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PROGRAMME NAME

Business Services Transformation Programme (BSTP) – Shared Services Project

REPORT DATE: 23 Oct 2014

Reporting Period

10 September – 23 October 2014

PROGRAMME DIRECTOR

Greg McCloskey

Overall Project Status Update

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Shared Services : Summary Previous

Current

Key Timelines/Milestones:

1. Recruitment and Selection:o Regional organisations – planned for October 2014o SHSCT – planned for November 2014o SEHSCT – planned for January 2015o NIAS – planned for January 2015o NIMDTA – planned for January 2015o WHSCT – planned for May 2015o BHSCT – planned for March 2015o NHSCT – planned for May 2015

o Second CRM design workshop held on 15 October

o Complete Pathfinder went live for SHSCT (Legacy) & BSO on 1st October. E-Recruit deployed to BSO – 4th March 2014.

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2. Payroll and Travel/Subsistence:o Planning meetings on-going with SEHSCT – transition planned for

October/November 2014.o Replanning on-going for remaining Trusts and regional organisations:

o SHSCT – November 2014 (weekly), January 2015 (monthly)o NHSCT, NIAS & NIMDTA – to be confirmed.

o MS Dynamics design & build progressing – testing underway – due for completion w/c 27 October

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o Move to Lesley House completed on 23 September.o Refurbishment of College Street – decommissioning with Trust and

asbestos survey to be completed. Revised project plan to be issued by architect.

o Completeo SS for BSO handed established 1st Augusto WHSCT live from March 2014o BHSCT live from May 2014.

3. AR/Income Pathfinder

Bank Reconciliationo BHSCT – planned for 1 December 2014 (payment bank account) and 1

February 2015 (income account)o NHSCT – planned for 1 December 2014o SEHSCT – planned for 1 November 2014o SHSCT – planned for 1 October 2014o WHSCT – planned for 1 November 2014

o Initial CRM design workshop planned for mid-November 2014

o Complete 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

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4. AP/Paymentso Planning meeting held with NIMDTA on 16 September – transition

provisionally planned for November 2014.

o Data cleansing of supplier file underway with input from PALS, Business Service and Payments teams

o Initial CRM design workshop planned for mid-November 2014

o Complete SHSCT live from July 2014

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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.

10 Day Prompt Payment Trends – Year To Date September 2014

Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-1440.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

NHSCT (10 day prompt payment)


35.00%

40.00%

45.00%

50.00%

55.00%

60.00%

65.00%

70.00%

75.00%

WHSCT (10 day prompt payment)

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50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

BHSCT (10 day prompt payment)

Aug-14 Sep-1450.00%55.00%60.00%65.00%70.00%75.00%80.00%85.00%90.00%95.00%

100.00%

SEHSCT, SHSCT & NIBTS(10 day prompt payment)


40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

BSO (10 day prompt payment)

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30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

HSCB & PHA(10 day prompt payment)


10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

Regional Organisations - excl. HSCB & PHA(10 day prompt payment)

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30 Day Prompt Payment Trends – Year To Date September 2014


75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

NHSCT (30 day prompt payment)


70.00%

75.00%

80.00%

85.00%

90.00%

WHSCT (30 day prompt payment)

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75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

BHSCT (30 day prompt payment)

Aug-14 Sep-1470.00%

75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

SEHSCT, SHSCT & NIBTS(30 day prompt payment)


75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

BSO (30 day prompt payment)

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75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

HSCB & PHA(30 day prompt payment)


10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

Regional Organisations - excl. HSCB & PHA(30 day prompt payment)

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Activity Progress Next stepDue Date Previous Current

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

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Recruitment and Selection – WHSCT, BHSCT, SHSCT, SEHSCT, NHSCT

Awaiting outcome of full eRec solution and deployment strategy after BSO – SHSCT provisionally planned for transition at the end of November 2014.

Pursue resolution of eRec solution problems

Start planning for deployment

28/11/14

(SHSCT)

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Recruitment and Selection – NIAS & NIMDTA

Awaiting outcome of full eRec solution and deployment strategy after BSO – NIAS & NIMDTA planned for transition in January 2015.

Pursue resolution of eRec solution problems

Start planning for deployment

28/11/14

R A

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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

R A

Payments - NIMDTA

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.

Additional FPM training to be organised.

Tommy to initiate plan to complete by April 2014.

TBC

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Payroll – SHSCT & SEHSCT

Planning meetings on-going with SEHSCT, with transition planned for October/November 2014.

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 SEHSCT & SHSCT to ensure smooth transition.

31/12/14

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Payroll – NIMDTA, NIAS, NHSCT

Not started Q1 2015G A

CRM Design workshops complete for Payroll, with testing scheduled for October and implementation planned for early November 2014.

Initial design workshop held for

Continue to work with HP on design and development of solutions, with a view to implementing Payroll in October 2014.

30/11/14

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Recruitment on 8 September; initial design workshop for Income & Payment planned for mid November.

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 completeo Supplier number, name, cost centre, account code, activity (NON POP), approver, super approve etc.o All RN & RS approveso All 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)

30/09/14

C A

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are not in place we face an uphill struggle to meet SLA targets.

Income - NIMDTA

Not started- dates not agreed TBC C C

Income – SEHSCT & SHSCT

Not started

10/5/14C 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

. C C

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Payroll & Recruitment Services – operational procedures continued with available resource.

For all above processes, 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 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

Complete 2nd Dec 2013 2/12/13 C C

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Ongoing improvements and training in Processes and Procedures

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

Complete 13th Jan 2014 13/1/14 C C

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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

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.

Complete 3rd Mar 2014 1/3/14 C C

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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

Risks & Issues SS Issues: 20 open of which 4 RED, 13 AMBER, 3 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.

Risk 98: 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. This may have impact on SS -Payroll Resource.

Risk 99: Payroll teams are having difficulties running payroll without input from the supplier as familiarity with the system is poor. Teams have indicated that the majority of the time they know how to follow the process but not how to resolve mistakes. As the supplier will no longer be available to support Payroll teams, there is a risk that Shared Services will inherit payroll issues when Trusts transition.

Risk 100: Payroll Root cause analysis has highlighted that 70% of the problems are caused before the payroll process begins. Delays to the rollout of electronic input forms (such as ESS/MSS, timesheets, e-Roistering etc.) will continue to cause issue which will transfer to Payroll Shared Services.

A

Communication and

stakeholder engagement

activities

Planned and delivered Per go live G

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Budget Status G

Dependencies & Assumptions

G

â

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