Recruitment and Selection – NIAS NIAS planned for September 2015 Continue working towards transition to SS 30/09/2015 R A Recruitment and Selection – WHSCT & SEHSCT WHSCT – Jun/Jul /Aug2015 (to be confirmed) SEHSCT – Jun/Jul/Aug 2015 (to be confirmed) Continue working towards deployment with Trusts 31/09/2015 R R Payroll – NIMDTA, NIAS, NHSCT Planning meetings – transition to SS due in February 2015 Continue to work with 3 organisations to ensure smooth transition to SS Q1 2015 C C CRM Implementation complete for Payroll, with reporting available from February 2015. Design workshops for AR & AP; training for Recruitment and AR complete; partial go live for Recruitment due at the end of April 2015; AP training to be scheduled. Continue to work with HP on design and development of solutions for Recruitment, AP & AR. Q1 2015 A G Recruitment and Selection – SHSCT SHSCT provisionally planned for transition at the end of November 2014. C C Payroll – Planning meetings with SHSCT. SHSCT weekly planned for November 2014, and monthly for January 2015. Initial meeting held with SEHSCT on 14 August and follow up meeting scheduled for 10 September. Initial contact with AD of Financial Services to provide nominees for working groups sent. Continue to work with SHSCT to ensure smooth transition. Decision to proceed with transition made on 19th December 2014. 31/01/15 C C
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 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. Confirmed ERec go live date for BSO (4th March 2014) Planning and preparation for ERec go live – 10 Infras still to be resolved, and 8 CRs currently being impact assessed – due for 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. 31/08/14 C C
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. 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 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 need to be meet within Trusts before we take on further workload; • 100% FPM rollout (user set-up and training) 30/09/14 C C
working group meeting ongoing. Good engagement with Belfast stakeholders. Go Live complete on 1 May Formal meeting with Belfast Trust has not occurred in February – to be scheduled ASAP Working Transfer 28/4 Formal Transfer/Go Live 1/5 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. For all above processes, Internal Audit to review processes, date to be confirmed . C C Pathfinder Payroll & Travel - BSO Early Handover of BSO Payroll and Travel completed. BSO Payroll & Travel Pathfinder complete 1/8/13 C C