Nottingham County Council (NCC) is taking steps to introduce a pilot program of Microsoft 365 CoPilot, an AI-driven solution designed to enhance productivity.
As part of its digital transformation, NCC aims to evaluate the potential of artificial intelligence (AI) within its workplace, making it one of the early adopters in the public sector.
In October 2023, NCC launched a pilot programme, purchasing 300 Microsoft 365 CoPilot licences to explore how the AI software could support the Council’s day-to-day operations.
The technology, which integrates with Microsoft Teams and desktop software like Word, Excel, and PowerPoint, offers various functionalities. These include transcribing meetings, summarising documents and emails, and even creating new documents autonomously.
However, the council remains cautious about over-reliance on the technology, acknowledging that the software is still in its early stages. While CoPilot can automate several tasks, human oversight remains crucial to avoid errors, especially when interpreting nuanced or complex information.
The council notes that of the 300 initial licences, 70 have already been identified for reallocation due to underuse, while others have been distributed more effectively within the council. Some departments have reported noticeable productivity gains, such as faster meeting transcription and document summarisation. However, these improvements have been inconsistent, with some areas of the council not fully utilising the software. As a result, NCC is repurposing licences to ensure they are assigned where they can offer the most value.
Other local authorities experimenting with the technology have encountered similar challenges. CoPilot has been particularly trialled in minuting meetings for children and family services as well as adult services, with mixed results. While the AI has shown promise in some cases, it has occasionally misinterpreted information—a phenomenon known as “AI hallucinations.” NCC believes the software will become more reliable as it matures but emphasises that the technology is currently only ten months old.
One of the most significant considerations for the council is the financial cost of widespread deployment. With each CoPilot licence costing approximately £29 per month (£348 annually), a full rollout across NCC’s 6,500 office-based employees would incur an annual expense of £2.26 million which the council notes as unaffordable.
This figure excludes additional support costs, which could increase the overall expenditure by another 10%. While the council acknowledges potential discounts, it remains mindful of budgetary constraints in the current financial climate.
Instead of pursuing a full-scale rollout, NCC is adopting a targeted approach, allowing services that demonstrate clear benefits to fund their licences. This model ensures that departments not using the software do not face unnecessary costs. NCC has also proposed a “business case” model, where departments trial the software for four to six months, funded on an “invest to save” basis. If the AI proves to be a valuable tool, departments can continue funding the licences; otherwise, the licences will be redistributed.
Despite the high cost of licensing, NCC is committed to exploring how AI can enhance its operations. Beyond CoPilot, the council is evaluating other Microsoft products such as the Power Platform, CoPilot Studio, and Azure AI, which incorporate varying degrees of artificial intelligence. The council acknowledges the complexity of integrating multiple AI tools, cautioning against duplicating efforts and creating technical debt that could hinder long-term progress.
NCC’s approach to AI also considers environmental sustainability. The council is mindful of the increased carbon consumption associated with AI technologies and is working to deploy them where they deliver the most significant benefit. NCC is also in dialogue with its suppliers to explore ways to offset the carbon footprint of these technologies.
Departments utilising CoPilot will need to ensure that they have the necessary budgetary provisions in place. Additionally, “invest to save” bids can access NCC’s Strategic Technology Reserve, a fund dedicated to corporate system upgrades and technological innovation. In terms of sustainability, NCC aims to implement AI solutions that maximise efficiency while minimising environmental impact.
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