I am pleased to provide you with an update on several key strategic initiatives and improvements to systems currently underway across our organisation.
AI Awareness Seminar – April 2025 Update
On Monday 3 March, the Digital Technology department hosted a workshop on Artificial Intelligence (AI) and its transformative potential. This dynamic seminar kicked off an exciting series of sessions planned for the coming months.
With 40 enthusiastic participants in attendance, the workshop delved into the fascinating world of AI, exploring:
- The fundamentals of AI
- AI's revolutionary impact across various industries
- The vision of an AI-powered organisation
- Key challenges faced by councils
- The incredible ways AI can support local government
The session wrapped up with a lively 20-minute Q&A, leaving everyone energetic with curiosity and excitement. Participants described the workshop as engaging, relevant and highly informative. There was a strong demand for more advanced topics, including practical applications like Microsoft Copilot.
The next seminar will be scheduled for May 2025. Keep an eye out on The Source for more information.
Introducing "The Inside Man" Series for Enhanced Security Awareness
As part of our ongoing efforts to enhance our security awareness and keep our environment safe, I am excited to introduce you to "The Inside Man" series from KnowBe4. This engaging and informative series is designed to increase our understanding of cybersecurity threats and how we can protect ourselves and our organisation from potential risks.
"The Inside Man" follows the story of an IT security analyst who becomes an insider threat. Through this narrative, we will learn about various cybersecurity concepts, including social engineering, phishing and the importance of vigilance in our daily activities.
I encourage everyone to watch the series and participate in the discussions that will follow. By increasing our awareness and knowledge, we can collectively contribute to a safer and more secure work environment.
Update on Promapp Implementation and Future Benefits
As many of you are aware, Promapp is a powerful process mapping tool that we are integrating into our operations to enhance efficiency, transparency and collaboration across the organisation.
Key Updates:
- Implementation Progress: We have made significant strides in the planning and training phases. Key User training has commenced. Further staff training will occur in May and June. These sessions will be advertised in the source closer to the dates.
- Process Mapping: Promapp provides a user-friendly platform for visualising and standardising processes, ensuring that all activities are clearly documented and easily accessible. This will enhance operational efficiency, reduce the risk of errors and improve compliance with regulations.
- Forms Integration: We are also improving our forms software in conjunction with the Process Mapping project. Each form will be transferred to the new system, and a documented process will be created to give staff certainty about where their forms are in the process and how they interact with other departments.
Future Benefits:
- Enhanced Transparency: Staff will have a clear understanding of where their forms are in the process and how they interact with other departments. This transparency will facilitate better communication and accountability among staff, leading to more consistent service delivery.
- Improved Efficiency: By documenting and analysing our processes, we can identify and eliminate bottlenecks, leading to faster and more efficient workflows. This will not only enhance productivity but also reduce the risk of errors and misunderstandings.
- Consistency and Standardisation: Process mapping ensures that all forms follow a standardised procedure, reducing errors and inconsistencies. This consistency will be particularly beneficial for new employees, as documented processes serve as valuable training resources, helping them to quickly get up to speed.
- Better Communication: Clear documentation of processes will facilitate better communication and collaboration between departments. This will enable us to respond more quickly and effectively to community needs.
- Operational Excellence: Promapp fosters a culture of continuous improvement and operational excellence. By having well-documented processes, we can easily identify areas for improvement and streamline workflows, ultimately leading to a more efficient and effective organisation.
We are excited about the positive impact that Promapp will have on our operations and look forward to your continued support and participation in this transformative initiative. If you have any questions or would like to be more involved in the implementation process, please do not hesitate to contact Jason Williams or Alison Saunders.
Interim Works Management System for the Works Service Unit
The Works Service Unit, led by Mohammad Khan is implementing an interim works management system. This initiative is designed to enhance efficiency and streamline operations. The new system sees the uploading of asset data and the development of workflows. This will significantly improve the planning, execution and auditing of jobs. Some aspects, such as job inspections, have already been tested and are showing promising results.
Snap Send Solve
We are focusing on fostering a closer relationship with Snap Send Solve to integrate their services with our CRM system. I have been actively involved in discussions with Carolyn Altan and Snap Send Solve to explore integration opportunities. Our goal is to streamline customer reporting processes and improve efficiency through web integration. Additionally, we are exploring the use of QR codes for asset-based management and specific incident types to enhance system integration.
These steps are part of our broader strategy to provide a more seamless and efficient customer experience. The integration with Snap Send Solve is expected to offer valuable insights and improve overall customer satisfaction.
Digital Technology Appointments
We are excited to announce two key appointments within the Digital Technology Team:
- Calum Russell has been appointed as the permanent Desktop Services Coordinator. Calum brings a wealth of experience and expertise to this role, and we are confident that he will continue to enhance our desktop services and support.
- Kate Harris will be stepping in as the temporary Digital and Data Lead until September 2025. Kate has a strong background in digital technology and data management, and we are thrilled to have her lead our digital and data initiatives during this period.
These appointments are part of our ongoing commitment to strengthening our team and ensuring that we provide the best possible service and support to our organisation.
If you require any information or assistance, please do not hesitate to reach out to the Digital Technology Service Desk. You can email them at itservicedesk@cgd.vic.gov.au or submit a ticket through our service portal.
Yuri Guzman, Chief Information Officer