PROGRAMME NAME Business Services Transformation Programme (BSTP) – Shared Services Project REPORT DATE: 16 February 2015 Reporting Period 22 January 2015 – 16 February 2015 PROGRAMME DIRECTOR Greg McCloskey Overall Project Status Update A Shared Services : Summary Previous Key Timelines/Milestones: Recruitment and Selection: – planned for April 2015 NHSCT – planned for May 2015 WHSCT – No date agreed. Dependency on recharging model SEHSCT – No date agreed. Dependency on recharging NIAS – provisional planned for September 2015 (to be confirmed) NIMDTA – provisional – September 2015 (to be confirmed) Complete Regional organisations – Complete SHSCT – November 2014 Pathfinder went live for SHSCT (Legacy) & BSO on 1st October. E-Recruit deployed to BSO – 4th March 2014. CRM design workshops held with supplier; system development underway R A Payroll and Travel/Subsistence: Transition for NHSCT, NIAS and NIMDTA on-going – due for completion in February 2015. Complete SS for BSO handed established 1st August WHSCT live from March 2014 BHSCT live from May 2014. SEHSCT weekly & fortnightly live from October 2014 SEHSCT monthly live from November 2014 SHSCT weekly & fortnightly live from November 2014 A C
scheduled for 10 September. Initial contact with Trust AD of Financial Services to provide nominees for working groups sent. Working groups scheduled to start end of March 2014 Payments - NIMDTA Planning meeting held with NIMDTA on 5 November – SS AP now processing all POP invoices. Non-POP to be moved across in coming weeks. Meeting held with NIMDTA on 16 September – further FPM training required – transition dependent on additional training, but provisionally scheduled for November 2014. Meeting with Tommy Hutchinson saw agreement that internal processes could be managed by APSS and that roll out of FPM was required to fully transition to shared services. Move non-POP invoices to SS AP Additional FPM training to be organised. Tommy to initiate plan to complete by April 2014. Dec 14 C C Recruitment and Selection – ERec for BSO eRec still in pilot phase as the full functionality of the system has not been delivered – complete 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. 10 Infras still to be resolved, and 8 CRs currently being impact assessed – due for completion by 31 August. BSO 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. 31/08/14 C C
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. 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. 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 C C 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 SHSCT. 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 30/09/14 C C
Income – SEHSCT & Not started 10/5/14 C C Income - NIBTS Not started 1/5/14 C C Payments - NIBTS Not started 1/5/14 C C Payroll - BHSCT Currently engaging with Belfast Trust, with working group meeting ongoing. Good engagement with Belfast stakeholders. Go Live complete on 1 May Continue progressing procedures. Formal meeting with Belfast Trust has not occurred in February – to be scheduled ASAP Working Transfer 28/4 Formal Transfer/Go Live 1/5 1/5/14 C C Payments - BHSCT & NIAS BHSCT Go live took place on 10th Feb 2014 KS Document completed and staff able to work on ledger from day 2. NIAS: POP ONLY Live 10/02/2014. NIAS roll out FPM and target for completion is year-end. NIAS have no issue with us taking on the ledger in the same manner as Estates invoices for other trusts i.e. workbench used to establish process until FPM users are set up. YEAR-END- All stakeholders focused on year-end preparation and coordination with AP Shared Services 31/3/14 C C Processes and Procedures Payments and Income Services – Payments (AP) and Income (AR) operational procedures being updated based on feedback from Trusts – FPL Team Payroll & Recruitment Services – operational procedures continued with available resource. . C C
For all above processes, Internal Audit to review 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 SHSCT (Legacy) Went live on 1/10 and interim accommodation on ground floor 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 Complete 1 Nov 2013 1/11/13 C C
Ongoing improvements and training in Processes and Procedures Income –BSO Operational Delivery ongoing in Interim accommodation Ongoing improvements and training in Processes and Procedures Complete 2nd Dec 2013 2/12/13 C C Payments - NHSCT NHSCT went live 16th Dec 2013 at Braid Valley and transferred to Greenmount on 13th January 2014 Scanning Team transferred to Greenmount 13th Jan 2013 Followed up on outstanding issues from Cutover plan Ongoing improvements and training in Processes and Procedures. Weekly meetings are being held to discuss any issues/further knowledge share required to embed processes. Small issues arising from training and communication gaps are being addressed. Estates have been engaged separately to meet schedule of all supplier invoices via FPM. FPL Team carried out key work for Payments Shared Services Complete 16th December 2013 16/12/13 C C Payments - WHSCT Payments for WHSCT went live on 13th January 2014 Successful WHSCT internal Audit before go live. Complete 13th Jan 2014 YEAR-END- All stakeholders focused on year-end preparation and 13/1/14 C C