System Integration Soft Market Test

Report
Welcome
System Integration
Soft Market Testing
9th May 2014
Welcome & Purpose
Ruth McDermott
Strategic Category Manager
Regional Procurement for the Yorkshire &
Humber Police Forces
Agenda
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Registration and Refreshments
Welcome & Purpose
Strategic Objectives
System Overview:
– HR & Duties
– Payroll & Finance
– IT Technical Overview
• Close Presentation
• Questions & Answers
• Break Out Sessions
Welcome & Purpose
• Soft Market Testing
• Transparency
• Market Knowledge
Strategic Objectives
Nigel Brook
Assistant Chief Officer
Welcome to West Yorkshire
I plan to cover :
- Introduction to West Yorkshire Police
- Finance and Business Support and HR Departments
- Our Objectives
West Yorkshire
• 2.2 million people
• 780 square miles
• Network of motorway and
trunk roads
• 5 Policing Districts
• 4831 Police Officers
(FTE)
• 3485 Police Staff of which
679 are PCSO’s
• April ‘13 – March ‘14
- 623,632 incidents -103,463 emergencies
-159,476 crimes
% Change in Budget, people, confidence and satisfaction
since 2010/11
10.0%
5.0%
0.0%
-5.0%
-10.0%
-15.0%
-20.0%
2010/11
Confidence
2011/12
Satisfaction
2012/13
2013/14
Employees
2014/15
Budget
Crime
Recorded Domestic Burglary Offences
23000
21000
19000
17000
15000
13000
11000
9000
7000
5000
2010/11
2011/12
2012/13
2013/14
2014/15
Technical Solutions
Present
• Car laptops
• I2
• E cops
• Overview
• Stats 19
• IOM
• Optimal
• Airmax
Developing
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Handheld devices
Body worn cameras
Stop Search
CCC automation
Track my crime
Programme of Change –
The Challenges We Need to Transform
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The Performance Challenge
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The Public Trust & Confidence Challenge
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To transform how we lead; from the ‘board room’ to being ‘amongst the work
The Financial Challenge
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To transform how we think and go about our business in a completely different way and ensure everyone
works to our shared Values
The Leadership Challenge
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To Transform to the New Operating Model - we have 3 years to transform the shape of the Force
The Cultural Challenge
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To be clear about what we deliver and to what quality standards
The Structural Challenge
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We can’t serve without public trust
The Service Challenge
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Delivering the Police & Crime Plan
Delivering a transformation in our standing with others; being 7th or 8th out of 8 in MSG is not good enough
for us
£88m in plans to identify all over the next 3-years is huge
The Waste & Bureaucracy Challenge
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To transform our processes to strip out unnecessary steps & eliminate unnecessary whole processes
Achievements to date
• By the end of 2014/15 delivered savings amounting to
£117m (£13m in advance)
• Consistent in achieving underspends each financial year
• Created Reserves to fund Transformation and costs to
change
• Change in culture –
Improved performance
Reduced Costs
Focus on delivering improved outcomes
Finance & HR Transformation Objectives
• One view of the truth (eg Common FTE and headcount
figures)
• Capture Information once (eg sickness, transfers)
• Improved reporting across Finance, HR, Duties (eg unit
costs)
• Self Service (seek information & input)
• Use mobile devices
• Streamline processes, automate, reduced costs
• Ability to support & develop ourselves (not supplier for
every change)
• Common methodology for interfaces to ease updating
Options / Ideas
We are seeking your ideas on the way forward to
achieve our objectives.
System Overview
IT Technical
Mark Homer, Head of IT Systems
System Overview
IT Technical
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IT Systems
HR: Origin built on Oracle E-Business Suite R12 (Capita)
Duties Management: CARM (Northgate)
Finance: Infor SunSystems (Touchstone)
Payroll: SAP (Mouchel)
Procurement: ProActis (Touchstone)
System Overview
IT Technical
• Core Operational Systems:
• Crime/Custody/Case/Intel/Property: Niche RMS (Niche
inc.)
• Command & Control: Storm (Steria)
• Data warehouse: Corvus (Bluestar)
System Overview
IT Technical
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Other:
Mail: MS Outlook/Exchange
Document Management: MS Sharepoint
Desktop OS: Windows 7
Office Suite: MS Office 2013
Systems Overview
HR & Duties
Hilary Sykes, Director of HR
Paul Fowler, HR Information Manager
Strategic HR Issues
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Significant budget reductions.
Effective service delivery structures
Reduced capacity.
Inefficient business processes.
Limited process automation.
Duplication.
Appropriate transfer of activities.
Data Integrity - ‘One Version Of The Truth’.
Current Position
Objectives
• Reduced system administrative overhead (multiple
systems).
• Effective self service solution.
• Efficient business process automation
• Positive user experience.
• Reduced system / process support.
• Intelligent integration.
• Easy access to configuration.
• ‘One version of the truth’.
System Overview
Payroll & Finance
Richard Squires, Finance Systems Manager
Financial Systems
The are 3 main Financial Systems
1. Sun Systems – Infor
2. Proactis E-procurement – Proactis
3. SAP – Mouchel, (Lincoln)
Sun System
• Used to hold ledger transactions
• We have 5 ledgers
– Actual expenditure
– Budget Ledger
– Commitment Ledger
– Payroll
– Bank
One Live Database
Ledger Information
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Costs entered via
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Eprocurement daily upload of Invoices, commitments, Stores/stock,
Debtors, Credit Notes, Debit Notes.
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HR staffing monthly upload
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DCal Purchase cards Weekly upload
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Payroll monthly upload
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CARM duties daily upload
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Expenses Daily upload
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Budget Templates Annual upload
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Bank Transactions Daily upload
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Receipt and Business Accounts Monthly Upload
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Suppliers Daily Upload
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Debtors Daily Upload
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Direct Journal Input
All Imports are reconciled and balanced both pre and post import.
95% of transactions are imported.
Eprocurement
• Used by all members of WYP to
– Create Requisitions
– Create Purchase Orders
– Create Invoices –scanning process, electronic
invoices being used
– Create Sales Invoices
– Create Sales Credits
– Process Invoices
– Process Credit Notes
» Cont.
EProcurement 2
– Create Store Uniform Requests
– Create Internal requests for goods
• Reprographics
• IT
– Create Expense Claims
– Provide Stores systems for
• Reprographics
• Main Store Unit 41 (Uniform etc.)
• IT
– Interface with National Police Procurement Hub –
Procserve
Payroll
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Hosted externally to WYP
Input is done manually from links via a Bureau
Bureau process Gross to Net
Bureau also produce HMRC returns, P45 and Payslips
amongst other things.
Payroll
• Imports to Payroll
– HR absence – Manual Input
– CARM Unsocial Hours – Manual Input
– SUN Overtime – File Uploaded
– SUN Expenses – File Uploaded
– SUN Cost Centre Codes – File Uploaded
Manual input of Starters, Leavers and General
Adjustments
Payroll
• Exports From Payroll
– Financial Ledger File
– Reports for
– HR Managers
– Finance Managers
Reports from HR and Payroll are required to be merged
and produced manually.
Payroll
• We also administer 2 Pension Systems
– Bradford Pension Scheme
– Mouchel, Middlesboro
• Both systems are remoted to via secure links
• Systems update via manual links for Starters, Leavers,
Variances
• Reports are real time.
Interfaces/Links (1)
• We have the following systems that are linked/Interfaced
– CARM Duties
• Produces a file for Overtime to Upload into the Financial
Ledger
• Account Code Feed
• Analysis Feed
• District/departments linked
– HR
• We populate our Account Codes in fields on the HR system
• We extract reports to produce our Staffing charges monthly
Interfaces/Links (2)
• Ledger
– We produce files for Payroll for the following
• Police Staff Overtime
• Police Officers Overtime
• Expenses
– We receive a complex mapped table with all payroll
charges on to import in sun on a monthly basis.
Interfaces/Links (3)
• Eprocurement
– Was written to link into the sun tables
– Links seamlessly with Sun Financials for
• Expenditure/ Income Codes
• Analysis Codes
• Supplier/Debtor Codes
– Users created from HR link
– Delivery addresses from HR
– Payment notification with Sun
Interfaces/Links (4)
• Purchasing Cards
– Transactions processed using cards
– Coding processed using DCal software on the
internet
– DCal holds account codes and analysis
– Files uploaded into the ledger weekly
Interfaces/Links (5)
• Vehicle Fleet
– Monthly Charges uploaded
– Fleet Information for Leasing and Fuel
– File produced
– File Uploaded into Financial Ledger
Interfaces/Links (6)
• Payroll
– Monthly uploaded of payroll
– Into specified ledger
– Additional codes and analysis specific to payroll held
– Balanced back to bank re payments.
Interfaces/Links (7)
• Bank
– Bank Statement imported daily
– Bank reconciled daily
– Bank data held on separate ledger within Sun
Interfaces/Links (8)
• Creditor Payments
– We produce a fully balanced and authorised payment
file to pay our Creditors
– The file is passed via Bottomline software to BACS to
pay our Creditors
– Cheque payments are printed by a third party
company via a bottomline solution.
Reporting
• We report using various tools
– Microsoft Access
– SQL
– Advanced Inquiry ad hoc reporting query tool sits with
the Financial Ledger
– Query and Analysis reports created for Management
and budget holders.
– Q&A scheduler used to schedule reporting so reports
can be run overnight.
All reports are currently real time but are Finance
specific and do not merge information from any other
system.
Procurement Overview
&
Summary
Ruth McDermott
Strategic Category Manager
Procurement Overview
&
Summary
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Next Steps
Bluelight
Communication
Innovation & Value for Money
Questions

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