Business Services Transformation Programme (BSTP) Overview

Discussion areas

             Vision of change BSTP Objectives HSC organisation benefits Governance Implementation structure Programme Overview What is changing?

What will change for me?

 Managers  Staff ICT implementation Overview: FPL Overview : HRPTS Training/support Further information

http://www.bstp.hscni.net

Vision for Change

To procure business systems to support the modernisation of the HSC and to deliver customer focussed Shared Services

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Objectives of the BSTP

1. To procure and implement new business systems for Finance, Procurement and Logistics, (FPL), Human Resources Payroll, Travel & Subsistence (HRPTS) and Family Practitioner Payments and Information Systems and Services 2. Deliver economic and qualitative benefits to release resources to frontline care and to enhance management in HSC 3. Complete development and implementation of Shared Services in the HSC

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HSC Organisation benefits

• Financial benefits with agreed financial measurements   Delivering financial savings for release into frontline services Efficiency targets • Non financial benefits       Clear, visible links for staff of their contribution to organisational objectives Supports wider business transformation, and the efficiency / effectiveness of service delivery through the right people, right job, right skills Improved accuracy of workforce information leading to better workforce control Employee self service – access to specific information Faster transactions through automation Standardised working across organisations, allowing for increased collaboration

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Governance

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Implementation – New Systems

Procuring and implementation of new

HR, Payroll, Travel & Subsistence

Systems

Work Packages

Procuring and implementation of new

Finance, Procurement & Logistics

Systems

Managing

the implementation of the new HRPTS and FPL systems and the transformational change within organisations BSO NIAS Belfast Northern South Eastern Southern Western

Driven centrally Implemented locally http://www.bstp.hscni.net

What is Changing?

• Replacement of multiple systems - HRMS, TAS, income / payments, GL, Recruit & Monitor – to 2 systems HRPTS and FPL • Manager and Employee Self Service • Access to “Just In Time” information from 24/7, 365 system • Standardised, streamlined and more automated administrative processes, enabling more efficient working • A more clearly defined Organisation framework, with clear lines of authority and automated approval workflows

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Business areas impacted

HRPTS • Workforce Information, Planning and Monitoring • Employee Relations • Recruitment and Selection • Learning and Development • Payroll • Travel and Subsistence FPL • Accounts Receivable • Accounts Payable • Cash Management • General Ledger • Budgeting • Procurement • Logistics

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The 5 big Change impacts

Service

Self service will enable Line Managers and Employees to input information directly onto the system.

Role of the Line Manager Role of HR / Finance/PaLs Clear definition of responsibilities Role of ICT in day to day working

Changes will enable managers access important Management Information directly- Dashboard Reports Opportunity to deliver new ways of working for HR, Finance , Pals, Staff There will be clarity on who is responsible for approving automated transactions, financial & Non-financial Automated processes means that ICT play an important role in day to day activities. Move away from paper based transactions

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What will it look like?

The new system will operate on

three main levels

; 

HR, Finance, Payroll, PaLs as core users



Manager Self Service (MSS)



Employee Self Service (ESS)

• employees will be able to personally action some transactions such as a change of address, without the need for a manual form to be completed by line management and forwarded to HR as the case currently

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What does it mean for you?

Manager Self Service (MSS)

• Paperless system for many processes which may include change of hours, training enrolment, change of personal details, approving A/L • Ability to report on key performance areas e.g. absence, training compliance • Local Reports - Can produce reports at a local level - ability to access real time information when required 24 /7 365  • Ability for more effective workforce planning  • Full integration between HR and payroll functionality for payment of calculated entitlements Contains all the core employee information used by other components of the system, eliminates multiple data entry that is prone to error and causes much time to be wasted Automatic messaging prompts and support mechanisms to complete administrative tasks more quickly and easily

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Example 1. Processing a staff leaver

• Different categories of leaver can be processed through either ESS, MSS or will require direct HR authorisation to proceed

.

Method of Leaving How will this be actioned?

1) If an employee has handed in their notice and wishes to resign from their post Employee initiates their resignation on ESS 2) If a manager wishes to terminate someone e.g. at end of their temporary contract (having followed statutory procedures) When this is ‘approved’ by a manager it will automatically go through to payroll Manager initiates on MSS and will go straight through to payroll. 3) If an employee who is leaving as part of a pensionable retirement/voluntary redundancy arrangement Will need to be actioned by HR as a core user.

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What does it mean for you?

ESS Employee Self Service • Allows staff to access personal information and carry out simple transactions – Apply for Annual Leave – Apply for Transfer and Promotion – Submit a timesheet – Better control of personal data (changes to personal records e.g. bank details and home address) and business activities that affect your role

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What will Self Service Look Like?

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Level 3 – Section Navigation

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Level 4 – Sub Section Navigation

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What will the FPL system look like?

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Purchase Order Processing view

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Basket Approval

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ICT implications

• Automation • Daily Log on • What if I am off? • Escalation rules etc • Email accounts • Access***

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FPL –Plan

Dec 11 Jan 12 Feb 12 Mar 12 Apr 12



May 12 Jun 12 Aug 12 Sep 12 Oct 12 Nov 12 Jan Mar

User Acceptance

Tests Finance, Proc, Logistics ser acceptance testing Change Approach ATP1 Logistics ,BSO , Trust A regional ATP1 Logistics ,BSO , Trust B & C ATP1 Logistics ,BSO Trust D & E Change Impact Assessment Change agent Network mobilised Organisation Readiness assessment Organisation readiness survey TRA Day 1 sent to Trusts TRA Pre-development requirements and course scheduling Written material development, e learning scripts Develop Material Organisation Readiness assessment Organisation readiness survey Organisation Readiness assessment learning completion & course delivery Organisation readiness survey GO LIVE

FPL Activities

• User Acceptance Testing 26 March -11 May at ATP • ABS Sign off UAT 22 May • Training Requirements Analysis , April – end June • ABS implementation of final hardware and software • Local connectivity, capacity and volume testing, June • Planning for Training • Planning for Go-Live • Contribute to Change Impact Assessment • Issue Supplier Questionnaire • Resolve Voice Picking Issue • Finalise Coding • Review Data Warehousing options • Contribute to Integration meetings

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HRPTS –Plan

Blueprint Dec 11 Process Validation Jan 12 Feb 12 Mar 12 Design Apr 12 Realisation May 12 Jun 12 Jul 12 Aug 12 Final Prep & Go-Live Sep 12 Oct 12 Support Nov 12 Portal Approach Customising & Unit Test Portal Build Portal Design Interface & Enhancements Specs Interface & Enhancements Development & Unit Test BI Spec & build Develop Content Load Load Data App Build & Unit Test Data load routines Mock load 1 & 2 Data extraction, template load, Cleansing Testing App Dev. test scenarios Develop test scripts Change Approach Training Approach TNA/ Course catalogue ST1 PP Prep ST2 PP1 Desktop roll-out (SAP GUI, Internet explorer etc) UAT PP2 TtT Develop Material http://www.bstp.hscni.net

PP3 TCO User Training CO GO LIVE

HRPTS Activities

Activities planned in Realisation Phase

•Data Migration •Test Scenarios (UAT) •Change Impact Analysis •Organisation readiness assessment •Training Needs Analysis •Training Material •Training Delivery •Desktop Rollout •Support arrangements

Final Prep and cutover

•Training will be provided including classroom training, support and guidance .

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What will change for me?

Stop, start and continue example



No longer use an Annual Leave Card to book holidays

Stopping



Book leave online

Starting Continuing



Discuss suitable leave dates with your Line Manager

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     

What training/support will there be?

Training and support will be available to everyone impacted to ensure  Staff are equipped with the operational skills and knowledge to undertake the new ways of working required by new systems  Know how to get help when they need it Line managers will be equipped with the operational skills and knowledge to  enter and approve/reject time, claimable allowances, absence (including leave and sickness) and job related data changes as required.  This includes recognition that different line managers will perform different roles in the process, and this may include an approval role  Permission levels are currently being clarified as part of detailed design and these will be integrated as appropriate into the business change interventions Staff will be taught about the new systems and processes which BSTP will introduce and invited to training courses based on their role. Information on new ways of working and be provided with materials and guidance packs available online and on the portal Help will be available online, face-to-face and on the telephone Support will be available after go live. Face-to-face support will be provided by dedicated expert(s) in each impacted business area – they will be called ‘Floorwalkers’ One month after go live, Floorwalkers will return to their usual day jobs, but will continue to provide support in their secondary role as ‘Super Users’

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Further information/contacts

Contacts – Trust Lead details http://www.bstp.hscni.net

• Make this site your homepage • Read all about the programme • Get more information on projects • Benefit from weekly project updates • Read the inside track in the Programme Directors Blog, • Find out who is involved in your Trust and how you can get involved • Make a suggestion on how you’d like to be communicated with • Provide feedback on what’s working and help us improve how we deliver information

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