1 Perform! Benchmark™ - OVERVIEW & DATA CAPTURE INFORMATION [email protected] Current State Benchmarking & Best Practices Analysis

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Perform! Benchmark™ - OVERVIEW & DATA CAPTURE INFORMATION

[email protected]

Current State Benchmarking & Best Practices Analysis Tool for the Public Sector

© 2007 Perform! World Limited All rights reserved.

Is your organisation under pressure to cut costs without impacting the delivery of front-line services?


Cut front-line service

provision?

Improve productivity in support services like

Finance and HR to save money to redeploy to front-line services?

OR


3 Steps to Operational Excellence

Step 1

Perform! Benchmark

UnderstandingCurrent State Performance

Quantifies the Opportunity

Step 2

Perform! Diagnostic

Detailed Analysis Builds an

Action Plan for Change

Step 3

Perform! Operational Measurement System

Ongoing PerformanceMeasurement

Drives Continuous Improvement


Perform! Benchmark™Solution

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Benchmark Graphical OutputIndicating an organisation’s positioning vs. average & world-class performance and levels of best practices deployed. Identifies performance gaps & issues and actions that need to be addressed.

Do you wish to benchmark your organisation’s performance versus average and world class to understand your relative positioning?

YES

Perform! Benchmark™Benchmarking & Best Practice Assessment Tool focused on the key performance measures that really matter.


Perform! Benchmark™ Key Features

• Quick to Complete• Focuses on the Metrics that Matter• Analyses Best Practices Deployed• Assesses Key Operational Issues• Integration Levels & Enabling Technologies Used• Comparisons vs. Average & World-Class performance• Individual Results Remain Private to Each Participant


Perform! Benchmark™

Human Resource

s

Finance

Procurement

Frontline Services

Benchmarking Tools Available Now…

Benchmarking Tools Coming Soon…

Other Support Services


Key Stats – HR Benchmark Model

Up to 150 best practice questions to help you understand where you are and give an insight into the “art of the possible”

Up to 220 graphs to help you assess your current state HR processes versus average & world class performance

Data for Illustrative Purposes

Only


HR Process Level Scope

Performance Management

Benefits

Employee Records

Case Management

RelocationsExits

Training

Payroll

HR Strategy

HR IT

Recruitment

Human Resources ProcessesHR

Reporting


Key Stats – Finance Benchmark Model

Up to 260 best practice questions to help you understand where you are and give an insight into the “art of the possible”

Up to 160 graphs to help you assess your current state Finance processes versus average & world class performance

Data for Illustrativ

e Purposes

Only


Finance Benchmark Process Level Scope

Accounts Payable Staff Expenses

Accounts Receivable

General Ledger & Reporting

Fixed Assets

Inter Company

Forecasting

Finance IT

Tax

Treasury

Budgeting

Finance Processes

Sales Invoicing

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Perform! Benchmark™ - INPUTS & OUTPUTS

[email protected]

Current State Benchmarking & Best Practices Analysis Tool for the Public Sector


Best Practices Assessment

• Around 20-40 best practice questions per process

• Determines organisation’s level of maturity

-Technology

-Organisation

-Process

• Simple to complete and user-friendly graphical output


Inputs Required - Best Practice & Problems Impacting Service Delivery Questionnaire

• The best practices & “problems impacting service delivery” questionnaire has been designed to identify the current levels of best practices deployed and the extent of service delivery problems. When we look at the productivity & unit cost performance graph results we will be able to see if there is a correlation between actual performance and levels of best practices/ problems

• Consider each question and select the relevant option from the dropdown list to describe your current position

(6 Options from “Fully Implemented” to “Not Applicable”- see slides below)

• If you wish to clarify any point regarding your selection, make an entry in the notes box alongside

• The questions on problems impacting service delivery are answered in a similar way together with ability to clarify with notes

• People with a good overview of the processes and their stage of maturity should be involved in completing this section. It may be necessary to involve individual process leaders depending on overall spread of knowledge

• Non-applicable process sections do not need to be completed


Example Recruitment Questions to Assess Levels of Best Practices Deployed

Recruitment Best Practice Questions

Additional Explanatory Comments

1 Do you use automated workforce planning tools?

2 Do you use on-line tools for job postings?

3 Do you use on-line pre-screening, skills matching & testing tools?

4 Do you use on-line candidate resume capture and tracking tools?

5 Do you use application tracking and automated correspondence tools?

6 Do you generate letters via an automated mailroom?

7 Do you have an integrated recruitment & employee records system?

8 Do you use imaging and workflow messaging systems?

9 Do you use optical character recognition or barcoding?

10 Do you use standard contract templates?

11 Do you use standard induction materials?

12 Do you analyse success of recruitment campaigns?

13 Do you use any call centre telephony technology for recruitment?

14 Do you use any Customer Relationship Management (CRM) or helpdesk systems to manage queries?

15 Are your recruitment & induction systems integrated with other HR processes & systems?

16 Do you evaluate the success of candidate channels?

17 Can you run a system check on existing internal candidate profiles vs. job vacancies?

18 Do you have integration between the recruitment hire and the procurement process?

19 Do you have seamless system interfaces with your third party recruitment providers?

20 Do you use a competency based framework & matching functionality for recruitment built into your system?

21 Other Best Practices - Describe Additional Best Practices Here…

Yes, Fully Implemented

Please Choose One

Please Choose One

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Please Choose One

Please Choose One

Please Choose One

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Please Choose One

Please Choose One

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Example HR Process Graphs Showing Levels and Stages of Best Practice Deployment

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© 2007 Perform! World Limited All rights reserved.17

Example HR Process Graphs Indicating Levels of Process Problems Impacting Services Delivered


Inputs Required – People, Team & Culture Assessment Questionnaire

• This is an optional section and is designed to provide an insight into people related practices in addition to the technology and process related best practice questionnaire

• Consider each question and select the relevant option from the dropdown list to describe the extent to which HR practices are adopted

(5 Options from “To a Great Extent” to “Not Applicable”- see slide below)

• If you wish to clarify any point regarding your selection, make an entry in the notes box alongside

• People with a good overview of the working environment/ HR leadership should be involved in completing this section.


People, Team & Culture Assessment

• Organisation Design• Resources Planning• Training & Development• Performance Management• Employee Relations• Culture• Change Readiness


People,Team & Culture Assessment Questionnaire


System Integration & Enabling Technology Analysis

• Core systems used

• System Linkages Assessment

-Manual

-Interfaced

-Integrated

• Enabling Technologies Deployed


Inputs Required – Core systems Used, System Integration Levels and Enabling Technologies Used

• This section is designed to provide an understanding of current systems used and provide an insight into current levels of systems integration and enabling technology maturity

• For systems integration levels assessment, consider each process area by row (e.g. Employee Record Changes) and how it connects to other relevant processes in the columns (e.g. Payroll)

(4 Option selections –Integrated, Interfaced, Manual or Not Applicable)

• Select the relevant option to describe the linkage between the two processes (i.e. 0= N/A, 1 =Manual, 2=Interfaced, 3=Integrated)

• The enabling technologies section is completed in a similar manner• People with a good overview of the systems and enabling technologies

used as well as having an understanding of IT solutions that could benefit the organisation should be involved in completing this section


Analysis of System Integration Levels

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Analysis of Enabling Technologies Deployed

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Inputs Required – Process Analysis

• This section is designed to provide an understanding of current “in scope” process performance levels to compare to average & world class performance

• Organisational data required is:-– Annual Revenue and Total Costs– Total Full Time Equivalent Staff working in Organisation

• Data required by process (e.g. Recruitment) is:-– Full Time Equivalents (FTE) working on the process– Key Transaction volumes (eg no of offers) – split manual/ automated– Costs applicable to the process – broken down by salary related, direct on-cost, IT

cost, outsourcing cost, corporate overhead etc– Non-value add, errors & defects & SLA performance - % estimates– A few key process metrics eg % credit notes, days for month end close

• People with a good overview of each of the processes should be involved in completing much of this section (each process leader may need to be involved depending on overall knowledge levels).

• Individuals who manage the actual salaries data & cost centres should be involved to provide the relevant cost information for each process


Key High Level Output Metrics for Finance & HR

• Costs as % Revenue or Cost- Decentralised

- Centralised

- With or Without Shared Services

- Transactional Processes only

• Staff per £500m on Revenue or Costs

• Gaps in Performance vs. Average & World-Class to quantify the scale of opportunity


Graphical Output vs Benchmarks for Each Process e.g. AP

• Process Costs as % Revenue or Total Costs• FTE per £500m Revenue or Costs• Cost per transaction• Manual vs. Electronic Transaction Levels• Productivity per FTE• Average Salary per FTE• Error & Defect Levels• Service Level Agreement Performance• Key Business Metrics (dependent on process)


Example Overall HR Benchmark Metrics

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Data for Illustrative

Purposes Only


Example Overall HR Benchmark Metrics

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Purposes Only


Scale of Opportunity for Savings vs. Benchmarks

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Purposes Only


Example Process Level Metrics - Recruitment Process Benchmark Comparisons

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Purposes Only


Example Process Level Metrics - Recruitment Benchmark Reports

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Purposes Only



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Purposes Only



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Purposes Only


Inputs Required – Additional HR Specific Benchmarking Data

• Wealth created/value add and intangibles

• Workforce analysis- perm, temps, manager & staff, span of control

• Staff movements – beginning to end of year, staff turnover etc

• Absenteeism & overtime rates

• Occupational health & grievance incident rates & costs

• Recruitment – average days to fill and start roles, % workforce sourcing channels, average years of service

• Training- training hours by type, % training channels, no of trainers & ratios

• Revenue, cost & profit per FTE

• Remuneration/ revenue & cost factors

• HR staff /total staffing factor

• Inhouse vs outsourcing rates


Jonathan RussellPerform World

“Creating Operational Excellence”

[email protected] +44 (0)7903 134709www.performworld.com

Visit the shared services knowledge site…

www.xlr8sharedservices.org

For further information about any of these Performance Measurement & Benchmarking solutions contact…

Documents

1 Perform! Benchmark™ - OVERVIEW & DATA CAPTURE INFORMATION [email protected] Current State Benchmarking & Best Practices Analysis