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TRANSCRIPT
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Outsourcing Human ResourcesThe Dartford Experience
Steve Brooks, Head of Finance and Resources
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Background to Dartford Borough Council
• Smallest district council in Kent
• Population of approx 90,000
• Gross expenditure of £50m
• General fund budget of £12m – and reducing
• We do not do education or social services
• No direct service organisation
• 400 employees – and reducing
• Local pay and conditions
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HR and payroll at Dartford BC 2006/7
• HR – Manager plus 3 fte staff
• All work in civic centre as do 95% of all staff
• Gross cost £233k
• Payroll – 1 fte plus 20% of 2 other staff
• Gross cost – approx £45k
• Payroll not part of HR
• Frontier CHRIS integrated software
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Main reasons for change
• Management Team unhappy with strategic advice
• Senior managers unhappy with HR support
• Staff did not trust HR confidentiality
• Core data unreliable
• Integrated software cumbersome
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Why outsource?
• “always outsource from a position of strength”
• Nice thought but I imagine it rarely happens – not our experience
• Cost was not the main reason for change
• Payroll not considered at this stage
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Options considered
• Three companies approached
1. Small high quality HR consultancy with a few outsource clients
2. National outsource company
3. NorthgateArinso
• NorthgateArinso approached because of the work they were doing with Canterbury CC
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NorthgateArinso
• Not used NorthgateArinso before
• Fundamentally different way of providing the service• remote administration and HR consultancy support
• small on site presence
• senior and strategic support when required
• regular meetings with relevant managers
• regular briefing for managers
• ResourceLink software – My View
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Consideration of two alternatives
• Team consisting of me, one director and two senior managers
• Detailed presentations and discussions
• Visit to NorthgateArinso at Peterborough
• Demonstration of ResourceLink/MyView
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Decision and why
• Unanimous support for NorthgateArinso proposals
• Would totally change the way the HR service was provided
• The two managers had experienced off site HR support and were comfortable with it
• Two good references
• Potential saving of £50k on current costs
• Service Level Agreement
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Payroll
• When we looked further at ResourceLink/MyView it soon became apparent that this would substantially change the way we produced payroll
• I asked for a quote for outsourced payroll and Jenny Erby, Payroll Manager went to see ResourceLink and talk to payroll staff at NorthgateArinso
• Easy decision to include payroll – cost and resilience
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Initial priorities
• Transition stage until ResouceLink/MyView built
• Meet and greet sessions
• Transfer existing policies to Peterborough
• Review policies
• Produce new staff handbook
• Agree admin processes and procedures to transfer to Leeds office
• Prepare payroll for transfer
• Corporate restructure
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Initial timescale
• Started review in March 2007• Temp support from NorthgateArinso in May 2007• Decision in August 2007• Contract for HR commenced October 2007• Payroll live April 2008• MyView – online payslips live May 2008
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First impressions
• Major culture change for staff and importantly managers
• Some found it hard to adjust – “there is no one in HR”
• Further communication about Advice Line and Admin Team
• Restructure delayed implementation of initial priorities
• Trying to do too many things – set achievable objectives
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Key achievements so far
• All HR polices updated
• New comprehensive Employee Handbook
• New HR strategy
• New Competency Framework
• New Managing Attendance policy and procedure
• MyView for:
• Payslips
• Online reporting and managing of sickness
• Online request and managing of leave
• Annual saving of £60,000
NorthgateArinso have access to other expertise and services
NorthgateArinso adapt quickly and can provide additional support at short notice
Respond positively and quickly to criticism and complaints
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Teething troubles and lessons learnt
Teething troubles
• Leeds not sufficiently staffed when we went live• Delays in getting MyView correctly set up• NorthgateArinso working in silos
Lessons learnt
• Don’t try to do too much in one go• Agree up front where services will be provided from
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The future
• Contract for 5 years – ends Sept 2012, option to extend
• Can NorthgateArinso help us to reduce costs and be more efficient?
• Can we establish a joint working HR service incorporating NorthgateArinso and other authorities ?
• Training for future leaders
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Questions
Q&A