Agenda item

Surjit Nagra, HOD and HR Business Partner, updated Members on the Council’s move to a new integrated Finance and Human Resources system.

Currently the Council was operating two separate systems for Finance and HR, which were loosely integrated. The HR system, provided by Frontier, lacked self-service functionality and quick reporting processes, which had led to a lack of timely and accurate HR data. The Finance system, provided by Oracle, was now out of support.

A project to deliver a new, integrated HR and Finance system was therefore commissioned, and was scheduled to be launched in two phases:

1. The Finance and Procurement element of the system was to go live in by the end of 2015.
2. The Human Resources and Payroll element of the system was to go live as of 1^st April 2016.

The benefits of the new integrated system were set out as per the report.

The project was commissioned in line with the Chief Executive’s request for a review of all HR Policies and Procedures, with the aim of ensuring that all policies were simple and easy to use, with added self-sufficiency. It was expected that this in turn would lead to less reliance on HR staff, and therefore additional efficiencies and savings. The integrated system would support this drive.

Members asked a number of questions, including:

How would staff access the system? Would non office-based staff have access?

The system was digital, and would be accessed through a computer portal. All staff would be issued with a username and password. Staff that had limited access to a computer could use an app designed for Smartphones/tablets. As part of the move to a digital system, paper forms such as payslips would no longer be provided. Instead, staff could access their payslips via the system, and print copies if necessary. Staff would be trained on how to use the system.

At times, Staff and Councillors will need paper copies of forms such as payslips, P60s. How will these be provided?

In an instance where the staff member cannot access the required forms, HR would provide these. Similarly, Councillor’s P60s could be forwarded via the post.

How would staff be restricted in accessing sensitive information?

All staff were restricted by permissions, that would limit their access and power to apply changes on the system. For example Managers would have a digital sign-off according to their budgetary permissions., in line with their job description.

What kind of resilience will the system provide?

The system included a backup, with resilience and disaster-recovery options. Support from the service provider would also be in place.

The Council currently provide payroll management for schools. Will the new system cover schools?

There would be no change to current school processes.

Resolved -   That the report be noted.