Business management system (BMS): Giving you the tools to get the job done BMS Briefings January 2011 One Council - One Business - One Plan - One System

Briefing Aims Provide an overview of the BMS Programme and how it fits into the wider Improvement Programme Explain how BMS will streamline the way we work and help everyone get their job done Outline how the BMS transformation network will help Departments prepare for implementation Let you know how to find out more about BMS Encourage participation and feedback

BMS Briefings - Agenda Welcome and introductions Videos ■ How the Improvement Programme will transform the County Council - Greg Michael, Improvement Director ■ BMS: One system to streamline the way we work - Tim Gregory, BMS Programme Sponsor BMS overview & changes you can expect Transformation network & roadmap to implementation Questions

How the Improvement Programme will transform the County Council Greg Michael Improvement Programme Director

One system to streamline the way we work Tim Gregory BMS Programme Sponsor [Corporate Director Environment & Resources]

BMS overview & changes you can expect Paul Swift BMS Transformation Project Manager

What is BMS? BMS is all about having one integrated business system to streamline the way we work Not just another system - but will transform the way the Council does business and how we manage people, money and services Based on the implementation of SAP “enterprise resource planning” (ERP) software – used by more than 40 Local Authorities in the UK Being delivered through the proven framework provided by our chosen implementation partner – Logica

What is BMS? It will standardise the Council’s HR/payroll, procurement, finance & estates management systems and processes It will introduce the concept of “self-service” for employees and managers with computer access It will extend the concept of “shared services” to provide efficient back office support across HR/ payroll, procurement, finance and estates First Phase Implementation Second Phase Implementation

Who are the BMS Programme Team? Jas Hundal, Programme Director Nigel Stevenson, Programme Manager Jon Clewes - HR/Pay & Transformation Functional Lead Keith Palframan - Finance Functional Lead Oliver Cappleman - Procurement Functional Lead Andrew Bishop - ICT Functional Lead Nigel Carlisle - Data Management Lead Paula Jezewski - Programme Administrator Laura Hollingworth – Programme Assistant … plus other NCC staff & Logica consultants

What have we done so far? Business case agreed - July 2010 Tender process for the system & selection of the preferred bidders and systems - Aug / Sept 2010 Negotiation & award of the contract - Oct 2010 Set up of Programme Team & Transformation Network - Nov / Dec 2010 Survey to assess change readiness - Dec 2010 System design workshops - Dec 2010 / Jan 2011 Baseline Data Collection - Dec 2010 / Jan 2011

What will be the benefits of BMS? BMS will benefit the Council by: Reducing the number of separate IT systems Helping us work more efficiently by standardising everyday procedures and removing duplication of tasks Providing just one single version of information on service costs and performance Giving us better transparency and accountability — a clearer picture of what we spend and where Helping to improve business planning — we’ll have better quality information to help us plan for the future Saving money to help safeguard frontline services

What changes can I expect to see? HR & Payroll One integrated system for HR & Payroll delivery Standardisation of HR/Payroll processes & procedures Employee & Manager self service - manage your personal data online Online time management and time recording, including leave booking Online payslip for staff with computer access Payment and claims streamlined and integrated through self service portal

What changes can I expect to see? HR & Payroll Full e-recruitment service CRB and statutory checks managed within the system NCC organisational structure accurately reflected and updated in real time within BMS Attendance management recorded and supported by BMS workflows Real time management information reporting and suite of desk top reports

What changes can I expect to see? Procurement One system to view, buy, approve & pay for goods / services Standardised purchasing processes across the organisation Considerably lower transactional costs than at present Pre-approved catalogues, contracts & vendors to make ordering simpler and quicker Electronic invoicing for vendors helping to reduce their costs (and ours!) Improved procurement monitoring and reporting Consolidate spending to deliver better, value for money deals

What changes can I expect to see? Finance Best practice business processes Real time on-line access to budget information Improved commitment accounting More timely budget monitoring Integrated system: Finance, Procurement, HR/Pay & Estates Management Planning for the future will be easier - better quality information to make informed decisions

What changes can I expect to see? Estate Management ■ Centralised contract management for property leases  Removes the need for input into two systems  Provision of tenant performance information  Maximises income / reduces bad debts ■ Centralised asset valuations - reduces data reconciliation requirements & year end timescales ■ Greater integration of the unique property reference number (UPRN) in finance records - easier production of property management information & more efficient management of the property portfolio

Transformation network & roadmap to implementation – Business Change Managers Environment & Resources Rob Bayley Policy, Planning & Corporate Services David Ellis Adult Social Care, Health & Public Protection Nick Parker Children, Families & Cultural Services Kirstie Phillips

BMS TRANSFORMATION NETWORK STRUCTURE

Stepping stones to implementation BMS Briefings & communications System Design BPR DIPs Training Testing Ongoing Support

What happens when? Key Milestones January completion of system design phase February - May redesign of business processes January - July prepare Department Implementation Plans (DIPs) February - August system configuration & testing June - August functional briefing events August - October employee training October phase one implementation

Key Messages BMS helps to deliver efficiency benefits and outcomes from the Improvement Programme & enhanced shared services – but it’s about transformation not just technology Benefits and outcomes depend on transforming organisation and “end to end” processes Emphasis on standardisation and deploying best practice Focus on outcomes - eliminating waste, duplication, delay & organisational barriers - doing the right things as well as doing things right BMS is a joint programme delivered by joint teams in partnership with Logica - and ALL stakeholders

Questions

Thank You be empowered …be inspired …

Keep in touch with BMS For more information on BMS, please visit Big Issues: mprovement-programme/business-management- systems/ mprovement-programme/business-management- systems/ Just ask! Please provide feedback on this session by completing our evaluation form Talk to your Departmental BCM / Change Champions Volunteer to be a Change Agent