MFFS prospectus - Multi Force Shared Services

Multi-Force Shared Service
Prospectus
02
MFSS Prospectus
Overview
We are delighted to invite your police force to take advantage of our Multi-Force Shared Service (MFSS)
centre, which provides payroll, accounting, purchasing and human resources (HR) services using worldclass, proven technology and processes. Savings of 30-40% are achievable, representing return on
investment (ROI) of 20%+.
MFSS has a shared service transactional hub in Winsford, Cheshire, plus a payroll processing centre
based in Northamptonshire. In addition to a fully managed IT system, there is a service desk for first-line
support and additional advisory support for staff and managers. Forces retain their professional and
decision support roles in-house, and governance is by a joint committee of partner forces. For the front
line, MFSS enables IT-based self-service, for example online expense claims, minimising bureaucracy
and paper forms.
MFSS is a collaboration between the Cheshire Constabulary and Northamptonshire Police, supported
by Capgemini. Now we are keen to recruit other forces as additional partners.
Our solution offers the policing sector an attractive alternative to outsourcing. Services are provided for
the police by the police, and accountability remains with the police. You get private-sector efficiency
combined with governance by the partner forces: people who really understand police goals and
constraints.
With MFSS, the potential for savings is not capped as it would be with outsourcing. You can do
whatever you want to increase your savings, for example through organisational restructuring. The
same technology that underpins MFSS also supports wider corporate business services such as
facilities and estates, and can potentially transform all police support functions. So there really is no limit
to what you can save and what services can be shared.
MFSS Prospectus
03
What is MFSS?
MFSS is a live back-office shared service for police
forces. It has been developed through a partnership
between Cheshire and Northamptonshire Police,
with private-sector support from systems integrator
Capgemini.
It is based on the principle of moving repeatable highvolume transactions to the MFSS service centre whilst
retaining high-value strategic activities in force, close
to the front line. It meets service levels that have been
established to satisfy the specific needs of the police
sector.
MFSS is underpinned by t-Police, a pre-built Enterprise
Resource Planning (ERP) and Duty Management solution
for the police service. t-Police includes a comprehensive
set of processes aligned to top quartile independent
industry benchmarks based on Oracle ERP and Crown
DMS technology. Both solution and processes were
validated by Cheshire and Northamptonshire Police
against a national set of police requirements.
customisation. This ensures that business benefits are
maximised and ongoing support costs are reduced.
n
A solution built to national standards, making it
straightforward to “on-board” new forces (i.e.
bring them on to the system). Standards met include
the National ACPO Chart of Accounts Structure,
Olympics Policing Skills Categories, CIPFA and HMIC
benchmarking codes and UNSPCC codes.
Data that is mastered in a single application and
made available to other applications and processes,
maximising data re-use across processes. That means
there really is “one version of the truth”.
n
A uniform user experience and common user
interface.
n
Standard workflow-driven processes to support
decision-making and process efficiency gains, with
clearly identified touch points (i.e. interactions) with
retained force functions (see figure 1).
n
MFSS offers:
A comprehensive business intelligence (BI) and
management reporting capability, which has been built
to allow integrated HR and financial reporting.
n
A common, scalable technology platform supporting
police-to-police collaboration, shared services and
common, efficient processes.
n
Built-in integration to Zanzibar, the mandated National
Police Procurement Hub (NPPH).
n
n
04
A “vanilla” commercial off-the-shelf solution with no
MFSS Prospectus
Northants
Retained
Retained
Cheshire
MFSS centre
Service desk function
Service management
HR transaction
processing
Force D
HR case
management
Retained
Finance
transaction
processing
Purchasing
transactions
Customer
relationship
Standardised
reporting
t-Police
Continuous
improvement
Oracle E-Business
DMS
Reporting
Document
scanning
Self-service
Telephony*
Connectivity
Retained
Training
administration
Email*
Force A
ERP
administration
Data quality
ERP support (including IT)
Force C
Retained
Retained
Force B
*Utilising existing technology at host force
Figure 1. Interactions between MFSS and retained activities with the various police forces
MFSS Prospectus
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What can MFSS offer your force?
MFSS’s strong ROI comes from a combination of a
proven shared technology platform with best-in-class
processes and governance. Together, these enable
a predictable, fast-track transformation of your
back office.
n
In addition to the cashable benefits, Cheshire and
Northamptonshire are already realising the following
benefits in specific back office areas.
Forces that join us as new partners will benefit
from the investment already made by Cheshire and
Northamptonshire. t-Police, MFSS’s core system,
provides standard pre-configured processes that
make deployment significantly faster than a traditional
ERP implementation.
“Recruit to retire” HR process:
n
Standardisation of processes gives a degree of
predictability regarding outcomes and delivery certainty
that has evaded traditional ERP projects. HMIC’s
feedback has been very supportive of our use of
benchmark-aligned processes and Key Performance
Indicators.
n
n
You can expect benefits like these:
n
Rapid return on investment - Cheshire and
Northamptonshire anticipate a £31m ROI over
10 years.
On-boarding cost that is only about 30-40% of a
typical new build/run.
Significant reduction in full-time equivalents (FTEs)
needed for HR business support through self-service
and an integrated HR system.
Improved management information and analytics
capability through improved data quality and better
tools.
Reduction in the effort required to administer learning
thanks to self-service course selection and automated
notification of learning requirements, e.g. firearms
certification renewal, with further potential to deliver
training more efficiently through e-learning.
Duty management:
n
Implementation timescales that are about 50% of a
traditional approach, so that benefits are realised
more quickly.
n
Figure 2 shows the cashable benefits realised by Cheshire and
Northamptonshire in comparison to the equivalent approach using
outsourcing. As the comparison illustrates, taking into account the
upfront investment, the ROI is more than double that of outsourcing
over a 10-year period. Future forces joining the MFSS will have a
significantly reduced upfront investment so the return on investment
comparison is even more attractive.
30
25
Cash benefits
20
15
10
5
0
1
2
3
4
5
6
7
(5)
(10)
(15)
Year
MFSS £m
Outsourcing £m
Figure 2. Return on investment – MFSS versus outsourcing
(adjusted net present value)
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MFSS Prospectus
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9
Reduction in overtime resulting from better visibility
and control.
Lower administration costs through more efficient
and timely deployment planning of officers, automated
staff payment and automated overtime processing
and administration.
n
Less absence, because better recording improves
analysis, scheduling and the return-to-work process.
Fewer FTEs required for transactional processing and
support activities because processes are leaner.
n
Improved financial reporting with our financial
statement generator.
n
n
More effective deployment of police officers through
better decision support for planners, with rostering
based on skills and capability, and better visibility of
capacity shortfalls.
n
Improved front-line services to citizens: the right officer
is in the right place at the right time.
Improved financial management, with timely budget
reporting and improved budget forecasts against
outcome.
n
Improved budgetary control through improved visibility
of commitments and accruals.
n
More effective and efficient bank statement processes,
with automated reconciliation and journal processing.
n
n
Finance procurement and performance (FPP):
n
Reduced purchase prices because of better
compliance and use of Zanzibar - more spend is
under management and maverick spend is reduced.
n
n
Fewer FTEs required for procurement support
because less time is spent on managing contracts,
tendering, requisitioning, purchasing and paying,
thanks to efficient processes and self-service.
n
Better financial planning and decision-making:
quality and accessibility of financial data improve, as
do analytics and reporting.
Fewer FTEs needed for analytics and management
information reporting because of more accurate,
accessible data and better tools.
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Why Cheshire and Northamptonshire
have set up MFSS
The Cheshire Constabulary and Northamptonshire Police
had both centralised their transactional services and
separated them from the more value-adding advisory
and planning functions. They recognised that investment
in an integrated technology platform with self-service
functionality could provide significant further efficiency
savings in the provision of those transactional services.
Together, working with Capgemini, they set out to
evaluate the business case.
The t-Police technology that they envisaged using could
also provide integrated information for managers and
enable closer alignment or merging of corporate services
functions. In the longer term, this technology would
enable further sharing of both transactional and advisory
services with other forces. Sharing the cost meant the
investment in t-Police was affordable in comparison to
the cost of replacing existing disparate systems.
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MFSS Prospectus
The MFSS Target Operating Model (TOM) was built
on best practice shared service metrics and industry
standard service levels and processes. The model was
designed to become leaner and more efficient over a
three-year period.
The benchmark for the business case was that the
two-force model had to stand up on its own in terms of
return on investment over a 10-year period. Examination
of the TOM made it clear that 30-40% savings were
achievable, representing ROI of 20%+.
The business case was so compelling that Cheshire
and Northamptonshire decided to go ahead. The result
was MFSS. As new forces join the MFSS, both they and
the existing forces will benefit from economies of scale
which will further reduce the cost of the shared service
and deliver additional benefits via the MFSS Sustain and
Improve framework.
Your journey to shared services
Create
shared vision
Build
business case
Design
Transform
Sustain and
improve
If you decide to become an MFSS partner, our team will support you at every stage of your journey.
Create shared vision
covering service and organisational design and
governance arrangements.
We work with you to review your force’s ambitions for
service improvement, set out a vision for the shared service,
build trusted teams to steer the project, and explore and
test stakeholder acceptance of various options.
Build business case
We help outline the various options with supporting
analysis of project costs and benefits, payback,
governance, options and risk, including change
management plans.
Transform
We implement the innovations developed in the
design stage. This means a transformation in service
delivery covering people, data, processes, training
and development, stakeholder management and
communication.
Sustain and improve
We work with you to maintain a focus on quality, to
monitor data and to develop your skills. Our governance
framework enables a continuous cycle of innovation that
responds to your changing needs.
Design
Together, we turn the business requirements from
the business case into a deliverable service template,
We support your transformation
You can be sure of a smooth transition on your journey to MFSS. Capgemini has developed a consistent, repeatable
“on-boarding” approach for the t-Police solution, enhanced by the experiences and expertise of Cheshire Constabulary
and Northamptonshire Police.
This approach, illustrated in figure 3, includes supporting documentation and deliverables for all activities.
Project management and quality assurance
Configuration
New force
solution
confirmation
Project
preparation
Data migration
Testing
Install
interface
Force-specific
development
Technical
cutover
Business
transition
Early life
support
Handover
to support
Project review
enhancement
plan updates
Training
Change management and communication
Technical infrastructure
Figure 3. Our support for the “transform” stage of your journey
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Governance is retained by police
One of the advantages of MFSS over outsourcing is
that our services are provided for the police by the
police, and accountability remains with the police. You
enjoy best-practice efficiency, but governance is the
responsibility of the partner forces, who share the same
goals and constraints.
The Sustain and Improve governance framework is
focused on end-to-end process improvement. It is
about improving services at every opportunity in order to
increase productivity, reduce cost and add value to the
front line.
The success of MFSS hinges on the capability of the
MFSS and partner forces to embrace this continuous
service improvement ethos, so your participation in
governance will be very important. The structure of the
governance framework is shown in figure 4, with an
indication of how you can help to drive MFSS forward at
various levels.
MFSS
Joint Committee
Deals with the service levels
and short-term direction.
MFSS
Management Board
MFSS Sustain & Improve
Group
(Business Process Team Chairs)
Business
Process Teams
Figure 4. A high-level view of the Sustain and Improve governance framework
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MFSS Prospectus
Strategic steering group – all
partner forces have a seat,
ensuring that the future of the
MFSS is within the forces’
control.
Responsible for driving
continuous end-to-end
process improvement and
best practice around
principles of standardisation,
automation and benefits.
An expanding service offering
As MFSS matures, there will be further opportunities for savings through inclusion of additional services, for example to provide
shared estates and facilities services. The scope will develop over time, through continuous improvement and with the support of
partner forces. The table below shows the services currently provided by the MFSS and those retained in force (“Local Retained”).
All of the latter could be provided as shared services in future.
CURRENT
POTENTIAL
PROCESS AREA
TECHNOLOGY
SERVICE TYPE
SERVICE SCOPE
HR Transactional services
Oracle R12 – Learning Management
MFSS
Oracle R12 – Human Resources
Finance Transactional services
Oracle R12 – Accounts Payable
Oracle R12 – Accounts Receivable
Oracle R12 – iExpenses
Payroll
Logica Payroll Bureau
MFSS
Procurement Transactional services
Oracle R12 – Purchasing
MFSS
System Administration
Oracle R12 – System Administration
MFSS
Application Management
Capgemini AM Service (Sale)
MFSS
Hosting
Capgemini/SkyScape
MFSS
Time Recording/Leave
Crown Open Options (Integrated)
Self Service
Procurement Requisitioning
Oracle R12 – Purchasing
Self Service
Zanzibar punch-out
Management Information
Oracle Business Intelligence Applications
HR Strategic/L&D Design and Delivery
Oracle R12 – Learning Management
Oracle R12 – Human Resources
Crown Open Options (Integrated)
MFSS
Self Service
Local Retained
4
Duty Planning
Crown Open Options (Integrated)
Local Retained
4
Finance Advisory
Oracle R12 – General Ledger
Local Retained
4
Estates
Oracle R12 – Asset Management
Local Retained
4
Facilities
Oracle R12 – Asset Management
Local Retained
4
Distribution and Logistics
Oracle R12 – Inventory and Order Mgt
Local Retained
4
Printing
Local Retained
4
Fleet management Local Retained
4
IT service desk
Local Retained
4
IT Business Systems (e.g. Airwave)
Local Retained
4
Corporate Communications
Local Retained
4
Direction/Strategy
Local Retained
4
Corporate Service/Development
Local Retained
4
Projects
Local Retained
4
Planning
Local Retained
4
IT strategy
Local Retained
4
Table 1: Future opportunities
What should I do next?
Next steps
Forces should consider some key questions before starting the shared service journey. Follow
the link below to complete a short self-assessment:
www.multiforcesharedservice.co.uk
The MFSS website also contains further information about the MFSS services, along with
answers to frequently asked questions.
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About Cheshire Constabulary
Cheshire Constabulary was founded in 1857 and is now responsible for policing
nearly a million people.
The Force covers an area of great diversity, with large rural expanses, areas of extensive
heavy industry, the areas of Chester and Warrington and also polices more than 200
miles of motorway.
The international airports at Manchester and Liverpool lie on our boundaries as do
the counties of Shropshire, Staffordshire and Derbyshire, and North Wales.
There are approximately 2,081 regular Police Officers, 220 Police Community Support
Officers and 1,464 civilian Police Staff.
About Northamptonshire Police
Northamptonshire Police is responsible for policing the county of Northamptonshire,
covering 914 square miles with a population of around 683,800.
The Force responds to incidents 24-hours-a-day, seven days a week and receives
more than a million phone calls every year. More than 120,000 of these are emergency
999 calls requesting immediate police attention.
Police officers and staff operate from the Police Headquarters and police stations
based in Brackley, Corby, Daventry, Kettering, Oundle, Northampton, Rushden and
Wellingborough, alongside some of the major routes into the county.
The Force operates 17 Safer Community Teams and numerous specialist policing
units to tackle crime across the county and support the policing of high profile annual
events, such as the British Grand Prix at Silverstone, which attracts thousands of
people to the county.
About Capgemini
Capgemini is a leading provider of consulting, technology and outsourcing services
Together with its clients, Capgemini creates and delivers solutions that meet business
needs and drive results.
A deeply multicultural organisation, Capgemini has developed its own way of working,
the Collaborative Business Experience®, and draws on Rightshore®, its worldwide
delivery model. Learn more about us at http://www.uk.capgemini.com
How do I find out more?
Please contact us to arrange to see MFSS in action.
Sarah Copley-Hirst, Head of the Multi-Force Shared Service
[email protected]
Mark Iveson, Capgemini
[email protected]
Copyright © 2013.
General Enquiries
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