BSTP - Business Services Transformation Programme

January 5, 2018 | Author: Anonymous | Category: Business, Management
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Business Services Transformation Programme (BSTP) Overview

http://www.bstp.hscni.net

Discussion areas        

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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

http://www.bstp.hscni.net

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 http://www.bstp.hscni.net

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

Governance

http://www.bstp.hscni.net

Implementation – New Systems

Procuring and implementation of new HR, Payroll, Travel & Subsistence Systems

Work Packages

Procuring and implementation of new Finance, Procurement & Logistics Systems

Driven centrally

Lead Led centrally 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

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

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

The 5 big Change impacts to Self Self Move service will Service

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

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

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

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? Employee initiates their resignation on ESS

1) If an employee has handed in their notice and wishes to resign from their post When this is ‘approved’ by a manager it will automatically go through to payroll 2) If a manager wishes to terminate someone e.g. at end of their temporary contract (having followed statutory procedures)

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.

http://www.bstp.hscni.net

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

What will Self Service Look Like?

http://www.bstp.hscni.net

Level 3 – Section Navigation

http://www.bstp.hscni.net

Level 4 – Sub Section Navigation

http://www.bstp.hscni.net

What will the FPL system look like?

http://www.bstp.hscni.net

Purchase Order Processing view

http://www.bstp.hscni.net

Basket Approval

http://www.bstp.hscni.net

ICT implications • • • • • •

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

http://www.bstp.hscni.net

FPL –Plan Designing Dec 11

Jan 12

Testing Mar 12

Feb 12

Apr 12

ATP1



May 12

Jun 12

Jul 12

ATP 2 Aug 12

Sep 12

Oct 12

Process Process design design

ATP 3

Support ATP 4

Nov Dec Jan 12 Mar 12 13

Apr

13

Solution design Testing ICT Env

Production Env

User User Acceptance Acceptance Tests Tests Finance, Finance, Proc, Proc, Logistics Logistics ser ser acceptance acceptance testing testing

ATP1 Logistics ,BSO Logistics ,BSO Logistics ,BSO ATP1 Logistics ,BSO ,, Trust Trust A A ATP1 ATP1 Logistics ,BSO ,, ATP1 ATP1 Logistics ,BSO regional Trust C Trust regional Trust B B & &C Trust D D& & EE

Change Change Approach Approach Create/Update Create/Update and and execute execute change change action action plan plan

Change Change Impact Impact Assessment Assessment Organisation Organisation Readiness Readiness assessment assessment

Change Change agent agent Network Network mobilised mobilised

TRA TRA Day Day 1 1 sent sent to to Trusts Trusts

Organisation Organisation readiness survey survey readiness

Organisation Organisation Readiness Readiness assessment assessment

Organisation Organisation Readiness Readiness assessment assessment

Organisation Organisation readiness survey survey readiness

Organisation Organisation readiness survey survey readiness

TRA TRA Pre-development Pre-development requirements requirements and and course scheduling course scheduling

Written Written material material development, development, e e learning learning scripts scripts

Develop Develop Material Material

TtT TtT

learning learning completion & completion & course course delivery delivery

Communication and Stakeholder Engagement/Manage and Support Change Agent \network GO LIVE

ATP4 ATP4

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

HRPTS –Plan Blueprint Realisation Dec 11 Process Validation

Jan 12

Mar 12

Feb 12



Apr 12

Final Prep & Go-Live

May 12

Jun 12

Jul 12

Aug 12

Sep 12

Support Nov 12

Oct 12

Design

Customising & Unit Test

Portal Design

Portal Approach

Interface & Enhancements Specs Interface & Enhancements Development & Unit Test

Pre-System testing

Portal Build

BI Spec & build

Develop Content Data App

Build & Unit Test Data load routines

Load

Load Mock load 1 & 2

Data extraction, template load, Cleansing

PP2

Data

PP1

UAT Data

PP Prep Change Approach

Data

Develop test scripts

ST2 Data

ST1

Dev. test scenarios

Data

Testing App

PP3

Desktop roll-out (SAP GUI, Internet explorer etc)

Training Approach

TCO TtT TNA/ Course catalogue

Develop Material

http://www.bstp.hscni.net

CO

User Training

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 •From the outset we encourage staff to check with the line manager .

http://www.bstp.hscni.net

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

 Discuss suitable leave dates with your Line Manager Continuing

http://www.bstp.hscni.net

What training/support will there be? 





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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

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

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