Think Efficiency programme
Joint Corporate Issues and Budget Scrutiny Committees 24 August 2009
Think Efficiency Workstreams
•
•
•
•
•
Workstream
Customer Services
Administration
Management Structures
Procurement
Common Functions
- Strategy Policy Perf and
Partnerships
- Organisational Training &
Development
- Transactional HR
- Programme & Project Mgt
- Transactional Finance
- Marketing & Comms
- Democratic Services
Objective
Streamline telephone/face-to-face contact, migrate to web
Campus + service specific approach, consistent mgt support
Reduce mgt tiers – 1:5:7:15 ratio principle
Strengthen resource, reduce cost of supplies & services
Centralise with outstationing, flexible resource pool
Reduce overtime, external training providers & venue hire,
streamline internal resource
Centralise with outstationing (schools), ICT enablement
Centralise with outstationing, new gateway process
More automation – payroll (self-service), payments
Centralise, consistent branding, redesign TIC, internal comms
Align Committee Services/Scrutiny, reduce paper
Slide 2
Current status by Project/Direction of travel
Workstream
Current status
Direction of
travel
Red
Amber
Administration
Amber
Amber
Strategy Policy Performance and Partnerships
Amber
Amber
Management Structures
Amber
Amber
Organisational Training & Development
Green
Amber
Procurement
Green
Green
Transactional HR
Green
Green
Programme & Project Management
Green
Green
Transactional Finance
Green
Green
Marketing & Communications
Green
Green
Democratic Services
Green
Green
Customer Services
The current rating is based on progress to date to ensure the means are in place to deliver
the current years target efficiencies
Slide 3
Green Flags
•
Organisational changes have been implemented in the areas of
– Project and Programme Management
– Transactional Finance
•
Organisational Structures finalised, approved and implemented for
– Marketing and Communications
– Democratic Services
– Procurement
– Organisational Development and Training
– Transactional HR
•
Corporate Procurement Savings plan agreed by Members 11 May 2009 and is likely to
over-achieve against the financial targets for 2009/10 of £4.8M
•
Some issues still remain
– Restructure of Sustainable Regeneration
– Transactional HR/Finance structures in place but reliant on delivery of key ICT
products
Slide 4
Amber Flags
•
Management Structures
– Posts have been agreed (73 posts) but confirmation still awaited from
some Directorates that posts have been removed
– Next stage to move from 73 to 120 overall reduction in FTE
•
Strategy, Policy, Performance and Partnerships
– Structures approved 3 August with a likely phased implementation running
from 1 October 2009 to April 2010
– Possible shortfall for 09/10 but anticipated to over-achieve in 10/11
•
Admin
– Campus structure approved 5 August 2009
– Implementation date of September 2009 of new Campus models starting
with main Civic
– Campus Managers appointed for Civic and Crompton
– Possible shortfall for 09/10
Slide 5
Red Flags
•
Customer Services
– Key challenge is to complete the Delivery Plan for roll-out of corporate
front end solutions
– Focus of work is in the areas of CHSC and Children’s
– Delivery plans to be finalised early September
– Workshops currently being undertaken with target Directorates to deliver
this
– Children’s Services to establish a Task Force by end August to deliver all
Think Efficiency themes with primary focus on Customer Services
– There have been mixed levels of engagement with key Directorates
although at present time engagement is good
– Resulting squeeze on timeline for successful implementation during
2009/10 so therefore delivery of efficiencies at risk
Slide 6
Enablers
•
ICT: Delivery of core systems architecture by end Q2 enabling bespoke project specific
developments to follow includes:– SAP modules
– Electronic Content Management (ECM “Documentum”)
– Reddot (web content management)
– Single Business Account
– Moodle (e tutor)
– GIS plus LLPG
– Single Customer Account plus additional development of CRM
•
Property: Main programme of moves approved by Lead Member to include new location for
Transactional HR and ICT training facility for Organisational Development & Training at
Innovation. TE Implementation Plan for 10/11 to be finalised for approval end Sept 09
•
HR: Heavily involved in the programme via consultation on the new Admin function, Union
discussions etc
•
Agile working: Phase 2 of Agile working ongoing with associated efficiencies and economies
(Savings to be delivered 2009/10 £100K) and queue forming for phase 3 candidate service areas
Slide 7
Communication update
•
Intranet site successfully re-launched
with a focus on the Beneficiaries,
benefits, changes to date, FAQ’s etc
•
Staff briefing “The One” for late
September to focus on SP&P and
Childrens services approach
•
Next issue of “The One” due end
August contains interview with Alison
Lobley new AD (Admin) and John
Tanner AD (Customer Services)
Slide 8
Financial savings summary by workstream 2009/10
WORKSTREAM
Savings to
date
(2008/09
FYE)
Further
savings
identified
to date
Total
Savings
Target
2009/10
Status
Total
Savings
Target
2010/11
Administration
£386,927
£764,181
£1,151,108
Amber
£2,302,216
Common Functions
£218,092 £1,904,606
£2,122,698
Amber
£3,046,616
£1,123,426
£1,123,426
Red
£2,546,970
£310,026 £1,153,974
£1,464,000
Green+
£2,414,920
£1,521,166 £3,274,933
£4,796,099
Green+
£5,669,609
£664,614
£1,314,669
Amber
£1,314,669
£3,086,266 £8,885,734
£11,972,000
Amber
£17,295,000
Customer Services
Management Structures
Procurement
Workforce Management
TOTAL
-
£650,055
Slide 9
Allocation and Monitoring of Think Efficiency Savings
• All savings pre-allocated across all directorate budgets for 2009/10
- directorates’ accountability for delivery and continued engagement
- directorates expected to make good any shortfalls
• Monitoring
- via budget monitoring reports at directorate level
- central tracking of posts deleted and savings made by workstream
• Reduced budgets/posts/staff transferred in SAP after new structures
approved
Slide 10
Impact on Jobs
FTE Reduction achieved to date
WORKSTREAM
VERs
VSs
Vacancies
deleted
Total
Administration
Target
FTE
Reduction
2009/10
Target
Total FTE
Reduction
by 2010/11
68.6
97
Common Functions
36.2
1
36.5
73.7
89.1
106
Customer Services
4.6
-
-
4.6
56
89
Management Structures
41
-
6
47
67
79
-
-
-
-
(2)
(2)
7
17
285.7
386
Procurement
Workforce Management
TOTAL
81.8
1
Slide 11
42.5
125.3
Looking ahead…
•
Focus on delivery
- new operating models for Customer Services primarily around CHSC and Childrens
Services at Crompton /Minerva
- new Campus models for Administration at Civic Centre/Crompton/Minerva
- 3 stage implementation plan for SP&P
- ICT enablers
•
Developments for 2010/11
- Procurement Plan
- Commence 2nd phase of realisation of efficiencies on Management Structures
- Planning for phase 3 of agile working and delivery of allied property implementation plan to
realise additional efficiencies
- Identify associated car allowance and supplies reductions
•
Continued consultation with staff and Unions on new JD’s and structures
•
Ongoing monitoring of programme yield by directorate and workstreams
Slide 12