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PROGRAMME NAMEBusiness Services Transformation Programme (BSTP) – Shared Services ProjectREPORT DATE: 16/02/2017Reporting Period21/01/2017-16/02/2017BSO Shared Services LeadMaxine PatersonOverall Project Status UpdateAShared Services : SummaryPreviousCurrentKey Timelines/Milestones:Recruitment and Selection:The Review of Recruitment was completed in May ‘16 and a Recovery Plan was agreed by HRD. All actions within BSO SS remit such as standardisation and training have been completed and the outcomes are currently being embedded within the service. Stabilisation criteria was set for Recruitment Shared Services by the Business Systems Forum. It was anticipated that evidence of full stabilisation would have been achieved by Oct’16. The trend analysis carried out in Jan’17 points to broad stabilisation within the recruitment of HSC general roles however the recruitment of staff via waiting lists, such as AHPs, is proving much more complex an issue to resolve and the actions taken to improve the recruitment service within BSO is not sufficient to resolve a workforce issue coupled with the current staffing groups recruitment strategy.A paper on the current progress has been submitted to the department in Jan’17 as per last month’s Board update.The HSC HRD group have agreed to utilise an existing HR Managers forum to review the recruitment model that exists within the HSC and make recommendations to the same. It is anticipated that BSO will be involved in a series of workshops which will be potentially generate innovative solutions to legacy issues within the recruitment model.The enhanced reporting is expected to be delivered within the next 2 weeks on the provision that our system supplier has resolved several issues we have highlighted. This report will deliver evidence to support the recommendations that will be proposed by the HR Managers forum.Migration to Shared ServicesSEHSCT recommenced migration of recruitment activities to BSO. SEHSCT have obtained sufficient evidence to support the full migration of all recruitment within scope to BSO Shared Services whilst recognising that the current workforce issues will not be resolved by suspending any activity transfer.NIAS are on track to have completed their migration by Mar’17.WHSCT have commissioned an internal audit review of migration readiness to support their Trust Board decision to commence migration to Shared Services. This audit plan will evaluate both the WHSCT and BSO. The Task and Finish Group will maintain a monthly meeting to resolve any outstanding issues and be augmented to reflect the new tasks that have been presented by the HRD forum. AAFPL UpgradeThis project is on track to meet revised timescales in Jun’17 as proposed by suppliers with 1 additional risk which is in the process of being mitigated.Achievements during the reporting period:-Live downtime completed and successful cutover of data achieved for full end to end testing.Data migration reconciliation has commenced and pending sign off.Red Prairie dry run due to commenceRecap session held with Trust ITAn agreed approach to the eProcurement training requirement was delivered.Focus for next 4 weeks.UATContinuation of UAT and retestingE2E testing (re-scheduled)Trust local UATTrainingTraining needs analysisGL & Sys Admin – 23rd FebBOXI – 23rd FebCP – to be scheduled post retestingFPM – to be scheduledTraining materialsGo Live ReadinessPlanningLessons learntRisks and IssuesGeneralIncreased CR costScope creepTimelinesPre go live period clash with End of Year ActivitiesDecision makingAvailability of ABS resourceITDependency on Trust IT – this has been escalated to HSC Directors of IT and Planning UATSecuring and maintaining HSCNI wide involvementDependency on 3rd party software suppliersTrainingScope and complexity of trainingGG ?Activity?ProgressNext stepDue DatePreviousCurrentRecruitment and Selection – NIAS Phased transition planned to be completed post successful roll-out of e-Recruitment by NIASContinue working towards transition with TrustScheduled completion by March 201731/03/2017AARecruitment and Selection –SEHSCTAll activities within scope have been transferred to BSO SSContinue monitoring performance and feedback to Trust.31/03/2017AGRecruitment and Selection – WHSCTMet with DoHR WHSCT in Jan’17 to finalise schedule of transition.WHSCT Board commissioned internal audit review of readiness for WHSCT and BSOComplete IA review and undertake to incorporate findings when published.TBDAACompletion of HRD Prioritised list CR specificationsCR378 Password Reset HSC have requested an additional requirement of an LSMW upload facilityHSC have provided clarification to HCL and agreed details of a solution;HCL are having internal discussions to confirm the Impact Assessment date;BST is in discussions with HCL to implement the similar solution for FioriCR379 OM forms Amended Functional Specification has been submitted and signed-off by HSC;All 4 forms currently in UAT for completion.CR380 Bulk UploadIn Production and complete.CR381 Working Patterns Functional specification updated and signed off by HSC. Currently in UAT for completionCR382 Qualification assignment? Functional Specification signed off by L&D group;UAT in progressMonitor via BSF AD Forum on delivery.15/03/2017GGFioriSecurity proposals have been agreed with ITS and communicated with Trusts who have accepted proposal and agreed to proceed.Workshop scheduled on 3rd April to fulfil additional assurances required by customers to proceed.Supplier delivery of operational procedures to support workshops.Penetration Testing to satisfy SIRO concerns.03/04/2017GGBSTP Closure ActivitiesA Gateway review was performed in March 2016 which recommended Programme closure the completion of Shared Services rollout.The following elements have been progressed/completed to facilitate Programme closure and reporting:Lessons learned reportCompleted: With SRO for review.Maturity assessmentProgressing: Discussed with ADs.? Group agreed it should be done but focus has been BSF plan and current HRPTS issues.?It will be brought to the next AD Forum for completionBenefits assessmentCompleted.? Discussed with the SRO in January. To be presented at next BSTP Programme BoardGovernance Next proposed BSTP Programme Board in March TBD – dependent on WHSCT recruitment deploymentGARisks & IssuesSS Risks: 18 open of which 4 are designated high risk. Treatment is indicated below.RED RisksP11Ds were produced manually due to the lack of an automated system in 14/15 which could increase the risk of inaccuracies.It is planned that P11Ds are produced manually for 15/16. A programme to deliver the manual P11Ds has commenced 01/12/2016 and will conclude 30/04/2017.There is a risk of BSO being held accountable for any problems with the implementation of the FPL Upgrade.A revised project plan has been developed and agreed implement the FPL upgrade by June 2017. Progress is being monitored via BSF AD and Director forums on monthly/bi-monthly basis. UAT testing has commenced as scheduled in December 2016. BSO is held accountable for overpayments to staff within HRPTS.An HSC programme has commenced to review and revise all aspects of overpayments currently treated within BSO Payroll. The group is responsible for delivery of measuring, monitoring, treating and recoupment of overpayments for the HSC. A key aspect is root cause analysis which is with employers to resolve. A programme of HRPTS enhancements is being developed to automate key manual processes within the system to remove manual delays and improve accuracy.BSO held accountable for underpayments to staff within HRPTSIt is recognised that a potential for employers to delay timesheets to BSO Payroll. This risk remains high due to likelihood of occurrence. A series of checks has been implemented to ensure this risk is mitigated however due to the manual nature of these checks it remains a concern. The migration of employees from manual to automated routines will reduce the risk and it is incumbent on employers to progress this. Currentlymonitored via BSF work munication and stakeholder engagement activitiesRecruitment Recovery: Weekly Update at SMT, Bi-Monthly Meeting of Regional Task And Finish Group, Monthly BSF AD Forum Update, Monthly HR AD Forum Update, Quarterly Update to BSF. Update to BSTP Programme Board.FPL Upgrade Project, weekly meeting with system supplier and project team. Weekly update to BSO SMT. Monthly BSF AD Forum Update, Monthly Finance Forum Update. Quarterly Update to BSF. Update to BSTP Programme Board.GBudget StatusAs budgeted.GDependencies & AssumptionsG ................
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