Barnsley Council: Pioneering use of Microsoft Copilot

Barnsley Council is emerging as a frontrunner in local government's adoption of artificial intelligence (AI). Through a strategic partnership with Microsoft, they've implemented Microsoft Copilot on a large scale. This innovative approach aims to utilise AI to automate administrative tasks, boosting efficiency and empowering staff across various departments.

Recognising the potential of Copilot early on, Barnsley secured a place in Microsoft's early access program (EAP) back in September 2023. Building a strong business case that quantified the benefits, the council took a decisive step to expand its pilot program significantly, from 300 to 2,000 licenses. This ambitious rollout ensures the majority of their staff have access to Copilot, aiming to streamline workflows, improve efficiency, and free up valuable time previously spent on repetitive tasks.

The council were able to roll out the licences within a week, starting in late December and issuing licences across the organisation by the first week of January 2024.

Barnsley Council's commitment to stakeholder engagement was evident from the start of the adoption process. Early involvement of elected members, trade unions, and senior management teams ensured alignment and addressed potential concerns. Demonstrations of copilot played a crucial role, not only showcasing technology's capabilities but also developing a shared understanding and organisational appetite for AI deployment across all levels.

Building on this strong foundation, the council implemented a comprehensive support programme to empower its workforce. Regular interactive workshops equipped staff with the skills to utilise Copilot effectively. The creation of a dedicated "Copilot Flight Crew" – a community of champions – fostered a collaborative environment. This champion network thrives on a central team site, where members share prompts, success stories, and best practices. The site also acts as a hub for ongoing training, ensuring staff continuously develop their AI literacy and refine their writing skills to maximise the benefits of Copilot.

This comprehensive approach extends beyond the initial training. Over 150 staff members were trained as champions, solidifying their expertise and enabling them to provide ongoing guidance and upskilling to their colleagues. This peer-to-peer support network fosters a sense of community and ensures the knowledge gained from Copilot implementation is readily shared and sustained.

Barnsley Council prioritises the responsible use of AI through a comprehensive governance framework. This framework comprises:

These measures aim to build trust and transparency with stakeholders. They demonstrate the council's commitment to ethical AI implementation and continued human oversight.

Barnsley Council's early investment in AI has yielded significant results. From the outset, they identified finance, business support, and social care as areas ripe for improvement. Copilot's impact has been substantial:

Overall, the council is experiencing substantial efficiency and productivity gains, especially in areas previously bogged down by administrative tasks.

Looking ahead, the council actively measures the return on investment (ROI) by assessing productivity and cost savings. Their goal is for Copilot to generate significant cost savings, exceeding its initial investment. Specific metrics include reductions in agency staffing costs, efficiency gains in administrative tasks, and improved productivity across departments. Based on Copilot's initial success, the council is committed to renewing licences and proving the tool's ROI within the next year.

Barnsley is just at the beginning of their AI journey. The successful pilot of Copilot has ignited enthusiasm for AI's potential to transform service delivery. The next phase focuses on deepening the impact of Copilot. This will involve revisiting specific service use cases to refine how they measure return on investment (ROI) and build a compelling business case that secures continued investment.

Alongside this, the council plans to expand Copilot adoption across the organisation. Barnsley will provide further support to staff to ensure a smooth integration and knowledge of copilot is developed throughout all service areas. Additionally, Barnsley seeks to unlock Copilot's full potential by exploring advanced integration with the wider Microsoft suite. This includes leveraging connectors and data lakes to empower managers with direct data querying through Copilot and Power BI. Additionally, integrating Copilot with HR policies could streamline staff access to information, potentially replacing complex intranet structures. Complexities exist with linking up technology outside of the Microsoft suite, but the council are actively exploring solutions.