Business Services Transformation Programme (BSTP) Overview

1. Business Services Transformation Programme (BSTP)Overview http://www.bstp.hscni.net http://www.bstp.hscni.net

2. 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

3. Vision for Change To procure business systems to support the modernisation of the HSC and to deliver customer focussed Shared Services http://www.bstp.hscni.net

4. Objectives of the BSTP • 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 • Deliver economic and qualitative benefits to release resources to frontline care and to enhance management in HSC • Complete development and implementation of Shared Services in the HSC http://www.bstp.hscni.net

5. 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 http://www.bstp.hscni.net

6. Governance http://www.bstp.hscni.net

7. Driven centrally Implementation – New Systems Procuring and implementation of new HR, Payroll, Travel & Subsistence Systems Work Packages Procuring and implementation of new Finance, Procurement & Logistics Systems Lead centrally Led regionally Managing the implementation of the new HRPTS and FPL systems and the transformational change within organisations Implemented locally BSO NIAS Belfast Northern South Eastern Southern Western http://www.bstp.hscni.net

8. 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 http://www.bstp.hscni.net

9. 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 http://www.bstp.hscni.net

10. The 5 big Change impacts Move to Self Service Self service will Self service will enable Line Managers and Employees to input information directly onto the system. Role of the Line Manager Changes will enable managers access important Management Information directly- Dashboard Reports Role of HR / Finance/PaLs Opportunity to deliver new ways of working for HR, Finance , Pals, Staff Clear definition of responsibilities There will be clarity on who is responsible for approving automated transactions, financial & Non-financial Role of ICT in day to day working Automated processes means that ICT play an important role in day to day activities. Move away from paper based transactions http://www.bstp.hscni.net

11. 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 http://www.bstp.hscni.net

12. 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 http://www.bstp.hscni.net

13. 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. http://www.bstp.hscni.net

14. 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 http://www.bstp.hscni.net

15. What will Self Service Look Like? http://www.bstp.hscni.net

16. Level 3 – Section Navigation http://www.bstp.hscni.net

17. Level 4 – Sub Section Navigation http://www.bstp.hscni.net

18. What will the FPL system look like? http://www.bstp.hscni.net

19. Purchase Order Processing view http://www.bstp.hscni.net

20. Basket Approval http://www.bstp.hscni.net

21. ICT implications • Automation • Daily Log on • What if I am off? • Escalation rules etc • Email accounts • Access*** http://www.bstp.hscni.net

22. FPL –Plan Designing Designing ATP1 ATP 2 ATP 3 ATP 4 Testing Support ATP1 ATP 2 ATP 3 ATP 4 Testing Support Oct 12 Nov 12 Dec 12 Jan - Mar 13 Apr 13 Oct 12 Nov 12 Dec 12 Jan - Mar 13 Apr 13 Dec 11 Mar 12 Apr 12 May 12 Jun 12 Jan 12 Feb 12 Dec 11 Jul 12 Aug 12 Mar 12 Apr 12 May 12 Jun 12 Jan 12 Feb 12 Sep 12 Jul 12 Aug 12 Sep 12 Process design Process design Solution design Solution design Testing ICT Env Production Env Testing ICT Env Production Env User Acceptance Tests Finance, Proc, Logistics ser acceptance testing ATP1 Logistics ,BSO , Trust A regional ATP1 Logistics ,BSO , Trust B & C ATP1 Logistics ,BSO Trust D & E ATP4 User Acceptance Tests Finance, Proc, Logistics ser acceptance testing ATP1 Logistics ,BSO , Trust A regional ATP1 Logistics ,BSO , Trust B & C ATP1 Logistics ,BSO Trust D & E ATP4 Change Approach Change Approach Change Impact Assessment Create/Update and execute change action plan Change Impact Assessment Create/Update and execute change action plan Organisation Readiness assessment Organisation Readiness assessment Organisation Readiness assessment Organisation Readiness assessment Organisation Readiness assessment Organisation Readiness assessment Change agent Network mobilised Change agent Network mobilised Organisation readiness survey Organisation readiness survey Organisation readiness survey Organisation readiness survey Organisation readiness survey Organisation readiness survey TRA Day 1 sent to Trusts TRA Day 1 sent to Trusts TRA Pre-development requirements and course scheduling TRA Pre-development requirements and course scheduling Written material development, e learning scripts Develop Material TtT learning completion & course delivery Written material development, e learning scripts Develop Material TtT learning completion & course delivery Communication and Stakeholder Engagement/Manage and Support Change Agent \network Communication and Stakeholder Engagement/Manage and Support Change Agent \network GO LIVE

23. 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 http://www.bstp.hscni.net

24. HRPTS –Plan Blueprint Final Prep & Go-Live Support Realisation Dec 11 Mar 12 Apr 12 May 12 Jun 12 Jan 12 Feb 12 Jul 12 Aug 12 Sep 12 Nov 12 Oct 12 Process Validation Design Pre-System testing Customising & Unit Test Portal Build Portal Design Portal Approach Interface & Enhancements Specs Interface & Enhancements Development & Unit Test BI Spec & build Develop Content Load Load Data App Mock load 1 & 2 Build & Unit Test Data load routines Data extraction, template load, Cleansing ST1 Data Data UAT ST2 Testing App Dev. test scenarios Develop test scripts Data PP3 PP2 PP1 Data Data PP Prep Change Approach Desktop roll-out (SAP GUI, Internet explorer etc) CO TCO Training Approach TtT GO LIVE User Training TNA/ Course catalogue Develop Material http://www.bstp.hscni.net

25. 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 • From the outset we encourage staff to check with the line manager • . http://www.bstp.hscni.net

26. What will change for me?Stop, start and continue example http://www.bstp.hscni.net

27. 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’ http://www.bstp.hscni.net

28. 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 http://www.bstp.hscni.net