PROGRAMME NAME Business Services Transformation Programme (BSTP) – Shared Services Project REPORT DATE: 21 Nov 2014 Reporting Period 24 October 2014 – 21 November 2014 PROGRAMME DIRECTOR Greg McCloskey Overall Project Status Update A Shared Services : Summary Previous Key Timelines/Milestones: Recruitment and Selection: Regional organisations – Complete SHSCT – November 2014 SEHSCT – planned for January 2015 NIAS – planned for January 2015 NIMDTA – planned for January 2015 WHSCT – planned for May 2015 BHSCT – planned for March 2015 NHSCT – planned for May 2015 Second CRM design workshop held on 15 October; further workshop scheduled for 24 November. Complete Pathfinder went live for SHSCT (Legacy) & BSO on 1st October. E-Recruit deployed to BSO – 4th March 2014. A A Payroll and Travel/Subsistence: Transition for SEHSCT on-going Re-planning on-going for remaining Trusts and regional organisations: SHSCT – November 2014 (weekly), January 2015 (monthly) NHSCT, NIAS & NIMDTA – to be confirmed. MS Dynamics implementation – training delayed due to transition of SHSCT in October/November and IT issue within Lesley House – Go Live now scheduled for early December 2014. A A
scheduled for 10 September. Initial contact with Trust AD of Financial Services to provide nominees for working groups sent. Working groups scheduled to end of March 2014 Payroll – NIMDTA, NIAS, Not started Q1 2015 G A CRM Design workshops and testing complete for Payroll – training scheduled for 24 November, with implementation planned for early December 2014. Design workshops ongoing for Recruitment; initial design workshop for Income & Payment planned for December. Continue to work with HP on design and development of solutions for Recruitment, AP & AR. Q1 2015 A A Recruitment and Selection – regional orgs Awaiting outcome of full eRec solution and deployment strategy after BSO – regional orgs provisionally planned for transition in October 2014. 03/10/14 R A Recruitment and Selection – NIAS & NIMDTA Awaiting outcome of full eRec solution and deployment strategy after BSO – NIAS & NIMDTA planned for transition in January 2015. Pursue resolution of eRec solution problems Start planning for deployment 28/11/14 R A Recruitment and Selection – BHSCT, SHSCT, SEHSCT, NHSCT Awaiting outcome of full eRec solution and deployment strategy after BSO – SHSCT provisionally planned for transition at the end of November 2014. Pursue resolution of eRec solution problems planning for deployment 28/11/14 (SHSCT) R A Recruitment and Selection – ERec for BSO eRec still in pilot phase as the full functionality of the system has not been delivered – complete 10 Infras still to be resolved, and 8 CRs currently being impact assessed – due for 31/08/14 A A
process yet to be achieved. The lack of an effectual data transfer or reliable report being produced from eRec as of w/c 11th Aug prevents BSO from signing off eRec for wider regional deployment. Work is on-going to rectify these issues. Confirmed ERec go live date for BSO (4th March 2014) Planning and preparation for ERec go live – deployment plan published A communication plan has been developed to facilitate deployment of eRec and this includes all key stakeholders being mapped out. Re regional perspective working groups meets fortnightly to review and plan for eRec deployment across HSC. completion by 31 August. BSO going live with pilot of eRec on 4th March. Success or otherwise of the deployment will inform Trusts on their decision to accept and introduce eRec. Main issues remain around browser compatibility, internal hire functionality working and passwords expiring and resetting process. Also equal opps information flow for internal candidates is currently with equality commission advice. Reputational risk associated with these issues that could affect system, shared services (by association) and organisational if eRec does not perform. Continue with planning and preparation and delivery for ERec go live – including cutover planning, training etc. Payments – SEHSCT & SHSCT SHSCT & SEHSCT moved across in July 2014. Pre-Go-Live requirements issued to SEHSCT and meeting scheduled for late May to progress. Awaiting confirmation of kick-off meeting date from Remaining HSC Orgs need to be in a position to transfer payments to Shared Services. Currently, SSC are struggling to stay on top of work load as much of the resources are allocated to resolve inherited issues (legacy invoices). Experience suggest that the following criteria need 30/09/14 C A
to be meet within Trusts before we take on further workload; • 100% FPM rollout (user set-up and training) • Trust communication plan • Trust Project Lead (single point of contact) • Knowledge Share document complete o Supplier number, name, cost centre, account code, activity (NON POP), approver, super approve etc. o All RN & RS approves o All manual payments (e.g. foster payments, patient travel etc.) – document how this is currently done • Organisational structure with key contact details • 1 month of invoice processing and payments via scanning centre • Internal process agreed (e.g. receipting, interaction with PaLs etc.) If these arrangements (and they are not unreasonable) are not in place we face an uphill struggle to meet SLA targets. Income - NIMDTA Not started- dates not agreed TBC C C Income – SEHSCT & SHSCT Not started 10/5/14 C C
processes, date to be confirmed Pathfinder Payroll & Travel - BSO Early Handover of BSO Payroll and Travel completed. Documentation of Operational Procedures for Payroll has progressed with Resource constraints. Limitation due to sickness has been removed Drafting of Scorecard /KPIs has started BSO Payroll & Travel Pathfinder complete 1/8/13 C C Interim Payments - BSO Service Improvement at BSO - process inefficiencies, reduction of backlog Cutover of BSO to Greenmount took place on 10th Feb Complete on 10th February 2/9/13 C C Recruitment and Selection – BSO and (Legacy) Went live on 1/10 and interim accommodation on ground in Pinewood is operational SHSCT and BSO R&S Operational Delivery – ongoing Completing outstanding readiness issues at Pinewood. Completing Desktop procedures Confirmed ERec go live date for BSO (3rd March 2014) and continued to prepare Continue completing any outstanding readiness issues at Pinewood. Continue complete Desktop procedures Plan and prepare for ERec go live date (March 2014) (see below) 1/10/13 C C Income – WHSCT WHSCT Income Operational Delivery ongoing in Interim accommodation Ongoing improvements and training in Processes and Procedures Complete 1 Nov 2013 1/11/13 C C
Weekly Payments Steering Committee led by Seamus Wade commenced 07/02/14 to manage issues around transition arising from SMT paper dated 09/12. Income - NHSCT 3rd go live at NHSCT went live on 16th January 2014 - FPL/C17 staff resource on project for go lives - Six Band 5's & Four band 4's in post - 13 Band 3 in post, permanent post offers made to Six staff, await acceptance prior to offering FTC roles (to fill 47 WTE quota for AR SS) - Agency staff required 7 temporary staff approved in the short term for NHSCT/BHSCT Complete 13th Jan 2014 13/1/14 C C Income – BHSCT & NIAS Go live took place on 3rd Feb 2014 Agency staff required 7 temporary staff approved in the short term for NHSCT/BHSCT Complete 3rd Feb 2014 3/2/14 C C Payments - BSO BSO: Live 10/02/2014. Small bodies generally expecting small teams of finance to work on each ledger which does not align with shared services model. Education of customers and time will restore their confidence in new operating model. Complete 10th Feb 2014 10/2/14 C C Payroll - WHSCT Implementation of Payroll for is on target for 1/3/14. Continuing to engage with key stakeholders within the Western Trust within Complete 3rd Mar 2014 1/3/14 C C