Hampshire Fire and Rescue Authority

Human Resources Committee Item 10

30 November 2007

Workforce Strategy Management Information Project

Report by the Chief Officer

Contact: T/ACO Bob Ratcliffe - Tel: 02380 6440000 ext 3012 - [email protected]

1

Summary

1.1

The development and introduction of a fully integrated management information system to support the Service's Workforce Strategy is a strategic project for the Service and is recognised within the Workforce Strategy Action Plan. The overall aim of this project is :

That by March 2009 to have introduced a new workforce management information system to provide sound management information and reports to support all managers and decision making.

2

RecommendationError! Bookmark not defined.

2.1

That the Committee notes the progress of the Workforce Strategy Management Information project, and acknowledges the importance of this project in delivering the Authority's Workforce Strategy, and, that the estimated potential financial implications be taken into account when the Authority considers it's draft budget for 2008/09 to 2010/11.

3

Introduction Error! Bookmark not defined.and Background

3.1

A fully integrated management information system is key to the Service's continued improvement and support to managers and staff throughout the organisation. Our existing HR related applications are not compatible, some are now obsolete in terms of future support and overall, are limited in their scope. They are no longer capable of providing managers with accurate and timely information to support our Workforce Strategy. Areas of essential development need to cover :-

· Retained Duty System - managing availability hours and payment.

· Training and development records integrated with personal records.

· Flexible working arrangements and records.

· Performance management information for managers e.g. absence management, and health & safety management.

3.2

A project team with representation from departments across the Service, was established 18 months ago to consider and make recommendations to address the Service's needs.

3.3

The project team have focused their work on several critical areas:-

· optimising the existing use of SAP - including the potential to utilise and exploit Employee and Manager Self Service (ESS & MSS).

· confirming our existing and future `user requirements'

· data cleansing and validation

· organisational structure management

3.4

The necessary work to confirm our future user requirements is now complete and has been reported to the project board. The identified work regarding the optimisation of SAP, Data cleansing, and organisational structure management, is continuing and progress will be reported to the project board.

3.5

Through the direction of the project board a business case analysis has been completed to indicate the potential costs of developing existing applications or the possibility of introducing new systems. This business case does not seek to pre-empt any possible future tendering process, but it does help to determine whether existing applications and contracts are capable of further development to satisfy user requirements.

4

Contribution to Corporate Aims and Objectives

4.1

IRMP 2007/10 - MR 1 Achieving our Vision by Empowering our Workforce

4.2

The provision of an effective Workforce Strategy Management Information System will support a customer-focussed and quality assured HR Directorate. This in turn will underpin the Service's workforce planning strategies and support the effective delivery our Integrated Risk Management Plan (IRMP).

5

Risk Analysis

5.1

The provision of a fully integrated information management system is key to the Service's continued improvement in the future.

6

Resource Implications

8.1

Human Resources

The necessary project work to date has been completed through staff representation and involvement from within existing capacity. Temporary additional dedicated support work may have to be considered to support the final development and implementation phases of the project. This work will be considered by the project team within the scope of the project.

8.3

Information and Communications Technology Resources

Subject to provisional funding being made available, the appropriate procurement process will be undertaken. Whichever route is chosen (i.e. development of existing applications or a new system), the project will be a significant one for the Service's ICT Department and Workforce Strategy Management Information project team.

8.4

Financial Implications

Whilst a final decision has yet to be made by the Service Management Team on the preferred option, it is necessary at this stage to consider the financial requirements to support the next phase of the project. It is estimated that £350,000,00, will be required to purchase, develop, and implement the final stage of this project. The bulk of this funding will be for the primary development phase and is likely to be required during year 2008/09. Given the significant sum involved, the project is being put forward as a potential growth bid.

9

Equality Impact Assessment

9.1

The proposals within this report are considered compatible with the provisions of the European Convention on Human Rights, the Human Rights Act 1998, and the Race Relations (Amendment) Act 2000.

10

Consultation

10.1

Membership of the Workforce Strategy Management Information project team consists of representatives from throughout the Service. The progress of the project team has been reported to the Workforce Strategy Steering Group and the Service Management Team.

11

Conclusion

11.1

The development and introduction of a fully integrated Management Information system is essential to the provision of an effective Workforce Strategy to support the Service's Integrated Risk Management Plan and for the continued improvement of the Service in the future.

Background Information (Section 100D of Local Government Act 1972)

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report:

1. Hampshire Fire and Rescue Service IRMP 2007/10

2. Hampshire Fire and Rescue Service Workforce Strategy 2006/09

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.