Case Study

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Recognising a need to address the dependencies on outdated IT systems and to mitigate potential business risks, the Ministry of Justice (MOJ) worked closely with Triad, a trusted partner in project and programme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 We initiated a discovery project to gain a deeper understanding of the dependencies on their outdated IT systems and to assess the potential impact on their business.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 client

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.