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
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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
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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
•
•
•
•
•
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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
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BSTP - Business Services Transformation Programme