Paper BSO 58/2015
Proposal to Relocate GP Payments Service from Ballymena to
Belfast Offices
1.0 Executive Summary and Board Approval Required
1.1 The FPS Directorate has now implemented new payment systems for independent contractors,
(specifically Pharmacists, Dentists and General Practitioners) and the project has moved into
the benefits realisation planning and implementation phase, as set out within the approved
business case. This paper seeks approval from BSO Board to endorse the proposal to deliver
some of these benefits through the consolidation of the GP Payments function onto one site in
Belfast, resulting in the withdrawal of BSO from County Hall premises in Ballymena. The
preferred option is based, on an option appraisal and principles of potential benefits and
disadvantages of a number of options summarised within this paper. The final recommendation
has also been Equality screened.
2.0 Background
2.1 The primary objective of the Family Practitioner Payment System (FPPS) project was to reduce
the risks that had developed as a result of the multiple secondary systems in place within FPS
supporting the payment of independent contractors. The business case identified workforce
savings (WTEs), as a result of the technology advancements on how payments will be
transacted and will be implemented in two phases. Phase 1 will deliver £160k annualised
savings by releasing circa 7 WTE staff, reduction in WTE staff is due to automated and/or
enhanced payment processes within the BSO FPS payments team. Phase 2 will deliver a further
annualised savings of £189k by releasing circa 9 WTE staff. Reduction in WTE staff within Phase
2 is dependent on full take-up of the web-based portal by independent contractors e.g. practice
staff being able to run reports rather than requesting such information from BSO staff.
2.2 The following principles will be observed throughout both phases of full systems
implementation and benefits realisation, and are that:2.2.1
2.2.2
2.2.3
2.2.4
Payments will be made accurately and on time, and all related activities will be
delivered in accordance with the Service Level Agreement.
The employment status of Permanent employees will be protected wherever possible
although redeployment may be necessary.
The implementation of FPPS will be delivered as efficiently as possible.
Employment Equality obligations will be observed.
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Paper BSO 58/2015
3.0 Options Appraisal summary for FPS Payments Function
3.1 FPS Payments Services are currently delivered from two geographical sites, Belfast (Dental,
Ophthalmic & Pharmaceutical payments) and Ballymena (GP payments). The ability for GP
Practices to submit claims via the portal in the new system will significantly reduce the number
of staff required to carry out the GP Payment function. As a result, it is opportune to consider
consolidation of the FPS Payment function onto one site. An options appraisal and equality
screening were completed. Based on the advantages and disadvantages of each option
identified, Option 2 is the preferred option, as it meets all principles set out above. It proposes
to consolidate the payments team onto one site in Belfast, offering staff the opportunity to
work in Belfast or to be redeployed as appropriate.
3.2 This option reduces management overheads, whilst enabling
 multi-skilled, cross- team working,
 close proximity of support to the new payments systems.
 more flexible working across teams, in the event of leave cover and unforeseen
circumstances. Below provides a summary of the appraisal.
Option 1:
Function
and staff to
Belfast
Advantages
 Retention of the staff and
therefore the knowledge of
the payment function reduces
the risk of payment-related
errors through the
replacement system.
(Principle 1)
 All FPS functions would be colocated, creating greater
flexibility for the management
of work and potentially
reducing management costs
whilst enabling services to
continue to be delivered in
line with the SLA. (Principles 1
and 3)
 Potential for savings in the
cost of managing the GP
Payments function (estimated
in the region of £70k).
(Principle 3)
 No requirement for BSO to
find alternative employment
for staff (Principle 2)
Disadvantages
 BSO will be liable for
travel costs in the region
of £106k (Principle 3)
 In the event of staff not
being able to follow
function, there is the
potential for voluntary
redundancy costs
(approx. £209k) if suitable
alternative employment
can’t be found (Principle
3)
 Potential to not meet
Equality obligations
(Principle 4)
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Summary
Meets Principles
1 , 2 in full and
partly meets
Principle 3
Three negative
impacts in
accordance with
principles, two in
respect of
Principle 3, and
may not meet
Principle 4
Total potential
costs may be in
the region of
£209k
(Travel/ voluntary
redundancy)
Paper BSO 58/2015
 All FPS functions would be colocated, creating greater
Function to
flexibility for the
Belfast and
allocation/management of
staff
work (Principles 1 and 3)
redeployed
as
 Potential for savings in the
cost of managing the GP
appropriate
Payments function (estimated
in the region of £70k).
(Principle 3)
 BSO will not be liable for
travel costs in the region of
£106k. (Principle 3)
 Meets Equality obligations
(Principle 4)
 Potential to redeploy as posts
become vacant (Principle 2)
Option 2:
Option 3:
Function
and staff
stay in
Ballymena
and work
diverted

 Retention of the staff and
therefore the knowledge of
the payment function will
reduce the risk of payment
related errors through the
replacement system. Services
to continue to be delivered in
line with the SLA. (Principles 1
and 2)
 BSO will not be liable for
travel costs in the region of
£106k. (Principle 3)
Meets Equality obligations
(Principle 4)
 There will be a
requirement for BSO to
find alternative
employment for staff
(Principle 2)
No or minimal additional
costs
One negative
impact in
accordance with
Principles
No or minimal
additional costs
 All FPS functions would
not be co-located,
reducing the flexibility for
the allocation of
work.(Principle 3)
 Diversion of tasks from
other payment areas is
likely to increase risk in
relation to those areas.
(Principle 1 )
 There will be a loss of
opportunity for FPS to
reduce management
costs to the extent of
£70k. (Principle 3)
 Tasks that can be diverted
are likely to be those
associated with normally
performed by lower
grades banded staff.
(Principle 3).
 There are no rent and
rates charges for the
current location but that
situation is subject to
change. This would put
Principle 3 at further risk.
 Costs to train staff to
develop competency in
work to be transferred
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Meets Principles
1, 2, 3, 4
Meets Principles
1, 2 and 4 but
puts Principle 3 at
risk
Five negative
impacts in
accordance with
Principles
Paper BSO 58/2015
4.0 Actions to Date
4.1 A full Benefits Realisation project plan has been developed and will be presented to FPPS
Project Board on 27 May 2015.
4.1.1
4.1.2
4.1.3
Engagement with staff and their TU representatives on these proposals commenced on
01/05/2015. Formal consultation will continue with the Trade Unions.
Business processes workshops across all of the functional areas have commenced.
Direct engagement with Ballymena staff (formal one-to-one meetings) and their trade
union representatives took place on 12 May 2015 to make them aware of the proposals
this meeting covered the options available to them including redeployment to Belfast
and potentially over a period of time within the Ballymena area.
5.0 Workforce implications
5.1 This proposal will impact on the following staff:
Band
Headcount
Wte
8a
5
4
3
1
2
3
4
1.00
2.00
2.00
3.6
5.0 Governance
5.1 The governance and progress of the FPPS project along with the realisation of business case
benefits will continue to be monitored through the FPPS Project Board, chaired by the Project
SRO. Membership of this Board will be reviewed post the GP System Go-Live in May 2015.
6.0 BSO Board Approval Required:6.1
On 29 April 2015 BSO SMT agreed the preferred option subject to consultation as outlined
above to transfer the work from Ballymena and also agreed that as BSO posts become vacant,
consideration is given to the redeployment of FPS staff within BSO as necessary. Approaches
will also be made to explore the possibility of finding alternative posts in the Ballymena area for
those staff who do not wish to transfer with the work.
6.2 The Board is asked to approve option 2 above in order to fully realise the benefits of systems
implementation.
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