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Welcome

Welcome. System Integration Soft Market Testing 9 th May 2014. Welcome & Purpose. Ruth McDermott Strategic Category Manager Regional Procurement for the Yorkshire & Humber Police Forces. Agenda. Registration and Refreshments Welcome & Purpose Strategic Objectives System Overview:

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Welcome

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  1. Welcome System Integration Soft Market Testing 9th May 2014

  2. Welcome & Purpose Ruth McDermott Strategic Category Manager Regional Procurement for the Yorkshire & Humber Police Forces

  3. Agenda • Registration and Refreshments • Welcome & Purpose • Strategic Objectives • System Overview: • HR & Duties • Payroll & Finance • IT Technical Overview • Close Presentation • Questions & Answers • Break Out Sessions

  4. Welcome & Purpose • Soft Market Testing • Transparency • Market Knowledge

  5. Strategic Objectives Nigel Brook Assistant Chief Officer

  6. Welcome to West Yorkshire I plan to cover : - Introduction to West Yorkshire Police- Finance and Business Support and HR Departments- Our Objectives

  7. West Yorkshire • 2.2 million people • 780 square miles • Network of motorway and trunk roads • 5 Policing Districts • 4831 Police Officers (FTE) • 3485 Police Staff of which 679 are PCSO’s • April ‘13 – March ‘14 - 623,632 incidents - -103,463 emergencies -159,476 crimes

  8. Technical Solutions Present Developing Car laptops I2 E cops Overview Stats 19 IOM Optimal Airmax Handheld devices Body worn cameras Stop Search CCC automation Track my crime

  9. Programme of Change – The Challenges We Need to Transform • The Performance Challenge • Delivering the Police & Crime Plan • Delivering a transformation in our standing with others; being 7th or 8th out of 8 in MSG is not good enough for us • The Public Trust & Confidence Challenge • We can’t serve without public trust • The Service Challenge • To be clear about what we deliver and to what quality standards • The Structural Challenge • To Transform to the New Operating Model - we have 3 years to transform the shape of the Force • The Cultural Challenge • To transform how we think and go about our business in a completely different way and ensure everyone works to our shared Values • The Leadership Challenge • To transform how we lead; from the ‘board room’ to being ‘amongst the work • The Financial Challenge • £88m in plans to identify all over the next 3-years is huge • The Waste & Bureaucracy Challenge • To transform our processes to strip out unnecessary steps & eliminate unnecessary whole processes

  10. Achievements to date • By the end of 2014/15 delivered savings amounting to £117m (£13m in advance) • Consistent in achieving underspends each financial year • Created Reserves to fund Transformation and costs to change • Change in culture – Improved performance Reduced Costs Focus on delivering improved outcomes

  11. Finance & HR Transformation Objectives One view of the truth (eg Common FTE and headcount figures) Capture Information once (eg sickness, transfers) Improved reporting across Finance, HR, Duties (eg unit costs) Self Service (seek information & input) Use mobile devices Streamline processes, automate, reduced costs Ability to support & develop ourselves (not supplier for every change) Common methodology for interfaces to ease updating

  12. Options / Ideas We are seeking your ideas on the way forward to achieve our objectives.

  13. System OverviewIT Technical Mark Homer, Head of IT Systems

  14. System OverviewIT Technical • IT Systems • HR: Origin built on Oracle E-Business Suite R12 (Capita) • Duties Management: CARM (Northgate) • Finance: InforSunSystems (Touchstone) • Payroll: SAP (Mouchel) • Procurement: ProActis (Touchstone)

  15. System OverviewIT Technical • Core Operational Systems: • Crime/Custody/Case/Intel/Property: Niche RMS (Niche inc.) • Command & Control: Storm (Steria) • Data warehouse: Corvus (Bluestar)

  16. System OverviewIT Technical • Other: • Mail: MS Outlook/Exchange • Document Management: MS Sharepoint • Desktop OS: Windows 7 • Office Suite: MS Office 2013

  17. Systems Overview HR & DutiesHilary Sykes, Director of HRPaul Fowler, HR Information Manager

  18. Strategic HR Issues Significant budget reductions. Effective service delivery structures Reduced capacity. Inefficient business processes. Limited process automation. Duplication. Appropriate transfer of activities. Data Integrity - ‘One Version Of The Truth’.

  19. Current Position

  20. Objectives Reduced system administrative overhead (multiple systems). Effective self service solution. Efficient business process automation Positive user experience. Reduced system / process support. Intelligent integration. Easy access to configuration. ‘One version of the truth’.

  21. System OverviewPayroll & Finance Richard Squires, Finance Systems Manager

  22. Financial Systems The are 3 main Financial Systems Sun Systems – Infor Proactis E-procurement – Proactis SAP – Mouchel, (Lincoln)

  23. Sun System • Used to hold ledger transactions • We have 5 ledgers • Actual expenditure • Budget Ledger • Commitment Ledger • Payroll • Bank One Live Database

  24. Ledger Information • Costs entered via • Eprocurement daily upload of Invoices, commitments, Stores/stock, Debtors, Credit Notes, Debit Notes. • HR staffing monthly upload • DCal Purchase cards Weekly upload • Payroll monthly upload • CARM duties daily upload • Expenses Daily upload • Budget Templates Annual upload • Bank Transactions Daily upload • Receipt and Business Accounts Monthly Upload • Suppliers Daily Upload • Debtors Daily Upload • Direct Journal Input • All Imports are reconciled and balanced both pre and post import. • 95% of transactions are imported.

  25. Eprocurement • Used by all members of WYP to • Create Requisitions • Create Purchase Orders • Create Invoices –scanning process, electronic invoices being used • Create Sales Invoices • Create Sales Credits • Process Invoices • Process Credit Notes • Cont.

  26. EProcurement 2 • Create Store Uniform Requests • Create Internal requests for goods • Reprographics • IT • Create Expense Claims • Provide Stores systems for • Reprographics • Main Store Unit 41 (Uniform etc.) • IT • Interface with National Police Procurement Hub – Procserve

  27. Payroll • Hosted externally to WYP • Input is done manually from links via a Bureau • Bureau process Gross to Net • Bureau also produce HMRC returns, P45 and Payslips amongst other things.

  28. Payroll • Imports to Payroll • HR absence – Manual Input • CARM Unsocial Hours – Manual Input • SUN Overtime – File Uploaded • SUN Expenses – File Uploaded • SUN Cost Centre Codes – File Uploaded Manual input of Starters, Leavers and General Adjustments

  29. Payroll • Exports From Payroll • Financial Ledger File • Reports for • HR Managers • Finance Managers Reports from HR and Payroll are required to be merged and produced manually.

  30. Payroll • We also administer 2 Pension Systems • Bradford Pension Scheme • Mouchel, Middlesboro • Both systems are remoted to via secure links • Systems update via manual links for Starters, Leavers, Variances • Reports are real time.

  31. Interfaces/Links (1) • We have the following systems that are linked/Interfaced • CARM Duties • Produces a file for Overtime to Upload into the Financial Ledger • Account Code Feed • Analysis Feed • District/departments linked • HR • We populate our Account Codes in fields on the HR system • We extract reports to produce our Staffing charges monthly

  32. Interfaces/Links (2) • Ledger • We produce files for Payroll for the following • Police Staff Overtime • Police Officers Overtime • Expenses • We receive a complex mapped table with all payroll charges on to import in sun on a monthly basis.

  33. Interfaces/Links (3) • Eprocurement • Was written to link into the sun tables • Links seamlessly with Sun Financials for • Expenditure/ Income Codes • Analysis Codes • Supplier/Debtor Codes • Users created from HR link • Delivery addresses from HR • Payment notification with Sun

  34. Interfaces/Links (4) • Purchasing Cards • Transactions processed using cards • Coding processed using DCal software on the internet • DCal holds account codes and analysis • Files uploaded into the ledger weekly

  35. Interfaces/Links (5) • Vehicle Fleet • Monthly Charges uploaded • Fleet Information for Leasing and Fuel • File produced • File Uploaded into Financial Ledger

  36. Interfaces/Links (6) • Payroll • Monthly uploaded of payroll • Into specified ledger • Additional codes and analysis specific to payroll held • Balanced back to bank re payments.

  37. Interfaces/Links (7) • Bank • Bank Statement imported daily • Bank reconciled daily • Bank data held on separate ledger within Sun

  38. Interfaces/Links (8) • Creditor Payments • We produce a fully balanced and authorised payment file to pay our Creditors • The file is passed via Bottomline software to BACS to pay our Creditors • Cheque payments are printed by a third party company via a bottomline solution.

  39. Reporting • We report using various tools • Microsoft Access • SQL • Advanced Inquiry ad hoc reporting query tool sits with the Financial Ledger • Query and Analysis reports created for Management and budget holders. • Q&A scheduler used to schedule reporting so reports can be run overnight. All reports are currently real time but are Finance specific and do not merge information from any other system.

  40. Procurement Overview &Summary Ruth McDermott Strategic Category Manager

  41. Procurement Overview & Summary • Next Steps • Bluelight • Communication • Innovation & Value for Money

  42. Questions

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