Highland Council introduced their original "smart card" system in 1994 using hardware provided by a local business and a dedicated Highland Council smartcard. The system was rolled out to the majority of high schools. The objective in introducing this system was to modernise and speed up lunch service, reduce queuing time and provide anonymity for free school meals pupils. It was recognised by the Council that as this system was a dual operation where both cash and cards were utilised there was a need to improve and modernise the system to an entirely cashless operation at point of sale.

Project
Highland Council's Corporate Plan proposed the introduction of a "single card" for use by young people, enabling wider access to discounts including leisure, library and school meals. A Project Plan was developed to upgrade each high school on a rolling programme; the new system would be compatible with the National Entitlement Card (NEC).

A Business Case was submitted to the Programme Board governing ICT, this was a time consuming part of the process however approval was granted. As the Council's ICT service was outsourced to Fujitsu, the decision was taken to procure an appropriate system through them. Fujitsu recommended CRB as the preferred supplier.

Whilst the project was specifically aimed at the secondary school sector, enabling works for the system to be introduced into Primary Schools was also included in the specification for any new primary school.

27 secondary schools across the authority have the new system, payments made using revaluation units, utilising National Entitlement Card (NEC) and PINs. There is the provision of "cash drawers" in some schools for the use of visitors during the school day. Pupils are required to use the cashless operation at all times

The 17 primary schools operating our Cashless Solution utilise a variety of systems:
  • 2 schools with tills at point of sale
  • 3 schools with a "smartboard" in the classrooms using the netbook as a "server"
  • The remaining primaries use a pre-­â€order system, utilising netbooks

Enhancements to the original project included: Pre­â€order kiosks, although Pre‐order kiosks were not part of the original plan, these were included in many secondary schools, which proved very popular with pupils.

Challenges
There were a number of challenges throughout the life of the project many of which resulted in slippage against the target date. These included issues with the following:

  • Power and data installation
  • ICT interface of system with Council network
  • Changes in school management
  • Poor uptake of NEC/Young Scot Card
  • Increase in issue of PINs

Marketing & Promotion
There was a concentrated and focused consultation process undertaken by the Highland Council Project team who consulted with all relevant parties involved in the successful roll-­â€out of the cashless system.  Presentations were made to pupils and staff in each of the schools prior to installation taking place. As part of their transition to high school all P7s are introduced to the cashless operation in senior schools during induction days.

Project Management
CRB were involved with the project from the very start and regular meetings were held between service management, CRB representatives and ICT. It was felt that this enhanced working relationships between service management and supplier.

"It was imperative that CRB were involved pre and post installation and were available to provide advice and guidance at all stages of the project. Throughout the project there was an excellent relationship between service management and CRB.CRB provided specialists to "thrash" out the detail of complex operational issues" Service Manager

Benefits
  • Standardisation of catering operation across the authority
  • Opportunity to pre­â€order meals
  • Reduced queuing
  • Single card for multiple applications i.e. leisure, school meals use
  • Incentives for pupils who use National Entitlement Card (NEC) i.e. discounts and reward points
  • Setting up of a Central Server allowing interrogation of data
  • Centralised menu management and performance management reporting

Future Developments
Highland Council continues to develop and improve on the initial installation and plan to do this in the following areas:
Extend On-­â€line Payment opportunities to all cashless schools providing them with the capability to accept on-­â€line payments Evaluate pre-­â€order kiosks with a view to increasing the number of access points in secondary schoolsExtend the use of smartboards in line with the Council plan to all primary schools Installation of external catering units "snack shack" linked to the impact system.

The project is due for completion spring of 2013. A review and evaluation criteria has been built into the Project Plan. Highland Council is happy with the outcome to date and although there were challenges a various stages throughout the project overall they are delighted that the project achieved and met the objectives of the Council.

Highland Council will continue to work closely with CRB in exploring the key future developments in achieving the delivery of a completely cashless operation to all schools across the Council area.

"CRB provided excellent technical support, delivering training to staff and pupils. Post installation CRB also provided a responsive and supportive "Help Desk" resource.  This resource is available to all catering staff offering a dial-­â€in facility to Council systems to resolve problems remotely. This is an excellent service given the distances involved across the Highland Council area; site visits are not the quickest way to remedy unit problems. However site visits are always available if the remote access option does not achieve a resolution" Service Manager