Serving the people of Cumbria Do not use fonts other than Arial for your presentations Health & Care Services Business Support Review Staff Engagement Briefing 16 June 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Agenda Council position –Challenges faced –Service Review Programme Service Review –Objectives –Proposal information –Scope –Current Structure –Proposed Structure Stages of the Process Employee Support and Advice Next Steps & Key Timescales

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Unprecedented Challenges

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Less money from Government

Serving the people of Cumbria Do not use fonts other than Arial for your presentations £153m£30m £228m 2011/18 £45m

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Significance of staffing spend Contracts Schools Staffing Plus Capital Programme £305m: 2015/16 – 2019/20

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Review Methodology Service review programme

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Review Methodology “Some service reviews will result in a restructure that will deliver a similar service, but with less resource. Others however, will be much larger and could require a fundamental reshaping and whole-scale restructure of the teams involved. Regardless of the scale of each review, these are uncertain times for everyone involved and we are working closely with our Trade Union colleagues to carefully manage each individual process so that any affected staff receive regular communication, updates and as much support as possible. “ 7 Sept 2015 Engagement and Communication

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review Objectives Delivery of the directorate’s proportion of the required saving and contributing to other Health & Care Services savings agreed Establishing a model with a clear area focus and management structure, that also enables flexibility Supports the progression to a new operating model for adult social care in line with Commissioning Strategy and Care Act Reshaping teams with substantive council employees (safely reducing interims) Creating more generic roles and structures to allow collaboration and sharing between teams Build on the analysis of support requirements to provide a clear differentiation between business support roles and operational roles and clarify the responsibilities and expectations at each. Implement a structure that has a foundation for further business efficiency opportunities in the future.

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review Scope Post Grade Top Of Salary No. of Posts (FTE) Headcount (excluding VR/vacancie s) Grade 15 (OS4.5S) (£37,858) Grade 12 (BS7S/OS4S) (£32,164)3.003 Grade 9 (BS5S) (£26,556)1.001 Grade 8 (RT7) (£23,935) NHSAFC3 (£19,268)1.622 Grade 6 (BS4A) (£18,560) Grade 3 (BS2A) (£15,917)2.002 TOTAL

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Directorate Context Health & Social Wellbeing System – review underway Improved Commissioning function – new AD and investment in capacity Strengthening of Safeguarding and Care Governance Integration with Health – Success Regime (North) and Vanguard (South) Centralise management where possible to create consistency Separate where functions are managed and where they are deployed Proportional intervention Direct access in to care and support where possible Provided consistent standards of service for residents

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Delivery Proposal North / South principle in line with other service reviews Three key functions part of one overarching structure Business support –Rationalise business support structure to new more generic role profiles –Separate business support team supporting H&CS staff in that area – deployed based on business need Single Point of Access –Rationalise six existing SPAs in to two areas over four locations –New role of SPA Supervisor at each location –New role of SPA officers Community Finance Officers –No proposed change to role –Sit within overarching structure alongside Single Point of Access teams

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Current Structure

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure (1)

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure (2)

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 Review and Decision w/c 18 th July 2016 – w/c 25 July 2016 VR Window 17 th June 2016 – 7 th July 2016 Assimilation & VR Approval w/c 1 August 2016 – w/c 22 August 2016 Vacancy Preference Process w/c 29 August 2016 Final Outcomes w/c 19 th September 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Engagement 4 week engagement 16 June 2016 – 15 July 2016 Face to Face Meetings:  First – 16 th June – 930 Carlisle, 1230 Workington, 1530 Kendal  Mid-point – 27 th June – 930 Carlisle, 1230 Workington, 1530 Kendal  Final – 28 th July – 930 Carlisle, 1230 Kendal, 1530 Workington Opportunity of 1:1s with management on request –request form on Employee Information website Employee Information Website –for all reshaping documents and FAQs –FAQs regularly updated Website facility –to ask questions and provide comments on the proposals

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 VR Window 17 th June 2016 – 7 th July 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Voluntary Redundancy Commitment to reduce staff by voluntary means wherever possible VR applications invited for 3 week period 17th June to 7 July VR applications important as could influence review & decision phases VR process and FAQs included on the Employee Information Website –Apply by raising a Service Centre Portal ticket –Ensures all applications are effectively processed and tracked –Applications considered by Service Manager and Assistant Director –Final approval by Corporate Director – Health & Care Services

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 Review and Decision w/c 18 th July 2016 – w/c 25 July 2016 VR Window 17 th June 2016 – 7 th July 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review & Decision All feedback will be considered as part of the review & decision process Final decisions expected to be confirmed within the review period Final decision meeting date scheduled in diary for 28 July If extension needed beyond 2 weeks as a result of significant issues raised, then all staff will be notified as early as possible, with an explanation for why.

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 Review and Decision w/c 18 th July 2016 – w/c 25 July 2016 VR Window 17 th June 2016 – 7 th July 2016 Assimilation & VR Approval w/c 1 August 2016 – w/c 22 August 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Assimilation (1 of 2) Assimilation process compares old and new roles to determine where assimilation appointments can be made to the new roles: Direct Assimilation - the job grade is the same and - must be a 75% or more match (substantially similar) overall against assimilation criteria Assessed Assimilation - the job grade is different - it is the responsibility of the employee to identify and objectively evidence that a new post is substantially similar (75%), which must be verified by two managers (Service Manager and Service Assistant Director) - In some cases it may be necessary to use an alternative but appropriate assessment process, such as observed working, skill test or selection interview. Competitive Selection - Following direct and assessed assimilation, where it is identified that there are more people than posts, a competitive selection process will be necessary.

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Assimilation (2 of 2) No Match - Employees who are not assimilated or appointed to posts, will be formally placed ‘at risk of redundancy’ and afforded ‘ring fenced’ status in the Vacancy Preference Process. Outcomes - All employees in scope of the review will receive a personalised letter confirming the outcome of the process:  VR outcome  Confirmation of assimilation  Confirmation of Vacancy Preference Process (VPP) - All letters issued via the Service Centre

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 Review and Decision w/c 18 th July 2016 – w/c 25 July 2016 VR Window 17 th June 2016 – 7 th July 2016 Assimilation & VR Approval w/c 1 August 2016 – w/c 22 August 2016 Vacancy Preference Process w/c 29 August 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Vacancy Preference Process Process planned from w/c 29 th August 2016 Ability to apply for: –up to 3 posts; –Any grade Posts that can be applied for through vacancy preference process confirmed in individualised letters Letters contain links to make an application Maximum character limit for applications 1 interview where possible Interview dates confirmed asap

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period 16 th June 2016 – 15 th July 2016 Review and Decision w/c 18 th July 2016 – w/c 25 July 2016 VR Window 17 th June 2016 – 7 th July 2016 Assimilation & VR Approval w/c 1 August 2016 – w/c 22 August 2016 Vacancy Preference Process w/c 29 August 2016 Final Outcomes w/c 19 th September 2016

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Final Outcomes Outcome letters issued in w/c 19 th September 2016 Remaining vacancies advertised internally For employees who have not secured a post:  Alternative employment support  Meetings with the Senior Manager & Assistant Director to discuss other options  Notice of redundancy issued as a last resort

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Support and Advice Both face-to-face and website Engagement period People Management support Learning & Development service Trade Union representatives Pensions Service Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Next steps Statement of change, structure proposal and role profiles all available on Employee Information Website FAQs will be regularly updated on Employee Information Website Welcome any feedback and counter proposals for consideration.

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Discussion & Questions?