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Hints & Tips – Getting Started

PDT Hints & Tips on Shared Services This presentation was developed during a recent session of CIPFA presentations on shared services which were in part delivered by the Performance Development Team. Hints & Tips – Getting Started. get to know the needs of all key stakeholders

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Hints & Tips – Getting Started

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  1. PDT Hints & Tips on Shared ServicesThis presentation was developed during a recent session of CIPFA presentations on shared services which were in part delivered by the Performance Development Team Local Authority Performance Division Performance Development Team

  2. Hints & Tips – Getting Started • get to know the needs of all key stakeholders • understand the personalities and power dynamics • recognise that the change will affect the various stakeholders differently • consequently, the stakeholder position may differ within and across the affected organisations • is there a strategic fit to the….. • vision(s)? • missions statement(s)? • values? policies? • aim(s) & objectives? • priorities and performance targets? Local Authority Performance Division Performance Development Team

  3. Hints & Tips – Getting Started • identify the business driver(s) • economy? • efficiency? • effectiveness? • customer experience? • political? • be clear about the scope, extent and type of the partnership • how many councils or other bodies are included? • how many services? • which part of each affected service is included? • joint working, merger or take over? Local Authority Performance Division Performance Development Team

  4. Hints & Tips – Getting Started • Critically assess the scheme’s feasibility • technological fit • telephony • benefit IT systems and all interfaces • data imaging systems • human resource fit (pay & conditions) • recruitment, induction and training • pay, grading and pensions schemes • hours of attendance and flexible working • performance appraisal and personal development schemes • absence management • capability procedures. Local Authority Performance Division Performance Development Team

  5. Hints & Tips – Getting Started • Understanding partner performance • current performance levels • performance management reporting arrangements • partners’ capacity - existing and future • Governance • ensure that all parties are aware of responsibilities for assurance, compliance, performance, accuracy and security • Consider any potential Industrial Relations issues. Local Authority Performance Division Performance Development Team

  6. Hints & Tips – Getting Started • Produce the business case Identify and factor in: • project planning and management costs • implementation costs • succession planning costs • staff relocation • staff redundancy • staff redeployment • cost of terminating existing supplier contracts or estate leases • post partnership live-running costs • Joint signatories to the business case, confirming • who will provide authorisation to spend • who will make decisions on the required return on investment and the timeframe for realisation of any efficiencies. Local Authority Performance Division Performance Development Team

  7. Hints & Tips – Planning & Implementing • Appoint a Project Steering Group or Management Board, with representation from senior managers of all partners • Appoint a Project Manager Local Authority Performance Division Performance Development Team

  8. Hints & Tips – Planning & Implementing • Consider the need for specialist support, e.g.: • business case and financial reporting • technology • estate adaptation or rationalisation • HR and cultural change • business process & procedure design and development • communications • external - marketing, branding etc • internal - news letters, staff and Member education and awareness workshops • communicate with staff at all stages - keep them informed even if there is nothing to say - deliver the same message at the same time to all involved, particularly where there is more than one authority involved. Local Authority Performance Division Performance Development Team

  9. Hints & Tips – Transitional Management • As soon as is reasonably possible: • appoint the new service manager • appoint the new management team • outline any interim operational management arrangements, teams and team leaders • promote the new operational management arrangements, including teams and team leaders • highlight any interim as well as final support arrangements • policy officer(s) • training officers(s) • IT support officers(s) • arrange regular site visits throughout the process. Local Authority Performance Division Performance Development Team

  10. Hints & Tips – Closure • Ensure that the project is complete by confirming that which has been delivered meets the original specification and the business case • ensuring that the Project Management Board is content with any variances or exceptions • Consider the need for a closure/lessons learnt report. Local Authority Performance Division Performance Development Team

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