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Department for Transport Management Information Programme
Leslie Gilbert Senior Business Partner for Vantage Presentation 8th October 2013
DfT ManagementInformation System
HR Finance FOI P2P Projects Specialist
Strategy Unit
2
DfT overview
International, Security &
Environment Group DfT Board
Secretary of State
Ministers of State
Non-Executive Directors
Permanent Secretary
Director Generals
General Council
HS2 Rail Group
Resources &
Strategy Group
Rail Group
Road, Traffic & Local
Group
Motoring
Services
Agencies
Maritime &
Coastguard
Agency
Highways Agency
General Council
Private Office
Communications
Strategy Unit
3
DfT overview
Strategy Unit
4
Background to the programme
The Department’s shared service centre implemented;
HMT financial management improvement programme;
New coalition government;
Pressure to reduce back office headcount and increase efficiency;
Increased external reporting requirements;
New transparency requirements of Departmental data;
Need for improvements in resource management;
Need for improvements in Board reporting;
Strategy Unit
5
Accessing management information prior to the programme
Strategy Unit
6
Objectives of the programme
Programme began in March 2011
to develop a single version of the truth;
to develop improved business;
to deliver fewer system platforms;
to deliver common data standards;
to improve access to management data;
to deliver savings in back-office resourcing;
Programme supported by DfT Board;
Civil Service reform objective;
Strategy Unit
7
Scope of the programme
The base data is transactions data in SAP and other systems eg purchases, absence recording, staff details, PQs etc;
Local reports at Profit Centre level upwards to DM, Director, Group, DfT;
Group reporting provides DG/Directorate summaries;
Dashboards is the DfT/Group view in visual form;
External reporting to HMT and CO;
Board reports
Group reports
Local reports
Transactions
Strategy Unit
8
Project Approach
›Agile ›Scrum ›Flexibility ›Engage user
Adapted Project management approach from Prince based to Scrum
Capable of handling evolving requirements
Makes the most of the resources and knowledge available
Ensured clarity of purpose and progress across whole team and client
Delivered priority elements first
Increased speed of delivery
Strategy Unit
9
Project Approach
›Agile ›Scrum ›Flexibility ›Engage user
Three pillars of Scrum
Transparency, Inspection, Adaption;
Four opportunities to inspect / adapt
Twice monthly, planning, review, retrospective meetings, and
Daily scrum;
Overall plan with end date;
Prioritised list of requirements;
Shared definition of done;
Self managing teams;
Strategy Unit
10
DfT MI system landing page
HR Finance FOI / PQ P2P ProjectsSpecialist
apps
DfT Management Information System
Quicklink· View my team· Check my team absence· View team diversity· View & amend my staff
forecasts· Check my vacancies
Quicklink· View my finance
performance· Update my forecast· Create team finance
reports· View the finance
timetable
Click for user guide Click for user guide
Quicklink· View my performance
Click for user guide
Quicklink· View my P2P
performance
Click for user guide
Quicklink· Provide updates on
status· View current
performance· Run reports to see data
at different levels
Click for user guide
Quicklink· Run TOC app· Run Resource Accounts
app· Run Treasury App· Run the QDS app· Run and view board and
group reports
System Administration:- This system is maintained by Corporate Finance Systems, who can be contacted by email on CorporateFinanceSystems@dft.gsi.gov.uk or call on 0207 944 ----
Messages:- Month end process starts-
Useful links:Corporate DashboardMI Transnet siteMI system forms
Strategy Unit
11
Development progress
Phase 1 – Mar 10 to Mar 12
Finance;
Human Resources;
P2P;
Official Correspondence;
Projects;
Group Reports;
CASSy replacement;
Phase 2 – Sep 12 to Dec 13
Dashboards;
Board pack;
HRv2 + merge finance;
Budget and forecasting;
QDS automation;
Business Planning;
Risk management;
Version 10 upgrade;
SAP BPC applications prior to MI programme
TOC payments;
Motoring agency performance reporting;
DfT Resource Accounts consolidation;
Strategy Unit
12
Benefits delivered through the programme
Business has immediate access to finance, HR and project data allowing them to better manage their areas of responsibility and deliver objectives;
Source data available direct to users;
Improved accuracy of forecast data and better financial management decisions taken;
More efficient administrative business processes particularly in finance and HR functions;
HR and finance data reconciled for the first time;
Single request for commentary update;
Single platform for departmental data available for internal and external reporting;
Strategy Unit
13
Benefits delivered through the programme
Fewer platforms required for financial reporting;
Collection and reporting of new Cabinet Office requirements for Departmental data automated;
Planning information available to all users allowing more regular updating of business plans;
Better portfolio management of key projects and progress of programmes;
Dashboards that allow automated and dynamic performance reporting available at board meetings;
Has put the DfT in the forefront of Whitehall’s programme of developing and improving MI within Department’s;
Strategy Unit
14
Lessons learnt
The value of supportive and engaged senior team;
The right project management approach;
An established production team, trained and with responsibility for master data;
Shared dimensions where possible eg time, HR and Finance;
Work hard to improve data quality as soon as data starts surfacing;
The need for technical expertise on the client side;
Select partner/s with proven track record;
Strategy Unit
15
Lessons learnt
The level of business process rework required;
Being ambitious in what can be achieved in bringing high quality information to users;
The level of cultural inertia from some parts of the Department to take-up new systems and processes;
The ongoing requirements for communication, engagement and training of users;
The seemingly endless demand for improvements in the quality and access into different data areas;
Strategy Unit
16
Next steps in the progamme
Completion of Phase II of the programme by March 2014;
Integrating Cabinet Office requirements into programme;
Continuing to improve direct access to source data and removing manual steps thereby improving accuracy of data;
Continue communicating with users and increase up-take of the system;
Migration of system to divested shared service centre and Agresso software;
Implement further improvements in board reporting;
Broaden system access to external data sources eg industry data;
Continue to assist in the development of MI across Whitehall;
Strategy Unit
17
Questions
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