ICS.AI launches SMART: Staff Copilot, projecting £5 million savings per council with unified AI platform

Basingstoke, UK: ICS.AI, the leading provider of public sector AI transformation, today announced the launch of SMART: Staff Copilot, a purpose-built, all-in-one AI platform designed to boost council staff productivity, potentially saving up to one day per employee per week. Projected to deliver £5 million in savings for mid-sized local authorities, the platform significantly reduces AI adoption costs, cutting purchase expenses by 50% and operating costs by 30% compared to multiple standalone AI tools.

SMART: Staff Copilot integrates a number of AI capabilities into a single, secure product for the entire council workforce. This approach avoids the cost, complexity, and security risks associated with procuring and managing disparate tools. By deploying AI strategically at the workforce level, councils can achieve economies of scale, converting productivity gains into significant savings or enhanced service delivery. Built to evolve with emerging AI capabilities, the platform establishes a foundation for ongoing innovation while maintaining the highest standards of security and compliance.

The platform features two core capabilities:

1. SMART: GPT: A secure, policy-aligned, and locally-grounded generative AI tool accessible to all staff. Its familiar chat interface, similar to tools like ChatGPT, makes it intuitive for staff, facilitating rapid adoption with minimal training. It includes over 1,800 pre-built, role-specific smart prompts enabling workers to rapidly draft standardised resident communications, summarise complex policy documents, and quickly find information.

2. SMART: Notes: An intelligent voice documentation capability providing real-time voice recording, transcription, and automated document production, specifically designed for front line council teams such as Social Care.

   
   

SMART: Notes transforms productivity by handling administrative tasks, empowering staff to focus on higher-value work and engage more meaningfully with residents. Service quality is enhanced as staff can give residents their undivided attention, fostering deeper engagement.

Council-wide impact:

Developed with over 1,800 role-specific templates aligned with council policies, SMART: Staff Copilot demonstrates significant potential across local government:

• Up to £5 million in savings for mid-sized unitary councils.

• 40% reduction in administrative time across departments.

• 80% faster documentation completion (e.g., reducing assessment backlogs from six weeks to one).

• One full day per week potential time saving per staff member.

• 98% accuracy in conversation recording and transcription, ensuring reliable records.

  
  

The platform allows councils to generate compliant documentation directly from approved templates, eliminating manual formatting and duplication. Its vendor-agnostic architecture and seamless integration capabilities streamlines procurement, training, and governance, making it an ideal cornerstone for AI transformation.

Early adopter endorsements:

Early adopters are already recognising the platform's value. Andy Brammall, Director of Digital & Physical Infrastructure & Customer Engagement at Derby City Council, commented:

“The combination of secure Generative AI capabilities and SMART: Notes is exciting for our social care and SEND professionals, who see tremendous potential in how it can reduce administrative burden while improving documentation quality. The platform's ability to safely analyse documents, automate engagement with internal services, and enhance productivity across departments, all while maintaining the highest security standards, aligns perfectly with our digital transformation strategy.”

Matthew Wallbridge, Chief Operating Officer at Hillingdon Council, added:

“SMART: Staff Copilot represents an exciting opportunity to enhance staff productivity. We're particularly interested in how its SMART: Notes capabilities could help streamline Education, Health, and Care Plan (EHCP) and care assessment documentation. This combination of advanced note-taking and secure AI assistance could be transformative for our teams."

Future-proofing local government:

Martin Neale, CEO and founder of ICS.AI, said:

“Local government teams face unprecedented pressure, and AI offers a powerful way to improve service delivery and efficiency. With SMART: Staff Copilot, we’re providing more than a productivity tool; we're delivering a secure, future-proof foundation for councils to thrive in the AI era while realising compelling economic benefits. The platform’s vendor-agnostic approach future-proofs council investments by avoiding lock-in to any single AI provider, while our cost-optimised architecture ensures maximum value.”

The platform supports various council departments. Planning officers can streamline report preparation and response handling. Revenue and benefits teams can manage complex applications and changing regulations more easily. Corporate services can better oversee administration, reporting, and budgets. SEND assessment officers gain tools to coordinate EHCPs more effectively.

SMART: Staff Copilot operates within existing council security protocols and compliance frameworks. Resident data remains fully protected within the council’s secure tenant, ensuring confidentiality, particularly for vulnerable citizens. Councils can operate with full confidence in GDPR compliance and adherence to relevant local government regulations.

Watch our latest SMART: Staff Copilot webinar to find out more  

Learn more about SMART: Staff Copilot for staff productivity by downloading our SMART: Staff Copilot launch webinar. 

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