A pilot project in B.C Canada puts the iPad in the hands of 30 high-level Government officials. Will they save money? Will they be more productive? Will this result in expanded use of mobile technology?
A couple of weeks ago I picked up on a local news story that was questioning the rationale involved in a pilot project that has 30 BC ADMs (Assistant Deputy Ministers aka. high ranking government officials). At question was whether or not the pilot coast, estimated at about $1,000 per user, would result in cost savings for the tax payer. The article was pretty short and basically pointed out that savings would result from an attempt at going paperless. Critics are also pointing out that the project is a little silly due to the fact that the BC Legislative building doesn’t make WiFi available for users – I’m guessing this must be due to some security concerns.
When I first saw the article my first reacting was to pen a short blog post in order to generate a little buzz on the topic – see this post. My initial thoughts were that I thought the idea was pretty cool… putting technology in the hands of high ranking government officials. Sounds good to me. I’d like to think that most of the users would be responsible with the devices and I’d also like to think that maybe a little training would also be provided, particularly for those new to the iOS and touch device experience. I’d also like to think that when the execs are introduced to some cool apps and services that can be run on iPad that maybe the wheels will start turning a little and they may think of some possible ideas for apps to come out of the Bc Government to connect better with the population.
I guess at issue though is the initial report in the Times Colonist newspaper – see HERE – the piece paints the pilot project as being pretty gloomy and mainly as more waste by the government, unfortunately, like many other governments around the World, the BC government has a poor track record when it comes to spending of tax $$ – it really is often a no-win situation though! It was interesting that the short blog post resulted in me getting a call from the local CBC radio station who was doing a short story on the topic. They noticed I had investigated a bit so they asked if I’d take part in a live, 10 minute radio show on the topic. I gladly showed up and answered a few questions. My view was essentially that I was in favor of the execs being exposed to technology. I noted I wished they could have waited a couple of months for the iPad 2 to come out as there are huge benefits over iPad 1 and I pointed out several ways that I felt tremendous time and cost savings could result, besides saving paper which I thought was a bit silly. I picture the users being able to use the iPad for presentations and meetings, they could take part in live webinars, watch conferences online, and even plug the iPad into a TV to run a public display. There’s also many benefits to being connected 24/7 as well as using apps like skype, dropbox, and cloud solutions like Google Docs.
As I said, this is part of a "pilot project" and there may in fact be a few flaws with it, even if the idea is a good one. Do they need 30 users? Did they select the right people to take part… i.e are high level execs the best people to be taking part in this? Did they get the right equipment.. i.e. should they have waited for iPad 2? Is there any training provided? Is usage being monitored? Is providing data connectivity smart or even needed? What’s the real cost savings, i.e. why sell this on the public based merely on saving paper? A number of questions could be posed.
Convincing Joe Public of the merits of using iPad could be tricky, mainly because the tax payer will often view spending on such technology to be "lavish" – Apple and others have likely made these devices a little too cool! I asked a few colleagues what they thought about this topic. the following a few responses that i received:
Comments from a GISuser reader…
I would say that in this case it is a perk for the deputy ministers. I am sure these guys are not that tech savvy, so even if they did have it set up so it was possible to actually use the iPads instead of paper, they probably would not. Meaning, it has been my experience that even if you have a nice, shinny device with cool "paper saving" software (electronic signatures, print to .pdf, etc, etc) people will still stick to their old ways they know. (meaning signing the paper documents and faxing, because they don’t know how to make the e-docs/email work)
Also, having worked in government myself, if you really wanted a proper study of the feasibility of going paperless, then the last people you would want to have try this is the deputy ministers. They don’t have the technical knowledge or gumption to figure this stuff out. You would want to give these iPads to staff, who have the time and resources to do a proper study. Then, once staff has figured it all out (how best to go paperless), then you would give the iPads to the deputy ministers (along with very easy to follow instructions, software that was tested so it works without a hitch, and a dedicated help desk).
To think that the deputy ministers area going to be able to blaze the trail by figuring out how to do new things (saving paper) with their iPads is not very realistic. I am all about Government using technology to do their jobs more efficiently and cheaply, but it is the Staff’s job to figure out how to do this. After they get the plan in order, then they present it to the top brass and then work to get these ministers to actually use the new technology (since top brass are usually politicians, not techie geeks)
So for this particular case I would say that the deputy ministers just want them for the same reasons everyone else does, so they can play Angry Birds in their meetings! (haha!)
Comments from a software developer…
My feeling is that depending upon how the iPads are to be used and what software/apps they will be running, it makes good sense to equip government folks with iPads. They are smaller, lighter and much easier to use than laptops and the battery lasts two to three times longer. And of course, they cost less…much less. So, for example, in the GIS and mapping arena, if a government worker can read maps and data, collect data and do the same work on an iPad that they might do on a laptop then it makes perfect sense. I have spoken to hydro workers and types like that who loathe the ruggedized laptops they have been stuck with and make every excuse not to use them. With software like our PDF Maps app the iPad can be a very useful enterprise tool.
My feeling is that these "bleeding hearts" who call them lavish toys only say that because a) these are indeed new and novel devices and one that wears off they will just be another device, and b) they are jealous. But if you get right down to it in my opinion it can make fiscal and operational sense. That’s my take.
Comments from a BC Tech Business Owner…
In my mind the debate is all penny wise, pound foolish. A shiny, vivid example takes the heat while business as usual is where you’ll find the true unnecessary costs. For example expensive last minute flights needlessly, courier costs all over town for minor records, bloated meetings and reports that never get read. Forget paper costs… to me, that’s someone making an ill-advised argument.
Again it’s a technology to work more efficiently. A member of the public might use their iPhone/iPad technology mostly for the lightsaber app and Angry Birds, but busy executives don’t. I don’t see the rationale being much different than a laptop (on which you could also play games all day), except there are a few major advantages that I see with CEO colleagues that use them (e.g. start-up time and battery life… it’s more akin to a paper notebook than a laptop that you have to fire up, and that’s not a small thing). I bet if you look in the TC archives, you’ll find a story doubting the purchase of faddish laptop computers!
Another thing; they need wireless in places government folks operate. It’d probably pay for itself in the money they’d save with people using their smartphones and eating their data plans.
Other random comments from readers:
- I think tablet technology is right up the alley for Government folks that are out and about dealing with local issues. It appears easy to use and will certainly begin bridging gaps between those not so techie and those that the true geek. I do believe that this question ought to not be specific to the iPad considering the many options that are soon to come. The Motorola Xoom, RIM Playbook and the Samsung Galaxy will also be very good options to assist with mobile technology. The real question is will your IT Dept’s support the access to information necessary to showcase these tools?
- If it helps with productivity away from desk and during meetings, i.e helping record/manage notes, correspondence, references and files, then ABSOLUTELY.
- Government employees should be allowed to use technology if they are using it to improve efficiencies. I have seen tablets reduce paper first hand. iPad or otherwise technology allows for greater connectivity and generally results in more efficiencies. The caution is providing technology to those who have not or will not embrace its purpose.
Some Final Thoughts
I’d like to see such pilot projects involve participants that are willing and excited about the technology. If the iPads are dropped in the laps of skeptics then I doubt there will be much effort to use the device for productive tasks. A little extra training and added awareness for the users would also go a long way. A simple 2-3 hour training session prior to kicking off the project would go a long way. I’d also like to see a pilot project like this succeed (or be judged to succeed) based on improved productivity and innovation rather than merely based on savings in paper. Finally, I’m thinking the users in this case may be a little "too high" up the totem pole… perhaps a similar project but involving managers that are relatively tech savvy and "likely" to be able to innovate and dream up apps that could be used directly by their department would also be beneficial. This project could also likely be expanded by having volunteer participants agree to take part in a project, provide feedback, suggestions etc… in exchange for a free or discounted iPad. I wouldn’t include a data plan in the project, rather, I would prefer to see efforts that involve (or expand) the use of WiFi.
See also: