Think Efficiency

1. Think Efficiency Martin Vickers Director of Change

2. Spending Review 2007/09 • Significant challenge of Council expenditure across all services during 2006/07 • Identified crosscutting areas of potential efficiency in a single work programme • Efficiency savings target 2007/08 approximately £1M • Administration review (includes CHSC procurement of long term domiciliary homecare) • Agile working (Homeworking/flexible working/mobile working) • HR Strategy review (Car allowance, business travel, telephony costs, overtime) • Procurement (Mobile phones, Agency staff, Multi functional devices, AGMA/Salford Shared services)

3. Administration Review • To explore the potential operational and financial efficiencies and quality gains from a single consolidated support pool, organised on a campus style basis • Minerva House (Children’s Services, existing and planned Minerva services) • Civic Centre (Chief Executives Directorate, Customer and Support Services, Housing and Planning) • Crompton House • Turnpike House

4. Drivers for change • Continued focus on service efficiencies to release resources to the front line • To see additional service resilience to address variations in demand

5. Aims • To report with recommendations by 31 July , £100K efficiency target 2007/08 • To review proposed revisions to structures including managerial roles and reporting accountabilities • To develop skills plan to address any shortfalls for successful implementation and sustainability • To identify any key process improvements within the proposed model • To maximise the use of ICT • To determine the change plan to achieve the target benefits

6. The emerging model…. • A physical single campus based support team • A virtual campus based support team • A combination of the 2

7. What is administration? • General administrative duties • Managing post • Diary co-ordination • Agenda/Minute production • Word processing • Printing, photocopying, document management • Booking rooms, travel, accommodation, resources • Telephone/Reception functions • General employee and business duties • Absence management (sickness, leave, flexi etc) • Expense claims for overtime, car mileage, travel, subsidence • Procurement activities for ordering, invoicing, payments etc • Website authoring and maintenance for internet/intranet

8. Next steps… • Work stream leads Bob McIntyre/Allison Lobley • Various Year in the Life/Day in the Life studies by staff • More detailed Business Process reengineering analysis May 2007

9. CHSC long-term domiciliary homecare • Workstream lead Keith Darragh • Purpose - to transform the procurement and payment processes in this area to deliver significant cashable savings • Rationale - this area was highlighted as having high volumes of repetitive transactions that may well benefit from a greater degree of automation

10. Next steps… • A variety of e-solutions are currently being evaluated • Pilot solutions will be tested during quarter 1 2007/8 • Savings delivery target pre-September 2007

11. Agile Working • To deliver a strategy for flexible/home/mobile working across the Authority to deliver savings within the capital programme and to increase productivity • To determine the Agile Working Business case • To set out our immediate cross Directorate roll-out plans • Delivery date April 2007

12. Developments to date • Day in the life studies • Use of staff time • Use of desk space • Staff focus Groups • Staff 1 to 1 monitoring • Determining the Salford work styles

13. The Results

14. Workstyles Fixed Office Flexible Office Mobile(Office or home based) Home Office People who spend most of their time working in the office. They might occasionally work from home or at other sites e.g. other Salford CC offices, but this is infrequent. This tends to be the default workstyle for a lot of people and would probably continue as such. People who spend most of their time working in the office although may frequently be away from their desk attending meetings. They regularly work at home or away from the office at other sites e.g. customer sites, other Salford CC offices, drop in centres, or on the move (circa 2 days per week possibly). People whose work base will be a nominated Salford CC office or their home. They spend at least 50% of their time working away from their work base at other sites e.g. customer sites, other Salford CC offices, drop in centres, or working on the move. This is when an individual is able to carry out most of their current office activity at home and contractually the home becomes their work base. Typically people will spend at least 50% of their time working at home and occasionally visit the office (e.g. twice a week) for meetings etc.

15. Key Strategic objectives Objectives/Measurable outcomes Process change required Enabler Joined up accessible services 36 mths Efficient VFM Services 5 Lift Centres Deliver 3yr Budget Strategy Extension number portability Lift Centre Joint Services Increase home working by 20% 24 mths To be recognised as a green authority Sweating the assets programme Locality Teams in place LA A’s Agreed & working well Better structured intranet Reduce traffic congestion by x% Service guarantees All e-Gov targets met & take up increased by x % Access to resource management systems to more users Customer consultation across all services - bi-annual surveys Joined up archive/FOI/back up policy & process Reduce the need for car parking space by x% Access channel strategy for segments Exceed annual efficiency targets by 3-5% 12 mths To improve employee satisfaction Establish home working Wireless working for visiting officers Re-engineer working processes to enable ‘mobile’ working Reduce paper sent from SCC to citizens Appropriate performance mgmt process More meeting rooms/breakout areas Transfer from paper to electronic data – reduction of x% Increase availability of citizen ‘self-service’ Redefine role of managers Better visibility of responsibilities Work with minority groups to create focus groups Better focused training – not 1 size fits all ICT Support bundle Video conferencing Support economic regeneration Integrated budget build 6 mths Customer focus groups on service developments Review of working T&Cs Knowledge & Doc Mgmt Remote Support & ICT training Personalised website facilities Methodology for evaluating Agile Working proposals Increase in Salford SME’s winning council business Information Mgmt security project Conclude Enterprise XP project Attract more business to Salford by facilitating re-location Establish ICT requirement for wireless working Agree corporate strategy for Agile Working Exploit the transformation Establish platform for service excellence Transform the business

16. HR Strategy Review • Use of the Think Efficiency matrix to target efficiencies in the areas such as • Car Allowances • Recruitment Advertising • Overtime • Venue Hire • Postage • Business Travel • Setting of Directorate targets/actions so that these efficiencies can be more effectively monitored • Target savings £369K • Work stream leads Mike Bleese, Geoff Topping

17. Likely changes • Policy Reviews • Review of Recruitment strategy • Car Allowance review • Business Travel policy guidance review • Technological changes • Telephony Network review • Implementation of SAP Self Service • Improving the process • On-line booking of venues across SCC • Reduction in first class postage as part of postal review

18. Procurement • Think Efficiency will wrap various procurement projects into a single cohesive programme of work • Work stream lead Gary Amos • Significant areas of development driven by regional collaborative working • There will also be additional projects brought online undertaken by other authorities

19. The projects-what will be delivered • Mobile Phone contract review • Multifunctional Devices • Use of Agency Staff • Use of Consultants • AGMA Postage Contract

20. Mobile Phones(estimated saving £100,000 p.a.) • Transfer to OGC arrangement completed • Significant cost and efficiency savings • Seamless transfer to new service

21. Multifunctional Devices(estimated saving £25,000+ p.a.) • Implementation underway - project managed by ICT • Financial and efficiency savings • Supports work of Recycling Commission (lower paper and electricity usage etc.) • Aids accommodation review by saving space • Supports integrated print management system

22. Agency Staff (estimated saving £300,000+ p.a.) • Managing Agent appointed (Comensura) • Already making savings because of benefits of ‘quick win’ negotiations and reduced use of temps • Supports local agencies, local residents and the development of the ‘Admin Pool’ • Salford will implement full system from end of April

23. Consultants(estimated saving £600,000 p.a.) • Reduced dependency on bought-in expertise • Retention of key skills • Development of own staff • More efficient use of own resources and knowledge • Radical review of use of consultants (in hand) • Reduced rates when outside consultants have to be used • Changes already underway (ICT Project Mangers) • Salford leading AGMA project with estimated completion date towards end of 2007

24. Postage and Courier Services(estimated saving £25,000 p.a.) • Internal review underway • AGMA project initiated • Fall back plan: if progress is slow on AGMA project a core group of authorities will proceed separately (Salford, Trafford, Bury, Oldham, Tameside) and rejoin main scheme later. • Key dates to be identified

26. Any questions