ICT Service Centre Digital Final Decision Staff Briefing

ICT & Service Centre Digital Final Decision Staff Briefing 22/05/2017 Serving the people of Cumbria

Agenda • Recap on Objectives • Feedback received • Final Agreed Structure • Assimilation & Vacancy Preference process • VR applications • Next Steps and support available • Questions, Answers and Discussion Serving the people of Cumbria

Recap on Original Objectives We aim to create: • A structure which can support and drive efficiencies through greater use of technology & digital approaches • Meets the needs of all stakeholders • Improved and earlier coordination between the functions and front-line Directorates, including potential centralisation of resource • Strengthened change management and project management arrangements • An adaptable agile function which can respond to customer needs as they evolve and enable rapid change Serving the people of Cumbria

Important Considerations • • • Background of change Financially sustainable organisation Service Budgets - affordability Technology, Digital and Customer Service Ways of working Other Directorates Serving the people of Cumbria

Proposals, Feedback and Engagement • 29 individual 121 s were facilitated as well as 6 group sessions. • Trade Union commitment and attendance welcomed. • Many FAQs and consultation responses received and thoroughly considered. Serving the people of Cumbria

Voluntary Redundancy Applications • VR window closed 12 April • 2 VR applications received • Review and decisions for VR applications from 22 nd May • Final VR sign off by Corporate Director, Resources and Transformation. Serving the people of Cumbria

Feedback & Response (1 -2) Feedback Response 1) Role profiles - Generic - Management and professional responsibilities - Grading Queries Considered and amendments made to profiles where appropriate. All role profiles have consistency checked through PM Pay & Reward. 2) Individual posts -Improvement Managers -Programme and Project Management -SM and reporting lines -Digital team resourcing -Blended approach to SC -Database Engineer -Post Titles Considered and amendments made to final structures where appropriate Serving the people of Cumbria

Feedback & Response (3 - 4) Feedback Response 3) - Service standards Communication Review, simplify and automate processes Stakeholder feedback Services highly valued Changing environment Access and process could be better Prioritisation 4) Ways of working -Clarity of roles, teams and ownership -Resource allocation -Links to corporate/cross-cutting/directorate programmes Implementation process – workshops, procedures, service standards Engagement and communication Customer focus, digital programme, service centre transition & ICT strategy – a new approach Serving the people of Cumbria

Feedback & Response (5 -6) Feedback Response 5) New Roles Requested - Opportunity for Progression - SC - Lack of Resource - Digital Three new Subject Matter Expert (SME) Roles introduced in Service Centre Structure A new role added in to the Digital Team to create capacity. 6) New Structures proposed Considered and amendments made to final structures where appropriate Serving the people of Cumbria

Service Desk • Strong views expressed and considered • Recognise role and value to Council • Ways of working Serving the people of Cumbria

Service Desk • Structural move to Service Centre • No physical move • No change to tools or systems –processes to be defined and documented • Data and Knowledge Management • Service Standards • Training, career progression, • Monitor and review Serving the people of Cumbria

Senior Management Team • Reflected in consultation process • Changes to SMT • Impact of potential changes in other Directorates to be considered Serving the people of Cumbria

ICT Final Structure Serving the people of Cumbria

Service Centre and Digital Final Structure Serving the people of Cumbria

Reshaping Process Engagement Period (6 weeks) Review and Decision (up to 2 weeks) 23 rd March – 12 th May 15 th - 22 th May VR Window (up to 3 weeks) 23 March – 12 April Assimilation and Vacancy Preference Process From 23 th May VR Approval Final Outcomes From 23 th May 26 th June Serving the people of Cumbria

Assimilation • Assimilation process will compare old and new roles to determine where assimilation appointments can be made • Direct Assimilation - the job grade/ scale/ range is the same and - must be a 75% or more match (substantially similar) overall against assimilation criteria • Assessed Assimilation - the job grade is different - a further assessment process is required to ensure the job holder has the necessary skills, knowledge and competences to fulfil the requirements of the post - it is the responsibility of the employee to identify and objectively evidence that a new post is substantially similar (75%), which must be verified by two managers (Service Manager and Service Assistant Director) • Competitive Selection - Following direct and assessed assimilation, where it is identified that there are more people than posts, a competitive selection process will be necessary. Serving the people of Cumbria

At Risk & Vacancy Preference At Risk • Employees not assimilated to posts confirmed as ‘at risk’ of redundancy and are able to apply for vacant posts through the vacancy preference process Vacancy Preference Process (VPP) • Ability to apply for up to 3 vacant posts at any grade • 1 interview where possible • All employees in scope will receive a personalised letter confirming the outcome of the process: ØVR outcome ØConfirmation of assimilation ØConfirmation of VPP • All letters issued via the Service Centre Serving the people of Cumbria

Timetable – Key Dates • • 22 -28 May – Assessed Assimilation Submission Window 29 May-04 June – Assimilation Process 5 -6 June – Outcomes (Red) 7 -8 June – Interviews (Red) 19 -20 June – Assimilations (Blue) 21 June – Outcomes (Blue) 22 -23 June – Interviews (Blue) Serving the people of Cumbria

ICT Final Structure Serving the people of Cumbria

Service Centre and Digital Final Structure Serving the people of Cumbria

Timetable – Key Dates • • 22 -28 May – Assessed Assimilation Submission Window 29 May-04 June – Assimilation Process 5 -6 June – Outcomes (Red) 7 -8 June – Interviews (Red) 19 -20 June – Assimilations (Blue) 21 June – Outcomes (Blue) 22 -23 June – Interviews (Blue) Serving the people of Cumbria

Support and Advice • Both face-to-face and website • People Management support • Learning & Development service • Trade Union representatives • Pensions Service • Employee Information Website Serving the people of Cumbria

Next steps • All the role profiles will be uploaded onto the Employee Information Website following this briefing. These have all been reviewed and given PG numbers by the Pay and Reward team. • Assessed assimilation applications can be submitted until the 28 May. These will need submitted directly to Stefan/Helen. • The assimilation process and VPP will be completed, employees will be communicated with throughout this. Serving the people of Cumbria

Discussion & Questions? Serving the people of Cumbria