Reporting Period / 21st March 2014 to 24th April 2014
PROGRAMME DIRECTOR / Greg McCloskey
Overall Project Status Update /
A
Shared Services : Summary / Previous /
Current
Key Timelines/Milestones:- AP/Payments
- At the BSTP board meeting on 7 April the transfer of the Accounts Payable (AP) function from SEHSCT and SHSCT to Shared Services was discussed and it was agreed that due to the significant backlog of unprocessed invoices that the transfer date will be rolled back for up to 2 months to allow progress to be made in addressing the backlog.
- The SS Project team Greg McCloskey will work with the 2 Trusts to identify how a phased approach to taking the AP function could allow the process to commence in June.
- Also, a plan to address the current backlog was tabled and agreed.
- AR/Income Pathfinder
- Complete
- WHSCT Live from 1st Nov and BAU
- BSO went live on 2nd December
- NHSCT went live on 13thJan 2014 (to align with WHSCT Payments)
- BHSCT, NIAS - went live on 3rdFeb 2014
- NIBTS & SEHSCT – 1st May
- SHSCT – 16th June
- NIMDTA – 1st Jun
- Payroll and Travel/Subsistence
- Complete
- SS for BSO handed established 1st August.
- Travel processing for Western Trust went live on 24 January 2014.
- WHSCT Payroll formal transfer on 1 March, 2014 but working transfer of 24 February (after Payroll Closedown for Feb)
- BHSCT scheduled for 1th May
- Working date is 28 April (after payroll closedown) with formal staff transfer of 1 May.
- SEHSCT and SHSCT scheduled for 1st July
- NHSCT, NIAS and NIMDTA scheduled for 1st September
- Recruitment and Selection
- Complete
- Pathfinder went live for SHSCT (Legacy) & BSO on 1stOctober.
- Next Deployment is ERecuit at BSO – 4thMarch 2014
- Next R&S Go Livesare to be confirmed
Ongoing work on SLAs across all workstreams. A regional approach to agreeing SLAs.
- Feedback received from ADs on Payroll, Income and Payments SLAs (parts 1 and 2).
- Recruitment and Selection SLAs drafted and to be issued to Trust ADs for review
Payroll
Interim accommodation
- Successful move to College Street on 13 February. All ICT working correctly, files transferred and staff settling in.
- Revenue Business Case for Lesley House approved, SOC with DHSSPSNI for approval. Heads of Terms agreed and negotiations in final stages
R&S
Refurbishment of Rosewood started on 3rdMarch, however contractor has highlighted significant issues that will delay completion by 2 months. Issues are due to significant roofing work that was not initially identified.
- Ventilation work required
- Structural issues regarding roofing e.g. wall plates not strapped down.
- submit costs for the extra work
- Review the programme plan with the aim to reduce proposed new/additional 6 week delay.
Activity / Progress / Next step / Due Date / Previous / Current
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(3rdMarch 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
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 year-end schedule of all supplier invoices going 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.
Recruitment of Band 5 and Band 3 staff progressed
FPL Team carriedout key work for Shared Services.
Weekly Payments Steering Committee led by Seamus Wade commenced 07/02/14 to manage issues around transition arising from SMT paper dated 09/12. / Complete 13th Jan 2014
YEAR-END- All stakeholders focused on year-end preparation and coordination with AP Shared Services / 13/1/14 / C / C
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
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 / A / A
Payroll - WHSCT / Implementation of Payroll for WHSCT is on target for 1/3/14.
Continuing to engage with key stakeholders within the Western Trust within HR and Finance. Additional meetings held throughout January, with the Payroll SSC taking on Travel processing responsibilities from 24/1
Staff from BSO Payments and Income and BHSCT Payments/ Income were released on agreed dates. Training is on-going, with particular focus on travel entry, timesheet entry and sickness entry.
Draft Payroll Structure for Western Trust now available for review.
Interim accommodation is now occupied at College Street until Lesley House is ready.
Site visits to Derry and Omagh in preparation for transfer of service from Western Trust to Payroll Shared Services.
Preparation of training materials for oncoming staff in Feb 2014 / Complete 3rd Mar 2014 / 1/3/14 / C / C
Recruitment and Selection – ERec for BSO / 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. / 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 non-compliant 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. / 4/3/13 / A / A
Income - NIBTS / 1/5/14 / G / A
Payroll - BHSCT / Currently engaging with Belfast Trust, with working group meeting ongoing.
Good engagement with Belfast trust stakeholders. / 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 / A / A
Recruitment and Selection – WHSCT, BHSCT, SHSCT / Initiated planning for Knowledge Transfer and Transition support with HRPTS Team.
Awaiting outcome of full ERec solution and deployment strategy after BSO / Pursue resolution of ERec solution problems
Start planning for deployment
Refurbishment work at St Luke delayed by 2 months due to significant roofing work that now needs to be completed
- Ventilation work
- Structural issues e.g. wall plates not strapped down.
- Submit costs for the extra work
- Review the programme plan with the aim to reduce proposed new/additional 6 week delay.
Income – SEHSCT & SHSCT / Not started / 10/5/14 / G / G
Payments – SEHSCT & SHSCT / Not started / Remaining HSC Orgsneed 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 resolveinherited 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)
•Trust communication plan
•Trust Project Lead (single point of contact)
•Knowledge Share document complete
oSupplier number, name, cost centre, account code, activity (NON POP), approver, super approve etc.
oAll RN & RS approves
oAll 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 Trust 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. / 12/5/14 / A / R
Payroll –SHSCT & SEHSCT / Initial contact with Trust AD of Financial Services to provide nominees for working groups sent.
Working groups scheduled to start end of March 2014 / 1/7/14 / G / A
Recruitment and Selection –SEHSCT / Not started / TBC / R / R
Payroll – NIMDTA, NIAS, NHSCT / Not started / TBC / R / R
Recruitment and Selection –NHSCT, NIAS, NIMDTA / Not started / TBC / R / R
Income - NIMDTA / Not started- dates not agreed / TBC / G / A
Payments - NIMDTA / NIMDTA: 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. / Tommy to initiate plan to complete by April 2014. / TBC / G / A
Business Services Team / Report to be made available / G / G
CRM / ON HOLD – plans to utilise Infra / ON HOLD / A / A
Accommodation / Interim Accommodation
Payroll
Negotiations on interim accommodation in Belfast on-going
Final Accommodation
Final accommodation - BHSCT have agreed plans for College Street
R&S Accommodation refurb work hasstarted / Final accommodation
Payroll:
Work scheduled to commence in Sept 2014
R&S Accommodation.
Work underway – Scheduled to complete phase 1 in Sept ‘14 / G / A
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
/ . / A / A
Risks & Issues / SS Issues: 26 open of which1 RED, 21 AMBER, 4 GREEN
RED Issues as follows:
- I-ERec-3: An internal applicant EO profile will be overwritten by the information they entered via an application form if they are successful for an internal post. This contravenes advice from Equality Commission which states that community background field can never be changed. This is backward step.
RED risks as follows:
- R4: Insufficient revenue to implement proposed shared services model
- R95: Support for all HSCNI Organisations at year end was previously provided by experienced FPL project team - risk of delay/performance with regard to year end processes due to lack of experienced resource in BST
- R98: Electronic Timesheet process has not been rolled out to staff in Western Trust. As a result staff continue to send in a variety of handwritten timesheets that are manually keyed by payroll staff
- R-Erec-1: Passwords for external and internal users to new eRec website are locked (and therefore require manual intervention during business hours) if they haven’t accessed the site for 90 days. On-going resource required to administrate. Additionally risk is of reputational damage to the new system, shared services and BSO/HSC especially as externally facing. This is backward step.
Communication and stakeholder engagement activities / Planned and delivered Per go live /
G
Budget Status /
G
Dependencies & Assumptions / G
1