Helping the MOJ save money by replacing legacy IT systems

Recognising a need to address the dependencies on outdated IT systems and to mitigate potential business risks, the Ministry of Justice (MOJ) worked closely with Triad, a trusted partner in project and programme management. We initiated a discovery project to gain a deeper understanding of the dependencies on their outdated IT systems and to assess the potential impact on their business. With a working budget of £1.5 million, the programme achieved £1.4 million in annual savings by future-proofing new systems and removing legacy IT systems, components, and software licences.

About the MOJ

Justice Digital supports the Ministry of Justice (MOJ) by changing how people access and use justice services. The MOJ is a major government department at the heart of the justice system. Millions of people use their services across the UK annually, including at over 300 courts and hearing centres and over 100 prisons in England and Wales.

The challenge

The MOJ had begun a discovery project to understand the dependencies on their legacy IT systems, identify the potential business impact and find ways to mitigate them. Triad’s task was to provide project and programme management to support this initiative.
The legacy IT systems covered a broad range of legacy items, including servers, storage devices, print devices, networking devices and equipment, and software applications, all of which led to rising costs and decreased efficiency.
Triad tackled these challenges and led the Legacy Systems Risk Mitigation (LSRM) programme in search of solutions to save costs and improve efficiency in the long run.
With a limited budget for LSRM programme deliverables, the focus was to prioritise the most critical legacy systems that presented significant risks to MOJ’s business operations and security.

The solution

We completed a comprehensive assessment of the legacy IT systems and components, identifying system dependencies, operational inefficiencies, ongoing maintenance costs, and potential security risks.
Working closely with MOJ’s stakeholders, the LSRM programme developed a robust programme and project plans to decommission and remove the legacy IT systems. This strategic approach aimed to reduce potential security risks, eliminate legacy systems’ dependencies, and, importantly, generate cost savings on maintenance and support.
Each project within the LSRM programme had dedicated representatives from quality assurance, security, technical operations, and service operations. This ensured a holistic and well-coordinated approach across a variety of MOJ programmes, functions and suppliers.
The decommissioning plans included comprehensive processes for powering down and shutting down all the legacy physical and virtual servers, storage devices, print devices, networking equipment, and software applications.
Software upgrades of applications were essential to ensure compatibility and integration with cloud enabled services, improving data exchange and communication between different departments and teams.
User training was provided to get teams up to date with new features, interfaces, and functionalities and to give them an opportunity to take advantage of the new software.

The result

Utilising a working budget of £1.5 million, the LSRM programme achieved significant annual cost savings of £1.4 million by removing legacy IT systems, components, and software licences. These cost savings allowed valuable resources to be redirected to more strategic initiatives such as data security.
The replacement IT systems offered modern interfaces and improved functionality, increasing stakeholder satisfaction. The upgraded IT infrastructure provided MOJ with the scalability needed to support operations. The new systems were future-proofed and ready to adapt to future business needs, paving the way for growth opportunities.

“If only other programmes could learn from the Triad team! I’ve been following the programme with absolute pleasure, seeing the team deliver more value than any other programme in the MOJ. Savings of millions of pounds, not just as oneoffs but ongoing. Regular good quality updates. All this made possible by the strong leadership”. - John Dryden | Lead Solutions Architect, Justice Digital Solutions

Georgie Morgan

Head of Justice and Emergency Services, techUK

Georgie joined techUK as the Justice and Emergency Services (JES) Programme Manager in March 2020, then becoming Head of Programme in January 2022.

Georgie leads techUK's engagement and activity across our blue light and criminal justice services, engaging with industry and stakeholders to unlock innovation, problem solve, future gaze and highlight the vital role technology plays in the delivery of critical public safety and justice services. The JES programme represents suppliers by creating a voice for those who are selling or looking to break into and navigate the blue light and criminal justice markets.

Prior to joining techUK, Georgie spent 4 and a half years managing a Business Crime Reduction Partnership (BCRP) in Westminster. She worked closely with the Metropolitan Police and London borough councils to prevent and reduce the impact of crime on the business community. Her work ranged from the impact of low-level street crime and anti-social behaviour on the borough, to critical incidents and violent crime.

Email:: [email protected]
LinkedIn:: https://www.linkedin.com/in/georgie-henley/

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Cinzia Miatto

Programme Manager - Justice & Emergency Services, techUK

Cinzia joined techUK in August 2023 as the Justice and Emergency Services (JES) Programme Manager.

The JES programme represents suppliers, championing their interests in the blue light and criminal justice markets, whether they are established entities or newcomers seeking to establish their presence.

Prior to joining techUK, Cinzia worked in the third and public sectors, managing projects related to international trade and social inclusion.

Email:: [email protected]

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Ella Gago-Brookes

Team Assistant, Markets, techUK

Ella joined techUK in November 2023 as a Markets Team Assistant, supporting the Justice and Emergency Services, Central Government and Financial Services Programmes.

Before joining the team, she was working at the Magistrates' Courts in legal administration and graduated from the University of Liverpool in 2022. Ella attained an undergraduate degree in History and Politics, and a master's degree in International Relations and Security Studies, with a particular interest in studying asylum rights and gendered violence.

In her spare time she enjoys going to the gym, watching true crime documentaries, travelling, and making her best attempts to become a better cook.

Email:: [email protected]

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Authors

Steve Maynard

Managing Consultant, Triad Group Plc

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