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Appendix 4(ITEM 8) | ||
Report No: |
RMB/13/05 | |
Meeting Date: |
13 July 2005 | |
Agenda Item No: |
5 |
Progress Update- "Highlight Report"
13 July 2005
KEY ISSUE/DECISION |
To advise Members of the Regional Management Board (RMB) of the progress made during the period 14 April 2005 until 13 July 2005 in the development of the modernisation programme of the Fire and Rescue Services within the South East.
EXECUTIVE SUMMARY |
This report presents an update on progress of the Programme using information available from the six Key Collaborative Areas: KCA1.Regional Control Rooms, KCA2.Resilience, KCA3.Procurement, KCA4.Training, KCA5.Human Resources, and KCA6.Common and Specialist Services.
CONSULTATION |
Constituent members of the South East Fire and Rescue Services Regional Management Board
RECOMMENDATIONS |
That the Board accept the report.
REASONS FOR RECOMMENDATIONS |
In line with the requirements outlined in Report RMB/04/04, 14 July 2004, Agenda Item 5, "Programme Management".
LEAD/CONTACT OFFICER: Mike McCarthy - Programme Manager
TELEPHONE NUMBER: 01737 224035/mobile: 07968 834456
EMAIL: mike.mccarthy @ surreycc.gov.uk
BACKGROUND PAPERS: Appendices 1-5 inclusive
INTRODUCTION
At the last RMB meeting on 13 April 2005, the end of year report was presented on the progress of the six Key Collaborative Areas (KCAs), which form the basis of the Programme for the Region.
BACKGROUND
Previous quarterly reports were produced in a "prose" format using information from individual project directors.
The total number of projects within the programme has grown significantly over the past twelve months, from seventeen to thirty nine, such that it has become increasing more difficult to report both objectively, and with clarity on the progress and direction of individual projects.
In addition, individual project directors have decided, bearing in mind the large number of projects within their portfolios, to priorities activities over the next year.
This has meant reviewing the status of their projects, and managing resources accordingly.
This report makes use of a different format, that of "Project Status Reports" with a contemporary "Traffic light " approach to progress indication (see appendix 1)
ANALYSIS AND COMMENTARY
Key activities within the reporting period
1. Establishing the current position with regard to progress
2. Re- assessment of "baseline" position
3. Introduction of additional programme documentation
4. Communication established with new Business Change Manager (BCM)
5. Liaison with "Firepro" representatives and lead authority on media and communications (Surrey) with a view to establishing a Regional Web Site
6. Expansion and rationalisation of KCA (work stream) portfolios
7. Completion of projects in Procurement, Training, Human Resources and Common and specialist Services.
8. Further alignment to common terminology and process framework
9. Establishment of professional rapport between Programme Manager and Chairing Authority
10. Emergence of dependencies between projects
Exceptions/Problems during the reporting period.
1. Lack of adherence to timeframes regarding project reporting (In particular "checkpoint reporting")
Outlook
Within the next reporting period, the following key tasks will continue to be addressed and completed:
· Cross-reference between KCAs to establish synergies and address any areas of duplication.
· Ensure "check point" reporting on a monthly basis (or whenever deemed appropriate by individual project heads)
· Establish a "brokerage centre"1
· Develop the training, education and communications process2. This will include the production of a project manager's information pack, and ultimately the provision of training dependent upon resources.
· Development of Communications via "Firepro"3
· Revision of Regional "Who's Who?"
· Further engagement Board members, Chief Fire Officers and their Management Teams.
· Development and implementation of regional financial processes.
Issues Update
A number of issues remain outstanding across the work streams:
_ Questions regarding funding (All work streams)
_ Linkage between National and Regional Strategies (Regional Controls, Resilience, Training)
_ Clarity of roles and effective communications (Regional Controls)
_ Conflict in priorities between Regional and National expectations (Resilience)
_ Commitment, Capacity and Resourcing (All work streams)
_ Business continuity preserved whilst collaborative development processes are underway (Training, HR)
_ Retention and redundancy issues regarding the Regional Control Centre Project.
Risks
See attached Risk Log (appendix 2)
Benefits arising during this period
See attached "Overview of Regional Best Practice"(appendix 3)
IMPLICATIONS
As of the date of submission, the number of candidate projects peaked at thirty-nine.
Several projects have now been completed; and the current portfolio stands at thirty-five (see appendices 4 and 5)
Work stream Directors are now prioritising their projects, and the make-up of the working groups is gradually being modified with the inclusion of such members as finance and human resource specialists.
CONCLUSION
The report recommending the appointment of a programme manager (RMB/04/04; 14 July 2004), indicated that the main reason for this recommendation was that:
"There would currently appear to be a lack of cohesion in terms of the overall concept of Programme Management, and a consequential lack of control, monitoring, standardisation, validation and review, such that there exists a lack of opportunity to determine synergies, or to detect and avoid clashes between separate work streams"
It is considered that through the development of standardised processes, embedded within the programme, and increased collaboration between respective Fire and Rescue Authorities, that all the areas of concern above are being addressed.
Several projects have reached completion, and the corresponding benefits derived from collaborative working.
The project sponsors all continue to develop the activities within their respective areas of influence, and both Officers and Members of the RMB remain helpful and supportive in their approach to the continuing development of the programme.
SUPPORTING BIBLIOGRAPHY
The Fire and Rescue Service National Framework 2004/05
Our Fire and Rescue Service White Paper (June 2003)
RMB Business Plan 2005/2006
Managing Successful Projects with Prince2 - OGC
Managing Successful Programmes - OGC
APPENDIX 1.
Project Status July 2005
Sub Project Title |
Ref. KCA.1 |
Objective |
Lead |
Milestone/Date |
Status (R/A/G) |
Comments |
South East Regional Control Centre |
1.1 |
The formal FiReControl Project business objectives are: 1.To enhance resilience in the national fire control capability 2.To support enhance efficiency and effectiveness in fire and rescue service delivery 3.To work effectively with local fire authorities to deliver sustainable business change 4.To support the wider change agenda within the fire and rescue service 5.It must be demonstrated that this investment is both affordable and value for money. The additional business objectives for the SE Regional Project are: 6.At all times to maintain the existing fire cover for the region during the transition 7.To support the management of the transition and transfer arrangements for Control Staff to far as is reasonably practicable 8.To ensure that the RCC provides an improved service to people in the SE. |
Anne Downing (W.Sussex) |
1. Location of RCC selected Spring 2005 (All subsequent dates are unconfirmed due to slippage of the national project) 2. Establish corporate body/Lead Authority to run RCC Q2 2005 3. Contracts with existing suppliers revised. 10/2005 4. Individual FRA plans for modifications to existing IT systems developed. 5. Full Business Case available for review by RMB Q1 2006 6. Governing Entity (e.g. Company Limited by Guarantee) established 7. Building lease signed Q3 2006 8. Regional Control Centre Director and senior managers recruited. 9. Staff transferred to Governing Entity under TUPE 10. Staff selected through Assessment process No realistic estimates of dates are available for the following: 11. Building passed practical completion ready for hand-over to Infrastructure Services supplier. 12. Data extracted from FRA systems into RCC 13. Staff fully trained 14. RCC accepted Q4 2007 15. Operational RCC - 1st Brigade (these dates are contingent upon agreement by ODPM and must be scheduled with neighbouring RCCs for resilience) 16. Fully operational RCC |
A A A A A A A A A A A A A A A A |
All regions except SE have had final "moderation" meeting with Chair of RMB. Still no date given for this in SE. Date for location announcements has been put back from "spring" to "before the summer recess" (July 21st). There will be an inaugural meeting of legal representatives (1/region) on 30rd June to discuss. Timetable for development and agreement of issues should be available after this. Work will need to be done regionally on determining how decisions binding on FRAs can be achieved. FRA technical staff are completing an initial assessment of ICT equipment for business continuity risk assessment, which will highlight contracts that need to be revised. Possibly by end 2005 if all requirements for data for the proposed RCC systems are known. Estimate only - no date has been given for this by National Project Team. Work is starting on establishing what costs will fall on SE FRAs. Subject to further information from ODPM on tax status and advice from FRA legal representatives. At this stage it is not clear who will sign the lease. N.B. Facilities Management contracts will need to be set up regionally. } This will take place for Tranche } 1 regions first. No realistic dates } available. } } } } |
APPENDIX 1.
Project Status July 2005
APPENDIX 1.
Project Status July 2005
RMB Project (Work stream) Procurement | |||||
Senior Responsible Owner: Cllr. Ray Jelf (Oxfordshire) | |||||
Project Director: John Parry Project Manager: Mike Smyth | |||||
Sub Project Title |
Ref. KCA.3 |
Objective |
Lead |
Milestone/Date |
Status* (R/A/G) |
Regional Procurement Strategy |
3.1 |
1.To produce a 3 year plan by Sept 2004, setting out a time table for the review and letting of contracts 2.To determine organisational arrangements for the delivery of the procurement function by June 2004 3.Prepare an annual procurement plan with targets and savings by January each year for implementation during the following financial year (commencing 2004) 4.Review progress against the national Procurement Strategy for Local Government to be reviewed by April 2006 Regions to review stores/distribution arrangements on a regional basis once PPE/non PPE contract awarded |
John Parry Steve Dutton (OF&RS) |
03/2005 03/2006 05/2007 |
Amber Draft regional strategy gives organisational structure. 2005/06 plan being reviewed National strategy not released yet. Time lag will require milestones to be revisited |
Print and Graphic Design Contract |
3.2 |
To put into place a contract providing a Printing and Graphic design service as described in the tender documentation that meet customer requirements |
Bob Dicken (KBC) Graham Smith (SE CFOA) |
Q4 2005 |
Amber |
Operational Equipment Procurement |
3.3 |
The formal Operational Equipment Procurement Project business objectives are: 1.To deliver best value by sharing information and technical expertise 2.To support and enhance efficiency and effectiveness in the fire and rescue services operational service delivery objectives 3.To work efficiently and effectively with local fire authorities service personnel to deliver cost effective solutions in the development of all operational equipment 4.To support the wider change agenda nationally within the fire and rescue service and work closely with Fire Buy and related agencies 5.To maximise the economies of scale in the procurement process to reduce purchase costs of the equipment 6.To demonstrate that this project produces value for money, and reduces whole life costs for the end user's. The additional business objectives for the SE Regional Project are: 7.To reduce the costly administration process in producing equipment manuals and training aids 8.To ensure that the outcomes provides an improved service to the stakeholders in the SE Region 9.To reduce tendering and contractual costs in the procurement of operational equipment. |
Des Tidbury (RBF&RS) |
02/2005 |
Amber Andy Haste (RBF&RS) making good progress. |
Volvo Parts Contract |
3.4 |
1.To initially scope the actual potential spend and parts usage of Volvo vehicles throughout the SE Region. 2.To collaborate by aggregating the spend of Volvo vehicle parts. 3.To competitively tender/negotiate (captive parts) for Volvo vehicles 4.To seek Volvo parts at the right price, quality, quantity and delivery. 5.To place a "call off" Contracts by end of March 2005 for Volvo Parts 6.To allow participating groups to call off from the agreements |
Mike Smyth OF&RS |
Green In Place, all Brigades will receive some financial benefit from this arrangement | |
South East Website Implementation |
3.5 |
1.To provide a central electronic document library within the South East Region. 2.To improve and develop Best Practice. 3.To develop templates for procurement related documents e.g. Invitation to Tender; Risk Assessment 4.To provide mechanism for the regional work streams to cooperate with each other. |
Amanda Lilley (Surrey) |
Completion 05/2005 |
Amber |
Electrical Accessories Contracts |
3.6 |
1.To price a representative basket of electrical accessories for each FRA's provider, including the OGC providers. 2.Compile a service level profile for each FRA's provider. 3.To provide an objective set of information to support the development of a contract strategy for electrical accessories. |
Amanda Lilley (Surrey) |
Completion 12/2004 |
Amber |
Cleaning Materials Contract |
3.7 |
1.To price a representative basket of cleaning materials for each FRA's provider, including the OGC provider (Buck and Hickman). 2.Compile a service level profile for each FRA's provider. 3.To provide an objective set of information to support the development of a contract strategy for cleaning materials. |
Amanda Lilley (Surrey) |
Completion 12/2004 |
Amber |
Hazardous Materials Database |
3.8 |
1.Determine a common specification for provision of hazardous material/chemical information for use by the brigades in the SE region. 2.Secure the most competitive contract for provision of these services. |
Wendy Lambert (HF&RS) |
Amber | |
Procurement Training |
3.9 |
1.To identify all procurement staff, other staff with procurement duties and elected Members within individual FRAs and to establish the regional position. 2.To define their level of involvement and responsibility of individuals and groups of staff. 3. To establish the skills gaps that exist and to present the options to support the provision of a range of professional procurement training and awareness training at appropriate levels. 4.To present the options for a regional approach to professional procurement training. |
Mike Smyth (OF&RS) |
11/2004 |
Amber Funding for training matrix required. Member training to be paid by RMB |
APPENDIX 1.
Project Status July 2005
APPENDIX 1.
Project Status July 2005
APPENDIX 1.
Project Status July 2005
APPENDIX 2
Risk Log - July 2005 |
Issue Category |
Definition |
A |
Requires immediate attention |
B |
Important |
C |
Moderate |
D |
Closed since last report |
No |
Risk No. |
Cat. |
Title |
Narrative |
Impact |
Mitigation |
Update |
Owner |
Status |
1 |
B |
KCA 3 Procurement |
LOSS OF PROJECT MANAGER |
DELAY IN PROJECT ADMINISTRATION AND EFFECT UPON PRACTITIONER ENGAGEMENT |
PROJECT DIRECTOR TO FACILITATE NEW APPOINTMENT |
AWAITING OUTCOME OF APPOINTMENT PROCESS WITHIN OF&RS |
JOHN PARRY/MIKE SMYTH |
||
2 |
C |
KCA 1,3,6 |
NEW SENIOR RESPONSIBLE OWNERS |
NEW MEMBERS COMING UP TO SPEED ON RMB ISSUES |
INDIVIDUAL PROJECT DIRECTORS IN COLLABORATION WITH CLERK AND PROGRAMME MANAGER TO ASSIST AS NECESSARY |
TO BE ADDRESSED FOLLOWING JULY RMB |
RMB |
||
3 |
B |
ALL PROJECTS |
CAPACITY OF SOME PRACTITIONERS TO ADDRESS COMPETING PRIORITIES |
DELAY IN REPORTING AND ACHIEVING DEADLINES |
PRIORITISATION BY PROJECT DIRECTORS WITHIN THEIR INDIVIDUAL PORTFOLIOS |
ALL PROJECTS ARE BEING PRIORITISED, AND A "R/A/G" ASSESSMENT UNDERTAKEN |
Project directors |
||
4 |
A |
KCA1/KCA2 |
DELAYS AND CHANGES IN NATIONAL STRATEGY RELATED TO CENTRALLY DRIVEN PROJECTS |
DELAY IN REGIONAL CONSIDERATIONS; IMPACT UPON BOTH HR AND OPERATIONAL CONSIDERATIONS |
PROJECT LEADERS TO MONITOR PROGRESS AND UPDATE RMB |
AWAITING: 1. SITE ANNOUNCEMEMT (RCC) 2.AWARD OF FIRELINK CONTRACT 3. FINALISATION OF NEW DIMENSION EQUIPMENT LOCATIONS |
SROs/ Project directors |
||
5 |
C |
ALL PROJECTS |
COMPOSITION OF WORKSTREAM GROUPS |
UNDER-REPRESENTATION OF FINANCE AND HR SPECIALISTS. |
COMPOSITON BEING REVIEWED, FINANCE SPECIALIST ALLOCATED TO EACH PROJECT AREA. |
REVIEW TO BE COMPLETED BY OCTOBER RMB |
Project directors |
||
6 |
|||||||||
7 |
|||||||||
8 |
|||||||||
9 |
|||||||||
10 |
APPENDIX 3
BEST PRACTICE OVERVIEW
1. BEST PRACTICE RESULTING FROM COLLABORATIVE WORKING
KEY COLLABORATIVE AREA (KCA) |
KCAREFERENCE |
DESCRIPTION |
COMMENTS | |
1 |
PROCUREMENT |
3.4 |
VOLVO PARTS CONTRACT |
1.The actual potential spends and parts usage of Volvo vehicles throughout the SE Region fully scoped. 2.The total spend on Volvo vehicle parts fully aggregated. 3.Captive parts for Volvo vehicles competitively tendered/negotiated 4. Volvo parts at the right price, quality, quantity and delivery secured. 5. "Call off" Contracts placed end of March 2005 for Volvo Parts 6.Participating groups to call off from the agreements |
2 |
TRAINING |
4.2 (1) |
DEVELOPMENT PROGRAMMES |
1.Regional schemes of work for development activities associated with the roles of fire fighter, supervisory manager, middle manager and strategic manager produced. |
3 |
4.3 (1) (6) |
HRDG AWARDS |
1. A best practice approach to administration and procedures developed and implemented 6. A common framework for Awards within the Region identified and agreed. | |
4 |
HUMAN RESOURCES |
5.2 |
WORKING PATTERNS |
A range of approved working patterns for uniformed personnel that reflect the needs identified by IRMPs developed for use by constituent authorities |
5 |
COMMON AND SPECIALIST SERVICES |
6.2 |
DOMESTIC SAFETY CAMPAIGNS |
1.Best guidance provided across region for establishing and running domestic FS Campaigns aimed at reducing death and injury in the home 2. Cost effective approaches to Domestic Fire Safety Campaigns developed |
6 |
6.3 |
LIFE-LONG LEARNING EDUCATION INITIATIVES |
1. Best practice guidance developed across the region for establishing and running educational initiatives for community fire safety aimed at reducing death and injury from fire 2. Cost effective approaches to educational initiatives developed across Region |
2. BEST PRACTICE RELATED TO RMB MANAGEMENT PROCESSES
PROCESS |
REFERENCE |
DESCRIPTION |
COMMENTS | |
1 |
PROGRAMME MANAGEMENT |
RMB/Clerk |
Further 12 month secondment of Programme Manager |
Building upon the benefits of a programme- based approach using principles of OGC4 methodology |
2 |
DOCUMENTATION |
Programme Manager |
Standardisation of templates, documentation and processes. |
Greater efficiency and ease of reporting. Capacity to facilitate "sign-off" and approvals from stakeholders |
3 |
REVIEW OF PROJECT TEAMS |
Project Directors |
Project teams reviewed to include financial and HR specialists |
In order to strengthen the definition of projects and ascertain a true reflection of costs |
4 |
COMMUNICATIONS |
Surrey F&RS/Firepro. |
1.Formulation of Regional communications Strategy 2.development of RMB Website. |
1.Strategy to be presented for approval at July RMB 2.Prototype site now constructed |
5 |
HUMAN RESOURCES |
Hampshire F&RS |
Advertising for Regional HR Specialist to work on all aspects of strategic HR issues |
To be initially funded by Hampshire, with future consideration of proportional funding through RMB FRAs. |
6 |
FINANCE |
Kent F&RS5/RMB Finance Network |
1.Development of Business Planning and tentative budgetary considerations for 2006/07 2.Realignment of working groups to include finance specialist. |
1.Consideration of RMB impact upon planning cycles of constituent FRAs. 2.Support and advice on budgetary implications of project development |
APPENDIX 4
PROGRAMME SYNOPSIS JULY 2005
Key Collaborative Area |
Completed |
Ongoing |
Stopped |
Projects added |
Total |
KCA 1.Regional Control Centre |
1 |
1 | |||
KCA 2.Resilience |
8 |
8 | |||
KCA 3. Procurement |
1 |
8 |
9 | ||
KCA 4. Training |
4 |
4 | |||
KCA 5.Human Resources |
1 |
5 |
1 |
1 |
8 |
KCA 6. Common and Specialist Services |
3 |
7 |
10 | ||
Total |
6 |
32 |
1 |
1 |
40 |
1.Programme Status up to 13 July 2005
Key Collaborative Area |
Completed |
Ongoing |
Stopped |
Projects added |
Total |
KCA 1.Regional Control Centre |
1 |
1 | |||
KCA 2.Resilience |
8 |
8 | |||
KCA 3. Procurement |
8 |
8 | |||
KCA 4. Training |
3 |
3 | |||
KCA 5.Human Resources |
5 |
1 |
1 |
7 | |
KCA 6. Common and Specialist Services |
7 |
7 | |||
Total |
0 |
32 |
1 |
1 |
34 |
2.Programme Status from 13 July 20056
APPENDIX 5
PROJECT LIST JULY 2005
Secretarial/WP/HFRA/Corporate HFRA 14 9 05 RMB Update Appx 4 6/9/05