CHILDRENS FINANCE IMPROVEMENT PROJECT

Project Lead Display Week

Project Start Date

WBS Category TASK START END Status

1 CONTROCC & Provider Portal - Go-live 1st April 2020 -

1.1 Define Project Governance established Thu 25/07/19 Thu 25/07/19 Complete

1.2 Define Project Group meetings established Wed 14/08/19 Wed 14/08/19 Complete

1.3 Define

Meetings with Governance, Oracle Cloud

team, CDS to raise awareness of project

and identify inter-dependencies

1.4 DefineMeeting with OCC/LL to agree

implementation timeframes

1.5 DefineDo we need to refresh the UAT as it's not

been refreshed in 2 years

1.6 DefineDo we want a Report what we are and are

not using in our config.

1.7 DefineDo we need to use actuals/visits – barnet

use but KENT don’t

1.8 DefineContract docs demo to be arranged by

colin and simon

1.9 DefineWe need to decide whether to use Actions

in Portal

1.10 DefineDecisions about the skin must be made by

mid-July

1.11 Define

Anthony to have conversation with M RE

Payment request form & Service request

form

1.12 DefineBring in someone from the Childrens

Improvement hub into the project

1.13 DefineAwaiting implementation plan from OCC -

expected by end of May 2019

1.14 DefineGet team structures and process/how to

guides from KENT

1.15 Define Establish a formal relationship with Kent

1.16 DefineSend email to get current spec. for In

house batch fileThu 15/08/19 In progress

1.17 Define

Review docs sent by KENT. Agree

which guides belong to which team

and have them review in

preparation.

Mon 19/08/19 In progress

1.18 Define Mod 74 configuration Thu 15/08/19 In progress

1.18.1 Define

G to find out if there is a field in ContrOCC

to enter the totally amount you wish to

spend with a supplier

Thu 15/08/19 In progress

1.18.2 Define

G to find out the ‘naming convention’ for

POs in ContrOCC because this needs to be

distinct from My Resources and OHMs

Thu 15/08/19 In progress

1.18.3 Define

Anthony to email Dean Cooke to get the

original but now out of date Mod 74, which

won’t be that different from the new one.

Thu 15/08/19 Complete

1.19 Define

Speak with DC (adults) to understand what

suppliers are used by what parts of the org.

For what spend types - data cleansing

exercise

Thu 15/08/19 Not started

1.20 Define

Speak with SS RE supplier engagagement,

on-boarding and the role of the brokerage

team preparedness for go-live

Fri 30/08/19 In progress

1.21 DefineGet calendar of supplier engagement from

V and PBThu 15/08/19 Tue 03/09/19 In progress

1.22 Define

Enagagement with N to get the org. ready

for go-live, include engaging with

Maidstone

Wed 21/08/19 In progress

1.23 DefineSend Contract Type and Service Level Type

lists to AWed 14/08/19 Wed 14/08/19 Complete

1.24 DesignCost Code requirements - consult with

Finance Thu 22/08/19 In progress

1.25 DesignCost Code requirements - consult with

Accounts Payable Thu 22/08/19 In progress

1.26 DesignCost Code requirements - consult with

Service Thu 22/08/19 In progress

1.27 Design

Update team names and budget tray

names to match the cost centres on

ContrOCC

Thu 22/08/19 In progress

1.28 Design

reviewing the budgetary approval in

ContrOCC to ensure managers have the

correct approval set up

Thu 22/08/19 In progress

1.29 Design Cost code hierarchy signed off by CSLT/CLT

1.30 Design

Review external payment types/ list to

decide recommendations for including on

Controcc e.g. include housing payment etc

1.31 DesignConsultation with service on what

payments are included in Controcc

1.32 DesignDecision on what payments are included in

Controcc - CLST?

1.33 Design Cost Code testing (including reporting)

1.34 DesignControcc reporting requirements decided

with Finance

1.35 DesignConfirm service levels and budgets

assigned to these levels

1.36 DesignConfigure service levels and budgets

assigned (not just placements)Thu 22/08/19 In progress

1.37 DesignReview of Cost Code testing (including

reporting)

1.38 Design Planning, addressing snagging issues

1.39 DesignProcess - Creation of new/change Nominal

codes in either CONTROCC or Oracle

1.40 Design

Monthly reconciliation of cost centres to

ensure CONTROCC and Myresouces

remain aligned. Extract of chart of

accounts from both systems and person

responsible for reviewing and reconciling

the two systems

In progress

1.41 DesignProcess - How is an Accrual created in

Finance/P&L

1.42 DesignHow does data map and batch between

CONTROCC & ORACLE

1.43 DesignConfigure service levels and budgets

assigned

1.44 DesignConfirm service levels and budgets

assigned to these levels

1.45 DesignControcc reporting requirements decided

with Finance

1.46 DesignCost Code data structure, including the

ability to create the right reports

1.47 Design Process Proof of delivery/ consumption

1.48 Design Process How are goods delivered

1.49 Design Process How/Who buys goods

1.50 Design Process Finance Monthly reconcilliation

1.51 Design Process Payment of invoices

1.52 Design

Confirm systems model for

Placements External on Framework

- including PO, Invoice and supplier

detail data flows

1.53 Design

Confirm systems model for

Placements External not on

Framework - including PO, Invoice

and supplier detail data flows

1.54 Design

Confirm systems model for

Placements internal - including PO,

Invoice and supplier detail data

flows

1.55 Design

Confirm systems model for Non

Placement - including PO, Invoice

and supplier detail data flows

1.56 Design Treatment of VAT In progress

1.56.1 DesignG and A to meet with AS and M to

understand how we currently process VAT Fri 27/09/19 Complete

1.57 Deploy

Provider Portal functional Go-Live - soft

launch of Portal to providers (selected

providers and phased approach)

1.58 DeployFeedback from internal staff and Providers

on Go-Live

1.59 Deploy Test, reviews and tweaks to configuration

1.60 Deploy Feedback from service and finance

1.61 DeployHandover to CPH as BAU - define roles and

responsibilities

1.62 Project Approvals Provide overview paper to CDS

1.63 Project Approvals CDS support requirements define and

agreed

1.64 Project Approvals CDS TAG Approval

1.65 Project Approvals New CDS provider engaged in Controcc

implementation

1.66 Project Approvals CSLT awareness raising of project

1.67 Project Approvals CSLT decision-making and sign-off

1.68 Training Training needs analysis completed

1.69 TrainingProcess and guidance written and signed

off

1.70 Training Train business support (CPH only)

1.71 TrainingFeedback from service and finance on

system

1.72Communications &

Engagement Develop Comms and Engagement Plan

1.73Communications &

Engagement Implement Comms and Engagement Plan

1.74 [Task]

2 Children's Placement Process - Go-live XX XXX 2019

2.1 as-is process Map LAC change of placement Fri 30/08/19 Mon 30/09/19 Complete

2.2 as-is process Map Unknown LAC Mon 16/09/19 Mon 30/09/19 Complete

2.3 as-is process Map Emergency LAC Mon 16/09/19 Mon 30/09/19 Complete

2.4 as-is process

identify where the key decision points in

the process exist, especially if this is a

financial decision

Mon 16/09/19 Mon 30/09/19 Complete

2.5 to-be processbuild the to be process, including a

CRS workflow designFri 06/09/19 Fri 04/10/09 In progress

2.6 to-be process

to agree who is going to ensure

compliance, is this business support or

BIP&I chasing non-compliance

Mon 16/09/19 Fri 04/10/09 Not started

2.7 to-be process define emergency vs non-emergency Mon 16/09/19 Fri 04/10/09 Complete

2.8 to-be process Build workflow in CRS, to drive automation Mon 16/09/19 Fri 04/10/09 Not started

2.9 to-be processAgree new areas of responsibility for

business support Mon 16/09/19 Fri 04/10/09 Not started

2.10 to-be process define the post CONTROCC world for CPH Mon 16/09/19 Fri 04/10/09 Not started

2.11 Referal to care panel

1. SW Manager Record decision to refer to

care panel - detail what happens including

data fields

Not started

2.11.1 Referal to care panelDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.12 Referal to care panel

2. Social Worker Make case for taking child

into care - detail what happens including

data fields

Not started

2.12.1 Referal to care panelDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.13 Referal to care panel

3. SW Manager Quality assess Request to

Care Panel - detail what happens including

data fields

Not started

2.13.1 Referal to care panelDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.14 Referal to care panel

4. Care panel administrator Review

request for Care Panel agenda item - detail

what happens including data fields

Not started

2.14.1 Referal to care panelDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.15 Authorising search request5. Monday Care Panel review of meeting

structure & contentNot started

2.15.1 Authorising search requestDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.16 Authorising search request6. Social Worker Search criteria and Pen

profileNot started

2.16.1 Authorising search requestDetail, RACI, define compliance & reporting

& SLA if appropriateNot started

2.17 Finding & buying 7. Perform search Not started

2.18 Finding & buyingProcess map & RACI In-house fostering

search processNot started

2.19 Finding & buyingProcess map & RACI External placements

search processIn progress

2.19.1 Finding & buyingAgree process of authorisation where cost

increases during searchIn progress

2.20 Finding & buying8. Placement duty officer Confirmation of

placementNot started

2.21 Finding & buying9. Placement duty officer Enter placement

detailsIn progress

2.21.1 Finding & buying Review PIFF and SPRF In progress

2.22 Payment processProcess map & RACI end of placement

processIn progress

2.23 Payment process Process map & RACI Invoice payment Not started

2.24 StructureEnsure correct complience and reporting is

in placeNot started

2.25 Structure

Ensure correct meetings are in place,

remove wasteful meetings from diaries and

provide a structure and content to

meetings that aligns to results

Not started

2.26 StructureDefine a clear escalation process for non-

compliance Not started

2.27 StructureDefine process to quality assure the work

of the placement's team Not started

2.28 StructureDefine process of annual reviews for

residential and semi-independent suppliers Not started

Display Week 1

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