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Case Study Reviewing your temp staff needs: an HRProcurement ...

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Case Study Reviewing your temp staff needs: an HRProcurement ...

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    1. Case Study Reviewing your temp staff needs: an HR/Procurement partnership Jonathan Campbell Corporate Procurement Manager East Sussex County Council

    2. What’s it all about? Agency Staff spend- £ MILLIONS -what do procurement people say? “Who are all these people?” “We just can’t say no” “Isn’t it an HR thing?” Let’s find out

    3. Where to start? Huge spend but with whom and why? Spend out of control? No formal arrangements or very few Multiple vendors No benchmarked rates Complex legislation Temp to perm issue Long term temps issue

    4. Whose responsibility is it anyway? Is it procurement? Is it HR? Is it Procurement & HR? Do either of us know what to do? If not lets learn together Joint Plan Joint Project Joint Procurement

    5. What did we need to know? How much we might cashably save How we might make non-cashable efficiencies What the alternative models are What our users need What the market place is like What the effect would be on the local economy What other similar sized councils have done

    6. What did we need to do Establish our spend- £5.7m plus £4.5m schools Establish our main spend areas: Admin & Clerical, Care, ICT, Finance/ Specialist Establish vendors being used- 30 Put them all on a holding “PSL” Agree minimum business standards e.g. CRB checks, payment terms, Insurance etc

    7. What did we need to do ctd. Make all PSL end dates co-terminus Get HR on board as equal partner Establish a project sponsor-HRM Board Establish a project team Make an ITS bid for resources Talk to users Get this spend area under control

    8. It’s all becoming clearer Agency staff is a spend area that can be got under control It has potential to yield £ thousands savings It has potential to deliver huge efficiencies You need to understand the alternative models You need to work with others internally and externally It can support the local economy So it ticks all the right boxes……………………

    9. The Plan Preliminaries: Make friends with HR Get your sponsor in place “Sell” the advantages/ make the business case Make it a formal project Work out a timescale that is achievable Get an ITS bid approved Indicate savings level to raise temperature (“if you can’t stand the heat get out of the kitchen…..”

    10. 5 Phase joint project Phase 1:Working with SECE/OGC etc 3 months Sept-Nov 2006 to learn about the 6 X factor models which are:- 1. Manage in-house and go out to tender for multiple agencies on a framework/ PSL 2. Competitively tender for Neutral Vendor managed service 3. Competitively tender for Master vendor managed service

    11. X Factor models ctd. 4.Mini competition between two or three super agencies using OGC Catalist 5. Create an in-house agency 6. Create an in-house Employment Register Not a lot then to choose between Deliver initial positioning report to HRMB

    12. What’s going on out there Phase 2 Establish what the best practice is- 3 months Jan-March 2007 1. Establish what the position is in each council in your Procurement sub-Region Establish as potential lead Contracting Authority who would likely join you Establish information on all existing sub-Region contracts and whether accessible

    13. What’s going on out there ctd. Narrow options down from 6 to 2 based on reality Apply the 2 managed service options to the best practice available and agree 4 reference sites to visit in the SE Region, 2 for each version Visits MUST be jointly with HR, with the relevant contract manager at the site and with the service provider List of key questions should be submitted in advance to get the best out of the visit Make report no 2 to HRM Board & recommend which option to go for

    14. Over to HR Phase 3 HR focus 3 months July-Sept 2007 Undertake revisits to the 2 sites of selected version to explore in more detail Set up programme of internal consultations with key users Compile key JDs, person specs and current rates information-20 Review HR policies and procedures relevant to use of Agency staff-10 Report no 3 to HRM Board and ready for procuring

    15. Over to procurement Phase 4- 6 months Oct 2007- March 2008 Phase 5-3 months April-June 2008 Expected outcome: A completely new Neutral vendor Managed Service for supply of Agency staff from 1st July 2008, accessible by all 15 Sussex councils and in partnership (on-going) between HR and procurement at East Sussex County Council

    16. Case Study Reviewing your temp staff needs: an HR/Procurement Partnership Any questions?

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