PROGRAMME NAME / Business Services Transformation Programme (BSTP) – Shared Services Project / REPORT DATE: / 18 May 2015
Reporting Period / 20 April 2015 – 18 May 2015
PROGRAMME DIRECTOR / Greg McCloskey
Overall Project Status Update /
Shared Services : Summary / Previous /
- Recruitment and Selection:
All readiness tasks continue to progress against plan.
Detailed transition/resource plan developed and shared with working group.
Consultation and communication with affected employees has begun.
Knowledge Transfer activity underway
Readiness working group agreed and 2 initial meetings have occurred including visit to Rosewood
NHSCT considering 4 options including full/phased transitions and considering transfer of activity on legacy system
Next meeting 24 March to agree transition option, detailed transition timetable and then baseline plan
Transition to SSC planned for April/May 2015
Transition to SSC planned for July 2015
To Be Confirmed
Date for transition to SSC not yet agreed - dependency on recharge model.
No date agreed for transition to SSC. Dependency on recharging model
SHSCT – November 2014
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 NHSCT, NIAS and NIMDTA on-going – due for completion in February 2015.
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
SHSCT monthly live from December 2014
NHSCT, NIAS and NIMDTA live from February 2015
- Customer Relationship Management Tool – launched in late December; initial defects and “tweaks” being worked through with supplier. Anticipate reporting from the tool in February 2015.
- AR/Income Pathfinder
WHSCT Live from 1st Nov and BAU
BSO went live on 2nd December
NHSCT went live on 13th Jan 2014 (to align with WHSCT Payments)
BHSCT, NIAS - went live on 3rd Feb 2014
NIBTS/SEHSCT went live on 1 May
SHSCT live from 16th May
NIMDTA live from 1st June
SEHSCT Bank Reconciliation – live for 1 December 2014 / C / C
- Data cleansing of supplier file underway with input from PALS, Business Service and Payments teams; CR to cleanse 40,000 unused suppliers approved – timeframe to be agreed.
- CRM design workshops held with supplier; development underway
- SHSCT live from July 2014
- SEHSCT live from June 2014
- NIBTS live from June 2014
- BHSCT live from February 2014
- NIAS live from February 2014
- WHSCT live from January 2014
- NHSCT live from December 2013.
- NIAS & NIMDTA live from December 2014
Activity / Progress / Next step / Due Date / Previous / Current
Recruitment and Selection – BHSCT / Planned to start transition in April 2015, completion by 30 Sept. 2015 / Continue working with Trust towards transition to SS / 30/09/2015 / A / A
Recruitment and Selection – NHSCT / NHSCT planned to start transition in May 2015, completion by 30 Sept. 2015 / Continue working with Trust towards transition to SS / 31/09/2015 / A / A
Recruitment and Selection –NIMDTA / NIMDTA planned to start transition in April 2015, completion by 31 May 2015 / Continue working towards transition to SS / 30/05/2015 / R / A
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 on-going – 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 on-going 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 – SHSCT / Planning meetings on-going 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 Trust AD of Financial Services to provide nominees for working groups sent.
Working groups scheduled to start end of March 2014 / Continue to work with SHSCT to ensure smooth transition.
Decision to proceed with transition made on 19th December 2014. / 31/01/15 / C / C
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 end-to-end 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. / 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. 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. / 31/08/14 / C / C
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 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. / 30/09/14 / C / C
Income - NIMDTA / Not started- dates not agreed / TBC / C / C
Income – SEHSCT & SHSCT / 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 trust 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.
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.
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
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 carried out 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
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
Risks & Issues / SS Issues: 15 open of which1 RED, 12 AMBER, 2 GREEN
RED Issues as follows:
Risk 67: Lack of deployment of ESS/ MSS will result in greater need for payroll to manually enter time and travel claims. The current workforce level does not support this. / A
Communication and stakeholder engagement activities / Planned and delivered Per go live /
Budget Status /
GDependencies & Assumptions / G