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Workforce Planning. 28 th September 2010. A bit of history. Day one Inherited staff and commitments, but no comprehension of what this meant There were new organisations created on the same day No SLAs or contracts Confusion

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Workforce planning

Workforce Planning

28th September 2010


A bit of history
A bit of history

  • Day one

    • Inherited staff and commitments, but no comprehension of what this meant

    • There were new organisations created on the same day

    • No SLAs or contracts

    • Confusion

      • But it didn’t matter as everyone got what was wanted (as far as anyone knew)


A bit more history
A bit more history

  • Merger of HIS’s

    • More staff, more commitments

    • Real savings

    • Extra customers and merged customers

      • Lost continuity

    • Even more confusion

      • But didn’t matter as our governance board knew what we did!!!!!


And more
And more

  • But they didn’t, nor did we

  • Major rebasing exercise

    • Shared costs according to agreed metrics

    • Notionally delivered against metrics

  • Formalising with contracts

  • No problem as money was no object


But now
.. but now

  • Customers are questioning what we do, want savings and want to see that they are getting good value for their money

  • This time it’s serious

    • Are we efficient?

    • Do we say yes when we shouldn’t?

    • Can we justify what we do?


What do we need to know
What do we need to know?

  • Do we have the right capacity and capability to do the job properly?

  • Do we have any under used or wrongly used staff


What are we doing
What are we Doing?

  • Basic skill set questionnaire

  • Time Sheets

  • Planning Tools


What are we doing1
What are we Doing?

  • Basic skill set questionnaire

  • Time Sheets

  • Planning Tools



Result of questionnaire
Result of Questionnaire

  • Obvious findings

    • Skills for current job (by default)

    • Skills for a previous job

  • Surprising (hidden) talents

    • Marketing

    • Fluency in Spanish


What are we doing2
What are we Doing?

  • Basic skill set questionnaire

  • Time Sheets

  • Planning Tools


What do we do
What do we do?

  • Basic timesheet system

  • Each member of staff to record what service he has provided for what customer

  • What could be simpler?


Well…….

  • Most staff don’t know who they are working for.

  • Sometimes it is difficult to relate a piece of work to a defined Service

  • History means that we don’t have formal contracts for everything

  • Projects


Initial findings customers
Initial Findings- Customers

  • 36 customers

  • Of which 17 pay us via contracts

  • (or 12 if we ignore pct splitting)

  • and 19 don’t pay us a bean

  • One of these is THIS


Non paying customers
Non Paying Customers

  • Hospices,

  • Local Authorities

  • PFI Partner (acute hospital build)

  • Ambulance Service

  • Connecting for Health


Most work for
Most work for:

  • Host Trust – 2496 man days to date

  • THIS – 2403 man days to date

  • Largest PCT – 767.5 man days to date

    (all of this excludes service desk and technical support)


Most popular service
Most popular service

  • Clinical coding – 1021 man days to date

  • Not in contract(!!!!!) – 972.5 man days td

  • Corporate information – 655 man days td

    Less popular, but key services:

  • Web development 140 mdtd

  • IG – 263 mdtd


Value of work
Value of work

Based on time spent to date, we can make a forecast for the year, and compare with contracted income (similar to service line costing) :

  • Staff

  • Non-pay

  • 3rd party contracts

  • Hosting, accommodation etc.

  • Admin

  • Management


What are we doing3
What are we Doing?

  • Basic skill set questionnaire

  • Time Sheets

  • Planning Tools


Planning tools new work process
Planning Tools- NEW WORK PROCESS


Planning tools new work process1
Planning Tools- NEW WORK PROCESS


Planning tools resource planning
Planning Tools - Resource Planning

  • Not sure yet, but looking


Are we there yet
Are we there yet?

  • No, but all the bits are coming together, (slowly) and we have a much better picture

  • We are learning all the time

  • Our customers are happy with the approach we are taking.


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