intranet, each department, board or office can add and edit their KPIs (Key Performance Indicators) and Actions as outlined in the Government’s annual business plan. They can also control which Government employees can view, edit and comment on the KPIs.

In addition to providing a valuable management tool for each department to monitor their own performance, the Performance Reporting System has also helped to simplify and join up the process of producing the mandatory quarterly monitoring reports to the Island’s Council of Ministers.


INCREASING PRODUCTIVITY SOLUTIONS FOR GOVERNMENT

Training Services System

The Training Services Department of the Isle of Man Government is responsible for managing apprenticeship programmes, managing the craftsman certification scheme and also for providing financial and practical assistance for other training schemes.

PDMS had already developed a web portal for use by a linked government department which issues work permits. This new Training Services portal was designed so it could access some of the personal and organisational data already held by this system. The aim of the Department for Economic development

was to share the information that was already in another system with the new one, thus reducing duplication of effort whilst

providing a more joined up vision of what contact the person or organisation has had with the government department.

Prior to this system being commissioned, the Training Services department held mainly paper records against persons and

organisations which did not allow them to get a quick overall picture of what assistance had been provided previously to a person when making an

assessment for further support.

The new system allowed the department to standardise letter and email communications with customers, automate finance payments, produce reports and to provide online access to members of the public. Due to the success of this platform it was subsequently extended to include information relating to school age individuals. This now provides a comprehensive end to end history of the training and opportunities offered to individuals from school through to full employment.

Isle of Man Probation System

As software development partners to the Isle of Man Probation Service, PDMS developed and supported their Case Management and Administration System – a key line of business application.

The core system recorded case details of the Service’s clients with built in work flow to facilitate the smooth running of the Probation Service. New modules were also developed to cover community service management and risk of harm assessment.

With a single, centralised system the Service was able to quickly produce management reports which helped to benchmark their performance against the UK Home Office’s national standards. It was crucial that the technology platform was sufficiently flexible to accommodate an ongoing programme of enhancements driven by changes in legislation and to internal working practices.



Treasury Reporting Portal

Primary School Management Information System

The Treasury of the Isle of Man Government is responsible for publishing the Government’s accounts. In addition to the two sets of accounts, which they publish each year the (unaudited Detailed Government Accounts and the audited Statutory Annual Accounts), the Treasury wanted to provide the general public with more frequent and detailed financial information on the Government’s finances.

PDMS developed a web portal which extracts and presents data from an existing Government Axapta system and provides interactive reporting facilities. The new website (http://financereports.gov.im) is updated monthly and includes two reports – the Summary Budget Report providing financial results in the same format as the Budget and the Detailed Revenue Report providing income and expenditure analysed both by department and by income or expense category. Further analysis can be obtained by clicking on the chosen item and drilling down to the next level of detail.

The Treasury Reporting Portal meets a number of the Government’s objectives both in terms of providing greater transparency and also improving service to the general public. In addition, the provision of up to date information which can be easily interrogated online, has helped to reduce the amount of administration time spent answering requests (both internal and external) for financial information.

The Department of Education and Children in the Isle of Man Government delivers Early Years, Key Stage 1 and Key Stage 2 education to children at 33 Primary schools. The Department wished to replace the ageing legacy database used by school secretaries and teachers, to manage student data, registration records and dinner money.

As the legacy databases were school specific, it was not possible to transfer student data between schools and the central collation of student data was difficult.

PDMS have developed the MISS system which centralises the data, whilst applying stringent security to ensure that student data is only visible to the appropriate users. The system handles a wide range of key functions including pupil enrolment, pupil administration and attendance.

A number of features have been included in MISS to help save administration time and effort and to aid centralised reporting of key information. Enhanced functionality in the management of Student Dinner and Milk money enables children to supply their daily meal choice to the kitchen. The centralised nature of the system means the Schools Meals Service are provided with up to date reports of the number of meals served. System generated student specific letters keep parents informed of the exact balance of their child’s meal account and the amount due – reducing the administration overhead for the secretaries. Updates to the weekly cash reconciliation process also improves compatibility with the Government banking system.

The MISS system has completed the first phase of a pilot programme.


KNOWLEDGE SHARING SOLUTIONS FOR GOVERNMENT

PDMS have also designed and developed both Apple and Android Ask the Police apps for PNLD, to enable mobile users to quickly and easily access the database whilst they

are out and about. These free apps pull information from PNLD’s FAQ database

and have already exceeded 30,000 downloads to

date.

Ask the Police – National Frequently Asked Questions Portal

Ask the Police Mobile Apps

Sharing knowledgeto save time

and money

This free public facing website (www.askthe.police.uk) was first established by PNLD in 2005 at the request of the Her Majesty’s Inspectorate of Constabulary (HMIC).

The ‘Ask the Police’ portal, developed by PDMS for the Police National Legal Database (PNLD), saves the Police Service in England and Wales valuable time and resources by reducing the amount of non-emergency calls taken through to police call centres. Members of the public can use the FAQ website to find detailed, and legally correct, answers to over 800 Frequently Asked Questions - ranging from personal safety and anti-social behaviour through to road traffic collisions and fixed penalty notices. It is estimated that the Ask the Police portal saves the Police Service over £25 million per year.

The portal has evolved over time, to assist both the public in finding an answer and the police in saving time and effort. For example local perspectives can be added to answers, and local questions and answers can be created which are visible when people select their police area by entering their post code.

In most cases, members of the public can easily find the information to answer a question they have. However, where a member of the public cannot find the answer, an e-mail service is provided and PNLD now receive and answer up to 2000 e-mails per month. The popularity of the FAQ portal continues to grow and in 2013/2014 there was a 27% increase in the number of questions asked.

The site has evolved to become an invaluable resource for both the general public and staff at police call centres – helping to deliver time savings and ensuring greater consistency in responses. Ask the Police is ‘hit’ up to 50 million times a year.

The Ask the Police website proved so successful that a second version was created and is now in use across Scotland – www.askthe.scottish.police.uk. Some police forces and Local Authorities now embed “Ask the Police” in their own websites adding local perspectives to questions.


KNOWLEDGE SHARINGSOLUTIONS FOR GOVERNMENT

The Police National Legal Database (PNLD) manage the legal database which is used by all 43 police forces in England and Wales - a national knowledge management system of up to date legal information used by serving and student police officers, Crown Prosecution Service and the courts. It is also available on a commercial basis via subscription to other partners within the Criminal Justice Sector (CJS), criminal lawyers and other investigators.

In 2004 PNLD were looking for an innovative technology company that would work with them to move their core services online and work creatively with them to develop new services. PDMS worked with PNLD to develop a new document and content management platform which now holds almost 70,000 documents and can cater for up to 200,000 users across the secure UK Criminal Justice Network (CJX).

The solution provided by PDMS includes multiple security levels for both data viewing and editing, sophisticated authoring and editing content management tools and productivity enhancing features such as individual workspaces to quickly view work in progress and publication status.

With an expanding cross sector customer base the usage of the database(s) has substantially increased. In 2013/2014 approximately 2.5 million visits were made to the legal database, which relates to a page on the site being viewed every 1.7 seconds.

A mobile version of the legal database on hand held devices provides police officers and staff away from the station with immediate access to solutions to legal issues, thus inspiring confidence in what they are doing and ensuring more presence and visibility on the streets. In 2011 there was a 100% increase in pages viewed on electronic hand held devices issued by forces on the police national network, significantly improving accessibility to PNLD’s core product.

The use of the legal database by investigators and practitioners within the criminal justice sector is seen as advantageous and the Trading Standards Service signed up in 2009. For external customers, e.g. Crown Prosecution Service and the courts, the service has significantly contributed to joining up services within the criminal justice sector and ensuring the immediacy of communication of changes to legislation and procedures.

By delivering the tools which enable non-technical users to manage the legal database content via a browser, PNLD have been able to offer greater working flexibility and have improved direct productivity. A spin off consequence has been a built in business continuity plan and disaster recovery.

Legal DocumentManagement System

“In the 10 years that I have been supplied with software and services by PDMS, a high standard of delivery has been established which is second to none. A structured approach to product and service provision has always ensured timely delivery and the necessary back up to major services in the world of law enforcement. Their staff who listen and care - offer a firm assurance of success.”Nigel Hughes, Director, Police National Legal Database



DoxShare – SecureOnline Document Management

UK Government GCloud

DoxShare is available through the UK Government’s G-Cloud framework and available to purchase through their new Digital Marketplace. The G-Cloud is the UK Government’s programme to adopt cloud based services. G-Cloud covers the processes of buying, managing and using cloud services. G-Cloud represents a change in the way that government works with suppliers and works internally.

G-Cloud provides greater flexibility and freedom for government as departments and organisations can change service provider easily without lengthy procurement and implementation cycles, no “lockins” to long contracts and the freedom to quickly adopt better value and more current solutions. The solutions are already assured for security, performance and service management.

PDMS provide a number of solutions via the GCloud including MARIS, Umbraco (our content management system for websites) and software development services.

PDMS have developed DoxShare to allow you to share and control your documents within an easy to use 'online filing

cabinet' - with search, version control, auditing, reporting and security and permissions management features.

DoxShare is an ideal solution for any organisation which needs to provide its employees or stakeholders (such as clients, members,

affiliates and partners) with access to a central store of documentation, no matter where they are in the world. DoxShare helps you to ensure that only

the most recently published versions of documents are accessed, and by the right people.

From a Word document or Excel file through to a pdf, DoxShare can be used to store documents ranging from quality procedures and processes, product specifications and parts-lists, through to human resources documents or sales and marketing literature.

DoxShare is provided as an on-demand, pay-as-you-go, managed service and can be quickly and easily integrated into existing intranets or websites. Because it is provided as a 'cloud-based' application, PDMS takes care of all the hosting and infrastructure for you, including all maintenance, backups, monitoring, resilience and business continuity.

DoxShare offers a quick and easy solution to supporting collaboration between an organisation's staff, stakeholders, partners, and of course their customers. It is far more secure than e-mail, where sensitive documents can accidentally be sent to the wrong individual. DoxShare allows for complete control over who can see, change, delete or manage your documents, facilitating compliance, which can be difficult to achieve on a typical file-server.


KNOWLEDGE SHARINGSOLUTIONS FOR GOVERNMENT

The Maritime Authority of the Cayman Islands (MACI)

Red Ensign Group (REG)

The Maritime Authority of the Cayman Islands (MACI) used a version of DoxShare, known as the Controlled Document Portal (CDP), to provide their staff, in offices around the world, with secure access to a wide variety of controlled documents. The CDP centralised and controlled all MACI’s key documents, with appropriate and flexible, security permissions and a full audit trail.

PDMS provided the Controlled Document Portal to MACI as a complete Managed Service which included hosting, ongoing support and maintenance as well as secure back-ups, resilience, monitoring and built-in disaster recovery.

MACI saw significant benefits from their investment in the portal, including a reduction in time spent on locating controlled documents, better ownership of documents and ensuring that the right person within MACI had access to the most up-to-date version of a document - no matter where they are. MACI also achieved ISO 9001:2008 certification and the new controlled document portal proved to be a real asset in relation to the organisation’s quality system and document control.

The Red Ensign Group (REG) is a group of British shipping registers, comprising of thirteen member countries. These are made up from the United Kingdom, its Crown and its Overseas Territories, all of whom operate British Shipping Registers.

The Red Ensign Group are currently using the DoxShare solution as a central repository to securely

manage, control, store and share all of their key REG documentation, particularly with respect to their annual

International REG Conference and technical forums.

DoxShare enables members to quickly and easily access the right versions of important documents through a

secure log in through their website - allowing any of the REG members to instantly access the latest papers and documents prior to conferences and forums, from any location at any time. Members can also keep up to date with changes and amendments to individual documents with version control and the change notification tool. Members can also submit updates and publish and obtain new versions.



Court Judgments Online

The Isle of Man Courts of Justice’s Judgments Online system is a searchable database which allows users to easily find the judgment for a particular case. A judgment is the presiding judicial officer’s written reasons for reaching his or her decisions in a particular case.

Whether a judgment is published online or not is at the discretion of the judicial officer. This is due to some hearings being of a sensitive or private nature and held in a closed (not open to the public) court. Also, judgments could be published if there are points of law referred to or quoted within the judgment which would be a useful tool for reference in the future for Deemsters, advocates and litigants in person. Judgments are published on the site within ten working days from the date it was handed down bythe Judicial Officer.

J u d g m e n t s Online is powered by PDMS’ Foundations™ document management system, which also runs the UK’s Police National Legal Database. As well as making judgments more accessible to the general public, the database is also regularly used by legal professionals including Manx advocates, saving them considerable time and effort.

“Help for Victims” Website

PNLD are currently working on a new online initiative in partnership with Victim Support across Yorkshire. The new ‘Help for Victims’ website re-uses the successful ‘Ask the Police’ concept to provide answer to Frequently Asked Questions asked by victims and witnesses and helps to explain the Victim Code and Witness Charter.

The website is translated into the top five languages spoken in West Yorkshire where English is not the first language and it links victims to over 100 voluntary and third sector victim support agencies in West Yorkshire.

PDMS have enhanced the existing technical platform to provide multi-lingual capabilities including back office functionality to allow for the automatic exporting and importing of translated information from PNLD’s translation partner Capita.

It is hoped that the website will be further developed to provide additional services, such as enabling victims and witnesses to monitor the progress of their case in court and the introduction of iPhone and Android Apps. The Help for Victims website was launched in October 2014 by West Yorkshire’s Police and Crime Commissioner, Mark Burns-Williamson - at an event attended by Baroness Newlove, who was appointed as the Victims’ Commissioner in 2012.


SHARED SERVICESSOLUTIONS FOR GOVERNMENT

National Health Service and Pan GovernmentCar Leasing Portal

Shared services

The Car Leasing project was initially piloted by the NHS Purchasing and Supply agency (PASA) and subsequently rolled out nationally across the entire public sector in England and Wales. This comprehensive car leasing portal, developed by PDMS and managed by the Crown Commercial Service (previously the Government Procurement Service), provides all of the tools for leasing providers to upload their pricing matrices against a comprehensive database of car types and options. Customers across the public sector can then use the system to get the best possible deal across all suppliers and vehicle types.

The quotation system extracts live pricing information from each participating supplier’s website, based on search criteria, and displays it in an easy to read summary table, making comparison of prices quick and easy. It is believed to be the first public sector website of its kind in the UK, providing live pricing information, straight from the supplier to the user, with a click of a button.

NHS PASA demonstrated that an innovative idea, originally implemented within the NHS using web technologies, can be successfully applied to the entire UK public sector. The NHS has a fleet of approximately 33,000 vehicles, whilst the total public sector fleet is estimated to be about 100,000 vehicles.

Evidence of the success of the portal is demonstrated in the fast take up of the service in a short time. Within the first 18 months of its launch, over 80 public sector organizations had signed up, 395 NHS organizations had placed orders via the framework and on average 150 quotes were produced a day. The framework and portal has already delivered approximately £5.4m savings.

The portal also provides the public sector with greater knowledge and control of CO2 emission levels for government fleets. Sustainability can also be addressed in the call-off selection process, which allows customers' to incorporate their own policies, including environmental factors such as capped CO2 emissions, fuel type and body style. The portal is also helping to reduce waste by significantly decreasing the amount of paper quotes that were previously generated and distributed.

The project won a coveted Government Computing Award in 2009 in the Shared Services Category.

“Where time is always in short supply, this new technology is a real winner

for suppliers and users alike”Janette Cowburn, Transport Category Manager, NHS PASA

to drive down costs


SHARED SERVICES SOLUTIONS FOR GOVERNMENT

Isle of Man Government Web Portal

The Isle of Man Government and PDMS first started working together in 1995 – with the launch of the Government’s very first website. More recently, PDMS have played a key role in the development of the Government’s new web presence – www.gov.im – part of a business re-engineering programme to improve the customer experience. The new website has been developed collaboratively using an agile approach to software development. It has been designed to allow citizens, businesses and visitors to find information quickly and easily, without knowledge of the Departments that deliver services.

The Content Management System (CMS) behind the website, which allows non-technical Authors/Editors across Government to update content, was developed using Umbraco (PDMS is an Umbraco Partner), HTML 5 and CSS3. This provides the Government with flexibility, control over content and improved integration capabilities.

The website has been developed with accessibility in mind and compliance with W3C 2.0 AA. It includes a mobile version, developed using ‘responsive design’ techniques, to optimise the site for different devices.


SHARED SERVICESSOLUTIONS FOR GOVERNMENT

Isle of Man Government Online Services

“The success of Online Services demonstrates the significant, positive impact that IT is playing in delivering the key objectives of the Government’s Agenda for Change and we will continue to look at ways in which technology can benefit Government, customers and the economy as a whole.”John Shimmin, MHK (Former Minister for Economic Development)

The Isle of Man Government's Online Services have reached another milestone, processing in excess of £500M of payments since their introduction in 2007. Payments made using Online Services during 2012/2013 continued to show strong growth and accounted for over 40% of the Government's revenue, an increase of 37% on 2011/2012. Additionally the number of transactions made through Online Services during 2012/2013, including payments, rose to nearly 140,000, an increase of 37% on 2011/2012.

Online Services have generated cost savings for the Government - six additional staff at a cost of over £100,000 would have been required to process this volume of payments via traditional means.

PDMS work as part of the larger online services team within the Isle of Man Government, to help deliver common shared services and online payments. The service enables quick, easy to use and secure payment services for Isle of Man businesses and citizens to make payments at a convenient time, without the need to visit an office or post the payment to Government.

Initially, Government Online Payments was launched to allow Treasury Income Tax Division and Treasury Customs & Excise Division to process payments from Credit or Debit Cards from customers. A further Online Payment Service was added to allow Credit Transfers, which has proven popular. Payment

services have been expanded to include the payment of electricity bills and sales invoices, Government rates, custom and excise payments, and even fishing licences, all using the same technology and platform.

Online Payments is an integral part of the Isle of Man Government’s Online Services programme, which, in just two years, delivered a ‘shared’ set of services that provides the full spectrum of infrastructure and business services to support Government interaction with citizens and businesses. These shared services are used by many diverse Government agencies, driving down the cost and driving up efficiency and customer focus.

The project has successfully delivered a whole raft of services, from income tax and VAT to cattle passports, via a single registration. This ‘single registration’ concept has been the cornerstone of the initiative, as it provides an individual or business with direct access to a whole range of online services as and when they become available, avoiding the time and hassle of having to register with each individual Government Department, Statutory Board or Office.

From a technical perspective, a standardised platform reduces costs and provides more flexibility. The programme has been driven by the Government Technology Service working in partnership with a number of key suppliers including PDMS.


PIONEERING INNOVATION SOLUTIONS FOR GOVERNMENT

Employed – Connecting education, skills and employment

Pioneering innovation

PDMS Employed is a software platform to connect those with an interest in skills and employment - including young people, job seekers, employers, local authorities, education providers and Job Centres. It provides a central online hub where individuals and businesses control their own information, and through which communities can quickly and cost effectively provide a range of employment related services.

PDMS Employed is designed for its members, and serves the combined interests of employers, students, jobseekers and government agencies equally:

π For anybody seeking careers advice, from students and school leavers through to people considering a mid-career change or a return to work, it is a careers guidance website

π For registered members it is a job search site to manage their personal information, CVs, certificates and job/ training applications, and to search for/ connect to potential jobs and employers.

π For employers it is a recruitment portal to post job vacancies, work experience and apprenticeship opportunities and integrate their online application forms.

π For training and education providers it is a common application portal in which to post details of training courses and receive completed applications.

π For government agencies it is a careers hub and content editable website to provide local services such as news and events, information and resources, forms and payment facilities; and with back-office reports on trends and statistics.

in public services


PIONEERING INNOVATIONSOLUTIONS FOR GOVERNMENT

Employed.im

iMusuem“iMuseum online is a great example of the public and private sector working

together to deliver this great new service which we hope will be an inspiration to generations of people to research their Manx connections online”

Edmund Southworth, Director of Manx National HeritageManx National Heritage (MNH) is the Authority in the Isle of Man entrusted with a portfolio of heritage responsibilities on behalf of the People and Government. It is responsible for the National Museum Service, including 13 public historical sites and the National Archive, a national collection of Manx printed works, archives, photographs and film.

PDMS worked with MNH and their partners to help deliver a new website (www.imuseum.com) to transform the way people use the Isle of Man’s national archives, library and museum collections. PDMS developed the iMuseum’s core database which integrates with a number of different third party systems including a museum management system. In addition, PDMS also designed and delivered the online web site where people can easily search and browse a wide range of content.

Highlights of the iMuseum online include over 150 years of Manx Newspapers, 17th to 20th century baptism, marriage and burial records, records of the Island’s war memorials and thousands of images of Manx people and places from the National Photographic Archive.

Working in collaboration with the Isle of Man Government, PDMS has developed an innovative online portal as a one stop shop for careers and employment in the Isle of Man - www.employed.im

The easy-to-navigate employed.im site serves as a careers hub and networking portal for students, job seekers, job changers, training providers and employers. Employed.im

is designed for its members and serves the combined interests of all those with an interest in employment.

www.employed.im provides career-related guidance to anybody seeking advice, from students and school leavers through to people considering a mid-career

change or a return to work. Registered members can also use the website to manage their personal information, CVs and application forms and to message potential employers.

With employed.im, PDMS can quickly and easily put employers' and government agencies' application forms online. Key information from a member's profile will automatically be added to application forms they

chose to complete, saving valuable time and effort. Members can also save and store their own personal copy of any completed applications.

The portal is continually evolving and with the recent introduction of video profiles for members it’s a great way for students and job seekers to practice their

interview technique and get in front of potential employers.

Employed.im has improved collaboration between Isle of Man schools, colleges, employers, government agencies and charities - ensuring all their efforts are joined up via one central, shared portal. This innovative initiative supports entry and promotion within the world of work and provides lifelong training and careers related guidance and opportunities.


PIONEERING INNOVATION SOLUTIONS FOR GOVERNMENT

Lost, Found and Personal Property Management

PITAR is our comprehensive personal property management platform that can be configured to support Lost, Found, crime, seized and evidential property in the Police, Transport and Patient care sectors. PITAR is a completely browser based solution that can be delivered as a fully managed service or can be installed on-premise.

PITAR comes as a series of customisable software components that are used to manage:

π Found property items including full details of what was found where and when.

π Lost property items including what was lost, where, when and who the owner is.

π Handed in or Surrendered items, what, when where and who.

π Seized property items.

π Match found items with lost property reports and restore the item to its rightful owner.

π Custom processes to support special items such as drugs, firearms, internal investigation items.

π Unique property item logging allows every piece of property to be, bagged, tagged and tracked with complete accuracy.

π Custom property stores can be created to hold items and a complete audit allows you to check where an item is, where it has been and who has had access to it.

π Defined interfaces allow PITAR to link to external applications to validate addresses.

West Midlands Police

PITAR is currently used for the recording and management of street property by West Midlands Police and is used as an evidence tracking and exhibit management system by the States of Guernsey. It manages the complete property process from the moment items of property are seized or handed in to the police, through to their ultimate return or disposal. Virtual secure areas allow confidential and sensitive property items to be managed without letting the wrong people know about it.

Over 80 police stations and all property offices

across the West Midlands now use the PITAR

Property System which is accessible to over

8,000 officers and support staff via the force’s

Intranet. The system integrates with several

other key police systems including Oracle HR,

the force Crime Data Warehouse and Name and

Address Gazetteer which helps reduce data

entry and enables sophisticated data searches.


PIONEERING INNOVATIONSOLUTIONS FOR GOVERNMENT

Aberdeen Airport

Aberdeen Airport recorded its busiest year in 2013, boasting 3.48 million passengers, and is now seeking to improve its customer service with the help of PDMS. Aberdeen Airport is partnering with PDMS to further develop PDMS’ online lost property solution. Fraser Bain is one of the Airport Duty Managers, and has led the new initiative. He said: "We were clear in our objective this year to make the lost property process in Aberdeen as user-friendly and efficient as possible. As such this is a very welcome partnership with PDMS. It allows us to use our website more effectively in the lost property process and makes the whole system much faster. Embracing new technology is an important part of our Customer Charter commitments and it is great to be able to use technology for the benefit of our customers.”

The software enables airport visitors to log a description of their lost item and airport staff to quickly log found items. Once the lost description is matched to the found item, airport staff organise an effective way of returning the item to its owner. The process will save valuable time and greatly improve customer service.

PDMS have a track record in lost property solutions and are using their experience at Aberdeen International Airport to further refine their software to ensure if fully meets the needs of both regional and international airports. Airports are amongst the most difficult places to reunite lost items to their owners. Some airports have multiple lost property departments located all around the airport. PDMS’ software simplifies the whole process, creating one single online lost and found portal.

PDMS are currently looking to expand the provision of their lost property software to a range of other sectors including airlines, rail operators and taxi companies - to reduce the administration overheads involved in recording and returning lost property and more importantly, improving their customer service.

Isle of Man Glasgow London

Contact usIsle of Man Head Office

PDMS LimitedGlobal HouseIsle of Man Business ParkIsle of ManIM2 2QZ

Glasgow Office

PDMS LimitedUnit 7, Cameron CourtHillington ParkGlasgowG52 4JG

+44 1624 664000 (Isle of Man)+44 141 438 2100 (Glasgow)

[email protected]

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