We supported the Department for Education (DfE) to introduce a new data intelligence platform while focusing on user needs and better ways of working. Linda Souto Maior, service designer on the project, shares how we did this.
The DfE Analyst Community plays a critical role in helping the department achieve its goals to enable children and learners to thrive. Over time analysts were operating on increasingly outdated, disparate and costly legacy systems.
As the data and analytical sector moves towards cloud based technologies, DfE wanted to build on existing ways of working, keep pace with emerging trends and new opportunities to support the Strategic Data Transformation programme. The vision was to build a new joined up service to help analysts find data and access cloud analytical tools, known as Analytical Data Access (ADA), named after the famous pioneer and mathematician Ada Lovelace.
A key enabler for any major technology change is to design the service in a way that meets the needs of users and also recognises the impact of the change to the organisation and importantly to the individuals affected.
Challenges across the organisation
There were a number of challenges across business and technology teams:
DfE’s Data Directorate had an immediate requirement to replace outdated and costly platforms with cost of support and maintenance high.
Users of data across the DfE Analyst Community could not always find what data is being stored, who owns it, how to get access and how to use it.
Users are limited by capacity and difficulty in scaling without impacting others, and may experience delays in running data queries.
Duplication of the same data assets across different platforms with no single source of truth, and increasing costs, risks and effort to store, manage and control access to data.
Reduced ability for experts in datasets to collaborate easily.
Time-consuming daily log-ins to multiple systems.
The approach to address the problem
By working in blended teams Solirius provided service design, user research, interaction design, business analysis, delivery and business change expertise to bring the service to live.
The service was designed to bring together three underlying platforms: a data discovery platform to catalogue all DfE data, a data intelligence platform using Databricks on Azure with a Delta Lake for data storage, and a library of reports and dashboards.
Key improvements included:
A single point of entry to reduce sign-ins across platforms.
Greater processing power for faster calculations and complex analysis.
Governance of data through a single request form to gain access to datasets.
Information about the service, support guides and access to tailored training designed in collaboration with analysts.
A single homepage to access all services.
Outcomes and value added
Alongside the technology challenge of deployment, we worked closely with users to overcome nervousness about the new platform. This included adapting the service but also improving communications:
Set up a super user group of analysts who helped with design input, test and provide feedback on the service.
Worked with the supplier (Databricks) to integrate R Studio (third party modelling software) based on user feedback.
Mapped out all data requirements and user flows to identify common pain points and avoid duplication of data prior to any data migration.
Developed a roadmap for data migration and changes to ways of working.
Ran frequent show & tells across the organisation and invited our analysts to demonstrate the use of tooling.
Engaged with analysts and the supplier to design training and support guides.
Co-designed a business change strategy to establish collective ownership of the change.
Worked closely across DfE departments and alongside other projects to ensure a joined-up service across all channels.
Provision of flexible resourcing to meet the needs of delivery and budget constraints.
The service continues to be rolled out across the organisation and is now being used by 300 analysts with 60 modelling areas migrated for 50+ analyst teams. Meanwhile we continue to work with the Analyst Community and Data Directorate to improve and adapt the tool as new use cases come up.
Long term, the service will save time, costs and effort, through better collaboration and faster processing, and also enable better use and governance of data.
"As sponsor for the DfE Analytical Data Access (ADA) service I have been impressed with the calibre of the Solirius resources who have supported us in getting this ambitious programme off the ground. They have been key in helping us build multi-disciplinary squads and they have integrated seamlessly with our existing staff. Their expertise has brought shape and rigour to our work and enabled us to deliver a professional service that is growing in demand."
Patrick Healey, Deputy Director | Data Operations | Data
Contact information
If you have any questions about implementing new digital technology in your organisation or want to find out more about what services we provide at Solirius please get in touch.
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