1. Workforce Planning 28 th September 2010

2. A bit of history Day one – Inherited staff and commitments, but no comprehension of what this meant – There were new organisations created on the same day – No SLAs or contracts – Confusion But it didn’t matter as everyone got what was wanted (as far as anyone knew)

3. A bit more history Merger of HIS’s – More staff, more commitments – Real savings – Extra customers and merged customers Lost continuity – Even more confusion But didn’t matter as our governance board knew what we did!!!!!

4. And more But they didn’t, nor did we Major rebasing exercise – Shared costs according to agreed metrics – Notionally delivered against metrics Formalising with contracts No problem as money was no object

5. .. but now Customers are questioning what we do, want savings and want to see that they are getting good value for their money This time it’s serious – Are we efficient? – Do we say yes when we shouldn’t? – Can we justify what we do?

6. What do we need to know? Do we have the right capacity and capability to do the job properly? Do we have any under used or wrongly used staff

7. What are we Doing? Basic skill set questionnaire Time Sheets Planning Tools

8. What are we Doing? Basic skill set questionnaire Time Sheets Planning Tools

9. Skills Questionnaire Name:Job Title: TaskFully Competent Partially Competent Willing to have a go General Anything Any IT 1st Line Support 2nd Line Support 3rd Line Support Account Management Admin Business Change Clinical Coding

10. Result of Questionnaire Obvious findings – Skills for current job (by default) – Skills for a previous job Surprising (hidden) talents – Marketing – Fluency in Spanish

11. What are we Doing? Basic skill set questionnaire Time Sheets Planning Tools

12. What do we do? Basic timesheet system Each member of staff to record what service he has provided for what customer What could be simpler?

13. Well……. Most staff don’t know who they are working for. Sometimes it is difficult to relate a piece of work to a defined Service History means that we don’t have formal contracts for everything Projects

14. Initial Findings - Customers 36 customers Of which 17 pay us via contracts (or 12 if we ignore pct splitting) and 19 don’t pay us a bean One of these is THIS

15. Non Paying Customers Hospices, Local Authorities PFI Partner (acute hospital build) Ambulance Service Connecting for Health

16. Most work for: Host Trust – 2496 man days to date THIS – 2403 man days to date Largest PCT – 767.5 man days to date (all of this excludes service desk and technical support)

17. Most popular service Clinical coding – 1021 man days to date Not in contract(!!!!!) – 972.5 man days td Corporate information – 655 man days td Less popular, but key services: Web development 140 mdtd IG – 263 mdtd

18. Value of work Based on time spent to date, we can make a forecast for the year, and compare with contracted income (similar to service line costing) : – Staff – Non-pay – 3 rd party contracts – Hosting, accommodation etc. – Admin – Management

19. What are we Doing? Basic skill set questionnaire Time Sheets Planning Tools

20. Planning Tools - NEW WORK PROCESS

23. Planning Tools - Resource Planning Not sure yet, but looking

24. Are we there yet? No, but all the bits are coming together, (slowly) and we have a much better picture We are learning all the time Our customers are happy with the approach we are taking.