Overview and Scrutiny Committee
Overview and Scrutiny Committee
24 September 2013
Managed Services – a quick reminder
• Managed Services aims to radically reduce existing
systems and costs by enabling boroughs to share back
office functions.
• All of the other streams are product specific. Managed
• All of the other streams are product specific. Managed
Services is product agnostic. It is up to the service
provider to provide their best practice processes with
their preferred system.
Why are we moving to managed services?
• To save money – by 2015/16 we will save more than £6 million per year across Tri-borough on back office services, without affecting residents and service users. The savings for H&F is £1.2m per annum
• To focus on what local authorities were fundamentally set up to • To focus on what local authorities were fundamentally set up to
do – provide services
• To align back-office services to support Tri and Bi-borough working
HR – what are we buying?
Full HR and Managed Service Payroll, Self Serve,
Exit Interviews
Case Management Recording Service Occupational Health Service
Performance Management System Document Store
Document Store HR Contact Centre Interface Service
Management of third party suppliers Not Buying (add no's)
Learning and Development System, CRB, job evaluation, psychometric testing
Finance – what are we buying?
Record to Report
Chart of Accounts, General Ledger, Taxation, Support Service Allocations, VAT Returns
Budgeting and Forecasting
Online estimates and forecasting functionality. Formula-driven forecasts where required e.g. inflation
Purchase to Pay
Invoice Payments, E-Purchasing Invoice Payments, E-Purchasing
Order to Cash
Raising Invoices
Cash & Bank
Cash distribution, Bank Recs, Imprest Accounting Services
Support
System Admin, Helpdesk, Supplier Performance
Not buying
•Standard build requirements captured – now working with BT to build the new system
•Working on a Triborough basis to redesign endtoend processes -standardisation for the system and for customers
•Now all processes will be simplified with one form for three boroughs i.e. application form/sickness form
The journey so far - highlights
application form/sickness form
•Standard build witness testing successfully completed •Commenced work on data cleanse
•Commenced working with departments (through Business
Ambassadors/Subject Matter Experts/Workforce Stakeholder Group and Corporate Workforce Group)
• Complete systems testing
• Completion of all of the end to end processes and standardisation • Commence working with the business and departments on the
training of the new processes and systems
• Model office supported by BT to cross skill staff
Next steps
• Model office supported by BT to cross skill staff
• Data migration to be undertaken - resulting in one set of authorisation levels
Preparing for organisational readiness - our approach
• The creation of a supported change network consisting of Business Ambassadors, SMEs and model managers
• HR and Finance Ambassadors, supported by SMEs, work together acting as the primary interface with their service areas to inform and engage staff in the programme and how it will affect them
• Change team will work closely with BT to determine systems training requirements and ensure training meets service needs
• The change team will support the Ambassadors by:
– Initial induction to ensure clarity of roles and familiarity with change management principles and theories
– Bite size training re change management, working with stakeholders etc – Regular meetings and coaching opportunities
Benefits realisation
• All financial benefits will be captured and tracked in line with existing Tri-borough and sovereign MTFS processes
• Managed Services will also result in many non financial benefits. For example,
– Improving provision by decreasing the need for multiple support systems
systems
– Increasing effectiveness and reducing repetition by aligning standard processes and systems
– Improving decision making by integrating data more effectively, and – Enhancing our skills base through joint working with suppliers
Managed Services – other developments
• In addition to BT, we have signed two other frameworks: • BravoSolution (eSourcing)
• The Technology Forge (Property and Asset Management)
• Business Intelligence framework discussions are ongoing with the preferred supplier
• E-sourcing • E-sourcing
• Call off complete by all three councils
• Tri-borough project team mobilised and governance structure established
• Consultation and design workshops well underway with supplier
• Property and Asset Management
• Call off by the three councils planned for later on this year • Data standards agreed
• Sept/Oct 2013 - Business ambassadors induction/ training • October 2013 onwards – Staff drop ins
• November 2013 – System build complete • November 2013 – Training guide developed • January 2014 – Training starts
Key dates (HR and Finance)
• January 2014 – Training starts • March 2014 – Training Complete
• March 2014 – Data cleansing complete • April 1 2014 – Finance and HR Go Live
