Agenda Item 5 - Modern Mindsetlincolnshire.moderngov.co.uk/documents/s15483... · project “Agresso 2016 Rectification and Version Update Project”. Sprint 1 of the Rectification

Serco Public

Lincolnshire County Council – Recovery Report

V1.0

22nd July 2016

Page 1

Agenda Item

5

Serco Publicversion 1.0

Contents

1. Executive Summary

2. Agresso issues current status and forecast

3. Payroll – Corporate and Schools

4. Accounts Payable

5. Projects

Page 2


Executive summary

3

Projects

• All projects are now being tracked through the Portfolio Boards on a fortnightly basis. An overview of the status of each of the

projects is to be given at the Recovery Group detailing the RAG status for each projects

Agresso

• Stabilisation has been completed and a new 2016 Rectification and Version Upgrade project has been initiated. The Rectification

elements will continue to be delivered in sprints with Sprint 1 underway and is due to be completed by the 29th July.

• The upgrade to a new version of Agresso which will enhance functionality especially for the Financial elements of the system will

be carried out from August to October inclusive.

• The outstanding Reports, System Processes and Interfaces that were not fully completed in Agresso Stabilisation Sprint 4 have

been incorporated into Sprint 1 of the a Rectification and Version Update project

Payroll

• Payroll contacts remain consistent with previous months

• An additional payroll team has been set-up to assist with the outcomes from PWC audit and the outstanding contacts that require

further analysis

AP

• Reports are now being distributed to LCC to look at individuals overdue invoices. These are shared with the LCC Agresso System

Administration team on a weekly basis

Page 3

Serco Public

Agresso – Week Ending 15th July 2016

Page 4


Agresso Stabilisation: Processes: Status at 15th July 2016

Agresso Stabilisation Sprint 4 has been completed and the Stabilisation project has now been

completed.

The outstanding items, highlighted in yellow on the following slide have been rolled in to the next

project “Agresso 2016 Rectification and Version Update Project”.

Sprint 1 of the Rectification project started week commencing 11th July 16 and is due to end 29th

July 2016.

Agresso Rectification and Version Update Project will address a list of issues which fall under

the following work streams.

• Purchase to Pay – 12 Items

• Sales to Cash – 3 Items

• Record to Report – 6 Items

• HR – 4 Items

• Payroll – 6 Items

5

Page 5

Serco Public

High Level Plan Forward

Agresso Stabilisation(inc.4.7 upgrade and commitments)

Sprint 1

Optimisation Phase Business As

Usual

Sprint 2

Sprint 3

Sprint 4

Sprint

R1

4.7 Upgrade

Sprint

R2

November

2016

June

2016

Agresso

Requirements

Service Requirements

Cfwd Stabilisation(Schedule 2, 3 & 24)

Schools Issues

LCC HR Requirements

Workshop

Operational

Issues

KPIs/ PIs Investigation Projects

(PWC/Year End/Data Quality)

Business Case

Driven Changes

Sprint

O1

Sprint

O2

Jan/Feb

2017

Sprint

O3

Sprint

O4

Sprint

O5

Rectification Fixes

Pre-Test

Page 6

Serco Public

Payroll – Week Ending 15th July 2016

Page 7


Payroll – Corporate

8

Faster Payments made by payroll month (root cause)

1514

25

7

19181514

37

21

48

32

41

13

33

17

3137

179

31

2

1017

221715

61

0

10

20

30

40

50

60

70

JuneMayAprilMarchFebruaryJanuaryDecemberNovemberOctoberSeptember

AgressoSercoLCC

* 1,000 transferred into the backlog

6,287 6,287

4,913

522546743626 845850210

6,287

0

Total

5,147

234

June Payroll

311

227

May Payroll

483

425

April Payroll

545

495

March Payroll

547

25

February Payroll

557

11

January Payroll

468

466

December

Payroll

427

426

November Payroll

746

3

October Payroll

626

0

September

Payroll

437

437

Contact Backlog

1st April – 30th

Sept

6,287

0

Contact Backlog

1st April – 30th

Sept

Total outstanding corporate payroll queries by month1st April 2015 –15th July 2016; N = 234 CompletedOutstanding

Page 8


Payroll - Corporate

9

Oth

er

To

tal

Ta

x/N

I

Sic

kn

ess

Red

un

da

ncy

Pe

rmis

sio

ns

Pe

nsio

n

Pa

yslip

/P6

0/P

45

Ma

tern

ity/P

ate

rnity

/Ad

op

tio

n

Le

gis

lative

& s

tatu

tory

84

54

2

65

Unp

aid

Le

ave

Exp

en

se

s

Ded

uctio

ns f

rom

Sa

lary

Sta

rte

rs/C

ha

ng

es

/Le

ave

rs

Ba

sic

Sa

lary

An

nu

al L

ea

ve

Hou

rs/O

ve

rtim

e

12 1

2 2

Acce

ss

Outstanding corporate payroll queries for June by type; n = 84

Outstanding corporate payroll queries for May by type; 58

Ma

tern

ity/P

ate

rnity

/Ad

op

tio

n

Pa

yslip

/P6

0/P

45

22

71

18

Pe

nsio

n

2

Le

gis

lative

& s

tatu

tory

Ho

urs

/Ove

rtim

e

Exp

en

se

s

Ded

uctio

ns f

rom

Sa

lary

Sta

rte

rs/C

ha

ng

es

/Le

ave

rs

Ba

sic

Sa

lary

An

nu

al L

ea

ve

Acce

ss

3

To

tal

58

Unp

aid

Le

ave

Oth

er

1

Ta

x/N

I

Sic

kn

ess

Rep

ort

s

Red

un

da

ncy

Pe

rmis

sio

ns

22

Transferred to correct Department

29%

Payslip request

10%

BAU input/Advice & Guidance

45%

Data input/error by Customer

1%

Data input/error by Serco

2%

Closed queries by root cause of

query n = 227


query n = 425

2%


3%Re-allocated to other service area


12%

56%

Payslip request

1%

7%


Data error by System

Page 9


Payroll – Schools

10

Faster Payments made by payroll month (root cause)

* 1,000 transferred into the backlog

Total outstanding schools payroll queries by month

1st April 2015– 15th July 2016; N = 758

7,820 7,822

5,068

723832 92242756

758

2773000

February

Payroll

549

546

January

Payroll

388

388

December

Payroll

407

407

November

Payroll

500

500

October Payroll

723

0

September

Payroll

832

0

Contact

Backlog

1st April –

30th Sept

7,822

0

Contact

Backlog

1st April –

30th Sept

7,822

2

Total

5,826

June Payroll

256

164

May Payroll

480

238

April Payroll

859

582

March Payroll

832

76

CompletedOutstanding

1321

52

2338

53

31

6580

123

31

5152

19

4443

7269

160145

141011481111

0

50

100

150

200

JuneMayAprilMarchFebruaryJanuaryDecemberNovemberOctoberSeptember

AgressoSercoSchool

Page 10


Payroll - Schools

11

466

To

tal

238

Oth

er

Wo

rk S

ch

ed

ule

s

Unp

aid

Le

ave

Ta

x/N

I

Sic

kn

ess

Rep

ort

s

Red

un

da

ncy

Pe

rmis

sio

ns

Pe

nsio

n

Pa

yslip

/P6

0/P

45

1

12

Ma

tern

ity/P

ate

rnity

/Ad

op

tio

n

Le

gis

lative

& s

tatu

tory

Ho

urs

/Ove

rtim

e

Exp

en

se

s

Ded

uctio

ns f

rom

Sa

lary

Sta

rte

rs/C

ha

ng

es

/Le

ave

rs

Ba

sic

Sa

lary

An

nu

al L

ea

ve

Acce

ss

1 13 8

124

180

Outstanding corporate payroll queries for June by type; n = 164


query n =92

Outstanding corporate payroll queries for May by type; n = 238


query n = 242

5 2 1513

8

115

2

Le

gis

lative

& s

tatu

tory

Ho

w D

o I

Hou

rs/O

ve

rtim

e

Exp

en

se

s

Ded

uctio

ns f

rom

Sa

lary

Sta

rte

rs/C

ha

ng

es

/Le

ave

rs

Ba

sic

Sa

lary

An

nu

al L

ea

ve

Acce

ss

2 2

To

tal

164

Oth

er

Wo

rk S

ch

ed

ule

s

Unp

aid

Le

ave

Ta

x/N

I

Sic

kn

ess

Rep

ort

s

Red

un

da

ncy

Pe

rmis

sio

ns

Pe

nsio

n

Pa

yslip

/P6

0/P

45

Ma

tern

ity/P

ate

rnity

/Ad

op

tio

n

2 7

Data inut/error by Serco

4%Referred to other department

11%

Payslip request9%

BAU input/Advice & Guidance 74%


2%

18%

10%

Referred to other department

Payslip request

Data error by System

0%

0%



42%

Page 11


Payovers – HMRC, Pensions and AVC as at 15th July 2016

12

Payover Type Transfer Made

ListingComplete

Reconciliation in GL Complete

Comments

HMRC (Inland

Revenue)Yes No Yes

RTI Return for HMRC (Mar onwards submissions outstanding)

o EYU – March –Testing/Retesting being undertaken on Unit4 support

recommendations – Escalation with Unit4 already in placeo FPS Apr onwards–Reversal currently undertaken to correct error records

– 6 still outstanding as of 21/07/16 (80% complete).

Page 12

Serco Public

Accounts Payable – Week Ending 15th July 2016

Page 13


Accounts Payable

14

AP Overdue trend analysis – at point in time

180

2,238

2,106

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

15-

Jul

8-Jul1-Jul24-

Jun

17-

Jun

10-

Jun

3-

Jun

27-

May

20-

May

6-

May

29-

Apr

22-

Apr

25-

Mar

18-

Mar

11-

Mar

4-

Mar

26-

Feb

19-

Feb

12-

Feb

5-

Feb

15-

Jan

8-

Jan

31-

Dec

11-

Dec

4-

Dec

27-

Nov

20-

Nov

13-

Nov

6-

Nov

30-

Oct

23-

Oct

16-

Oct

9-Oct2-Oct

AP Invoice trend analysis – at point in time

848

4,166

5,014

0

5,000

10,000

15,000

8-

Jan

31-

Dec

11-

Dec

4-

Dec

27-

Nov

20-

Nov

13-

Nov

6-

Nov

30-

Oct

23-

Oct

16-

Oct

9-

Oct

2-

Oct

8-Jul 15-

Jul

5-

Feb

24-

Jun

17-

Jun

10-

Jun

3-

Jun

27-

May

20-

May

6-

May

29-

Apr

22nd

April

25-

Mar

18-

Mar

11-

Mar

4-

Mar

26-

Feb

19-

Feb

12-

Feb

22-

Jan

15-

Jan

1-Jul

TotalLCCSerco

Page 14


Accounts Payable

15

Invoice Backlog Status

Total volume of overdue backlog by status; As of 15th July 2016

551314

992

86435415146

To

tal O

ve

rdu

e

Mis

sin

g g

ood

s r

eceip

t L

CC

With

LC

C R

e-c

ode

r

To

tal w

ith

AP

Ove

rdu

e

Un

kn

ow

n

0R

eg

ula

r w

ork

flo

w ite

ms (

Re

jecte

d b

y L

CC

)

88

VA

T O

nly

In

vo

ice

0

CIS

In

vo

ice

s

2

Pca

rd

42

Ma

nu

al M

atc

hin

g (

E9

99

97

) *

Ne

ed

s M

anu

al P

rocessin

g

25

With

AP

Te

am

to

Ro

ute

0

LC

C S

yste

m A

dm

inis

tra

tion

2,721

To

tal w

ith

LC

C O

ve

rdu

e

LC

C B

udg

et h

old

er

app

rova

l

3,075

Ma

nu

al M

atc

hin

g (

Re

jecte

d b

y L

CC

)

Serco Activity LCC Activity

Page 15


Accounts Payable – KPI Performance April 2015 – May 2016

16

• KPI’s will be reviewed through Q4 of the financial year.

• The previous slides show how this KPI is not 100% within the control of Serco as it requires both LCC and Schools input to achieve

Measure Description –

Full/Long

SMART - Percentage of undisputed invoices paid in each month in accordance with the vendor terms

Measure Description (Short) Percentage of undisputed invoices paid in each month in accordance with vendor terms

Why is it being measured? The Council relies on suppliers to provide necessary goods & services. To maintain supply there is a need

to make accurate payment for that supply. It is therefore important that we make payments in an effective

and business like way.

KPI Detail

Target Service Level 95%

Minimum Service Level 80%

Frequency of Measure Monthly

Unit of Measure Number of invoices paid

KPI KPI Short Description July August September October November December January February March April May June

F_KPI_

01

% of Undisputed invoices paid in accordance

with vendor terms

Data Not

Available

Data Not

Available41.77 34.85 30.35 57.89

Data

Under

Review

39.11 48.80 55.71 55.73 63.05

Page 16

Serco Public

Programme and Projects

Page 17


Description Icon

Baselined Plans

Project Complete

Time RAG: (Red, Amber, Green,

TBC)

End of Stage

Currently Under Commercial

Discussion

Project Dependant

On Hold – Client Request

Currently Under Scope Clarification

LCC Programme Milestone Tracker – Key

C

D

U

S

B

TPage 18


May June July August Sept Oct Nov Dec 2017

Fin

an

cia

l

Se

rvic

e

Cu

sto

me

r

Se

rvic

es

Pe

op

le

Mn

gt

IMT

Str

ate

gic

Accounts Payable Optimisation: 0%, 28/10

Call Recording Pause (Eckoh): 30%, Q1 2017

Channel Shift: 40%,

18/02/17E-Market: 0%,

31/03/17

Payment Gateway Tactical: 20%,

18/10Payment Gateway Strategic: 5%,

18/10

Lincs2Learn Agresso: 80%,

26/08

ADFS: 90%,

30/09

Airwatch: 95%,

31/07

BI-EDW: 10%,

31/12

Biz talk: 90%,

31/12

Business Case (Branch Cache): 5% ,

31/10

Data Centre Relocation: 40% ,

16/11

Design Completion: 57%,

05/08

Direct Access: 10%,

11/11

IMP integration: 0%,

30/12

Interim DR: 30%,

12/10

ISMS - Information Security Management System: 60%,

30/09

ITSCM (IT Service Continuity Management): 10%,

24/11

MIM (Microsoft Identity Management):

0%, 30/06/17

My Portal:15%, 31/12

SCCM Upgrade: 5%,

01/09

Service Activities: 60%,

30/09Service Tooling: 40%,

30/09

Service Catalogue: 79%,

18/08

SQL Consolidation: 90%,

16/11

Telephony Enablement:: 20%,

31/12

TPH Remediation: 20%,

31/03/2017

Payroll Year End: 60%,

30/11

PWC Payroll Transaction Review: 30%,

31/10

LCC Programme Milestone Tracker – Serco Transformation Programme 31 Projects: Stages 2-7

Today: 20th July

Version: 1.0

B

B

B

B

B

D

D

S

S

T

T

T

T

T

Electronic Personnel Files (& Scanning):10%,

31/03/17

Electronic Personnel Files (Data Cleanse):0%,

31/03/17T

Agresso Stabilisation: 99%

30/06

CTI (Computer

Telephony Integration):

99%, 21/06, Awaiting

Closure Certificate

Data Quality

Improvement: 80%, 10/06B

SAP (Part of BI-EDW): 5%,

30/09

MDM (Part of BI-EDW): 95%,

02/09

T

My Helpdesk (Lagan): 0%,

TBCT

21 July 2016

Page 19


May June July August Sept Oct Nov Dec 2017

Fin

an

cia

l

Serv

ice

Cu

sto

me

r

Se

rvic

es

IMT

Serv

ice

Are

a C

om

.IM

T S

tra

teg

icLCC Programme Milestone Tracker – LCC Commissioned 13 Projects: Stages 2-7

Today: 20th July

Version: 1.0

LCC Website: 10%,

31/03/17

Mosaic: 50%,

30/12

Community Hub Implementation: 95%,

01/09

Edica Replacement: 40%,

31/03/17Edica Support: 0%,

30/10

GLL Libraries: 0%, 31/12

IE11 Corporate Deployment: 70%,

08/09

U

Agresso 2016 Collection: 0%, Q1

2017

T

Citrix Farm 1&2: 95%, 17/06B

Web Access Modernisation: 25%,

01/10

SHA-1 Deprecation: TBC,

30/08

Supportive Assistive Technology: 5%,

22/09

BLancaster House: 10%,

30/11

21 July 2016

Page 20

Serco Public

End

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Agenda Item 5 - Modern Mindsetlincolnshire.moderngov.co.uk/documents/s15483... · project “Agresso 2016 Rectification and Version Update Project”. Sprint 1 of the Rectification