BSTP - Business Services Transformation Programme
Short Description
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Description
Business Services Transformation Programme (BSTP) Overview
http://www.bstp.hscni.net
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
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?
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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 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?
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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