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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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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


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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


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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


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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


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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


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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


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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


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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


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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


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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