BTB08 Administration and Support Services Service Review – Implementation Action Plan
Outcome Planned
Key Actions
Benefits
Cost
Lead
Officer
APPENDIX 8
Timesc
ale
Measure of
Success
End
Start
A description of what will be
achieved – this should link
to the service review
outcomes agreed by
Members at the Scoping
stage of the review
Specify the high
level actions
required to
implement the
outcomes
Details of financial
and non-financial
benefits
Include any financial
costs of improvements
or resources required for
implementation
Who will be
responsible
for
delivering
the action
Assess the business
support need for the
Council and develop a
list of business
activities to be
provided Council wide
Continued
engagement
with Directors,
Heads of
Service and
Service
Managers to
understand
their need and
how and
where services
will operate
Business
support based
on the actual
need
N/A
TBC
Build professional
business support
teams based on
activities including the
identification of
specialist support roles
to be hosted within
Review of
council wide
current
business
processes –
the big six
Consistent and
streamlined
processes and
procedures to
a service
standards from
consolidated
Improvement Action Plan
Business Improvement Team
Indicate the planned start
date and include the target
completion date for each
action.
How will this be
monitored/evidenced?
1 April 2017
31 March
2019
A comprehensive
business support
list based on the
actual need
31 March
2019
This will be
evidenced by
delivering a
business support
organisation
r
A list of
business
support
activities to a
set of agreed
standards
Develop an
implementation
team to review
processes using
Lean six sigma; the
team should include
specialist members
Service Review Toolkit
Phase 4 – Scrutiny and Approval
TBC
1 April 2017
Date of Document: April 2014
Date for Review: April 2018
BTB08 Administration and Support Services Service Review – Implementation Action Plan
services
1.Payroll
2.Absence,
3.Invoicing
4.Purchasing,
5.General
Administration
6.Data
reporting/input
hubs and
locally based
offices
from Technology
Solutions for ICT
improvements and
Property/Asset
Management for
Dumfries Asset Plan
implementation and
other office
initiatives.
Business
support
provided
locally to
services
serving the
communities of
Dumfries and
Galloway.
Develop an
implementation
team to review
processes using
Lean six sigma; the
team should include
specialist members
from Technology
Solutions for ICT
improvements and
Property/Asset
Management for
Dumfries Asset Plan
implementation and
other office
initiatives.
APPENDIX 8
structure
Identify service
specific
processes
Implement locality
based professional
business support
arrangements,
providing a single team
in each locality to
support services
Improvement Action Plan
Business Improvement Team
Identify office
locations to
provide single
team support
Identify the
local business
support need
through
service
consultation
Service Review Toolkit
Phase 4 – Scrutiny and Approval
TBC
1 April 2017
31 March
2019
This will be
evidenced by
delivering a
business support
organisation
structure
Date of Document: April 2014
Date for Review: April 2018
BTB08 Administration and Support Services Service Review – Implementation Action Plan
APPENDIX 8
Build Business Teams
to deliver support to
services, identifying
the best locations and
working environment
through office
rationalisation
Identify office
locations and
link into the
Dumfries
Asset Plan and
future office
initiatives
Strategic
business hubs
creating a
better working
environment
for staff
including the
ability to work
remotely.
Develop an
implementation
team to review
processes using
Lean six sigma; the
team should include
specialist members
from Technology
Solutions for ICT
improvements and
Property/Asset
Management for
Dumfries Asset Plan
implementation and
other office
initiatives.
TBC
1 April 2017
31 March
2019
This will be
evidenced by
delivering a
business support
organisation
structure
Bring assets and
equipment together to
enable an effective
local model of
professional business
support for all services
Link into the
Dumfries
Asset Plan and
future office
initiatives
Cost reduction
in harmonising
equipment
through
economies of
scale
Develop an
implementation
team to review
processes using
Lean six sigma; the
team should include
specialist members
from Technology
Solutions for ICT
improvements and
Property/Asset
Management for
Dumfries Asset Plan
implementation and
TBC
1 April 2017
31 March
2019
Reduction in asset
and equipment
budget costs
Improvement Action Plan
Business Improvement Team
Service Review Toolkit
Phase 4 – Scrutiny and Approval
Date of Document: April 2014
Date for Review: April 2018
BTB08 Administration and Support Services Service Review – Implementation Action Plan
APPENDIX 8
other office
initiatives.
Develop a workforce
plan that uses the
skills of staff and
allows the transfer of
skills between roles
and services
Develop a
workforce plan
A greater
understanding
of the business
support staff
profile and
aligning with
the business
support need
N/A
TBC
1 April 2017
31 March
2019
A business support
workforce plan
Develop a succession
plan to build a
professional business
support for the future
recognising the current
demographics of the
staff
Develop a
succession
plan
A greater
understanding
of the business
support age
profile and
where
development is
required to fill
any future
gaps
N/A
TBC
1 April 2017
31 March
2019
A business support
succession plan
Ensure business
support staff (including
managers) have the
right skills set to
provide a professional
service
Develop a
Training Matrix
for all
Business
Support job
types linked to
the core
competencies
Highly trained
and motivated
staff.
N/A
TBC
1 April 2017
31 March
2019
A business support
training matrix
Improvement Action Plan
Business Improvement Team
A clear
understanding
of training
costs
Service Review Toolkit
Phase 4 – Scrutiny and Approval
Date of Document: April 2014
Date for Review: April 2018
BTB08 Administration and Support Services Service Review – Implementation Action Plan
APPENDIX 8
and
requirements
on the Person
Specification
Ensure there is an
opportunity for career
progression to all
professional business
support staff
Develop and embed
consistent
performance
management across
the teams through
better resource and
team planning
Develop options for
management
arrangements to
enable a new
professional business
support service,
Improvement Action Plan
Business Improvement Team
Standardise
business
support staff
roles and
responsibilities
detailing the
requirements
to progress to
each level
within the
service
Develop a
Business
Support Team
Plan and
meaningful
Key
Performance
Indicators
Retention of
good staff and
attract new
members to an
attractive
career
pathway
N/A
TBC
1 April 2017
31 March
2019
Standardised job
descriptions for
business support
staff with clear
career path
journey with
qualifications and
training
A clear vision
and service
objectives to
track
performance
and install
accountability
N/A
TBC
1 April 2017
31 March
2019
Business Support
Team Plan and
meaningful Key
Performance
Indicators
On agreement
of Option 3,
develop a
management
structure for a
council wide
Management
accountability
to provide a
professional
business
support based
N/A
TBC
1 April 2017
31 March
2019
This will be
evidenced by
delivering a
business support
organisation
Service Review Toolkit
Phase 4 – Scrutiny and Approval
Date of Document: April 2014
Date for Review: April 2018
BTB08 Administration and Support Services Service Review – Implementation Action Plan
reflecting the
outcomes above
Business
Support
service
on service
standards and
performance
Through efficiencies
and economies of
scale reduce costs to
achieve the savings
target of £850,000 as a
minimum
Remove
vacant posts
with business
support
services
Reduction in
budget by
£858k
APPENDIX 8
structure
N/A
Service
Review
Lead
21
November
2016
31 March
2017
Budget Saving
realised
Provide robust
business
cases for
EVRS
Improvement Action Plan
Business Improvement Team
Service Review Toolkit
Phase 4 – Scrutiny and Approval
Date of Document: April 2014
Date for Review: April 2018