I am pleased to provide you with an update on several key strategic initiatives and improvements to systems currently underway across our organisation.
Promapp
We are introducing Promapp to foster a culture of continuous improvement and operational excellence. Documenting processes using tools like Promapp is highly beneficial. It ensures that all team members have a clear understanding of procedures, which leads to increased efficiency and consistency in operations.
By having well-documented processes, we can easily identify areas for improvement and streamline workflows. This not only enhances productivity but also reduces the risk of errors and misunderstandings. Additionally, documented processes serve as valuable training resources for new employees, helping them to quickly get up to speed.
In addition, we are improving our forms software over the next few months. This is tied into our Process Mapping project. Each form will be transferred over to the new system and at the same time, a documented process will be created to give staff certainty about where their forms are in the process and how it interacts with other departments.
If you are interested in being involved, please contact Jason Williams or Alison Saunders.
Access to Microsoft 365 Copilot
I am thrilled to announce that all staff now have access to the web mode of Microsoft 365 Copilot. This powerful tool will assist you in drafting emails, creating marketing content and generating professional documents. Copilot also provides insightful summaries by analysing customer feedback, helping us make informed decisions.
To help you get started, we will be organising training sessions and providing resources to ensure you can make the most of this tool. Keep an eye out for further information.
Passwords
Passwordless Access
The Digital Steering Committee has approved a proof of concept to implement passwordless access to our systems. This aims to enhance security and streamline the user experience by eliminating the need for traditional passwords. Instead, we will explore advanced authentication methods such as passkeys and biometric verification.
Approximately 80 staff members will be taking part in the proof of concept. This move aligns with our commitment to adopting innovative technologies that safeguard our data while providing a seamless and efficient access process for all staff members. Further details and implementation timelines will be shared in the coming weeks. Your cooperation and feedback during this trial period will be invaluable to the success of this initiative.
Changes to the Password Reset Period
Enhanced security and less frequent password changes are coming soon. To boost our security and minimise the hassle of frequent password changes, we are extending the password reset period from three months to 12 months, starting 30 May 2025.
What you need to do:
- Password Length Increase - From Monday 1 March, all staff will be asked to update their passwords from 12 characters to 15 characters. This small change will make a big difference in our security.
- Transition Period - Once everyone has updated their passwords (by 30 May 2025), the reset interval will officially change to 12 months.
If you have any questions or need help with updating your password, please reach out to the Service Desk via Freshservice. Thank you for your cooperation in making our security measures stronger and more convenient.
iOS Devices (Apple)
Based on valuable staff feedback and a commitment to improving user experience, we will be transitioning from the Apple Mail to Outlook for all staff from Saturday 1 March. This change is designed to enhance your overall experience, making communication more seamless and efficient.
Benefits of using Outlook include:
- Organised Email - Outlook helps you focus on the messages that matter most by organising your email efficiently.
- Calendar Management - Easily manage and share your calendar to schedule meetings with ease.
- File Sharing - Share files from the cloud so recipients always have the latest version.
- Integration - Outlook integrates seamlessly with other Microsoft Office applications and various devices, making it a versatile tool for all your communication needs.
Yuri Guzman, Chief Information Officer