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 start end of March 2014 Payroll – NIMDTA, NIAS, NHSCT 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 – NIAS & NIMDTA NIAS & NIMDTA planned for transition in January 2015. Start planning for deployment 31/01/15 R A Recruitment and Selection – WHSCT, BHSCT, SHSCT, SEHSCT, NHSCT SHSCT provisionally planned for transition at the end of November 2014. SEHSCT – January 2015 BHSCT – March 2015 NHSCT – May 2015 WHSCT – May 2015 Continue working with towards deployment with Trusts 28/11/14 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 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 10 Infras 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 31/08/14 C C
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. 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. 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 30/09/14 C C
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 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