the HBS news Contact: [email protected]@HBS_Health THE NEWSLETTER FROM HEALTH BUSINESS SERVICES 3rd Edition in this issue HBS Estates develop CUH oncology unit: Page 12 Five great reasons to register today: Page 3 O O N N L L I I N N E E P P A A Y Y S S L L I I P P S S HBS HR Pension Improvement Programme: Page 20
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the HBS news - HSE.ie · to be a central theme of the HBS journey. The use of digital will transform the ... Following a series of updates and introductions from all HBS business
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concept that digital business really is part of everyone’s
business. This is particularly evident with the creation of
the HBS Digital Community, the genesis for which came
about as far back as 2016.
Around this time, it was becoming apparent that each HBS
Business Units was experiencing an increasing
dependence on technology to support business activities
and change programmes. There was a real requirement
within HBS to establish a coordinated digital view to
ensure:
1. Visibility of all digital projects in order to recognise
codependencies.
2. Digital resource capabilities would be identified and
optimised.
3. Opportunities for digital enablement could be
recognised and encouraged in order to support the
delivery of business excellence through HBS’s
customer centric business model.
4. Coordinated engagement with the Office of the
Chief Information Officer (OoCIO) for consistent,
compliant and secure technology delivery.
To support these aims, Digital Innovation Business
Manager, Kevin Kelly within HBS Business Excellence and
Innovation saw it as essential that the organisation
enabled, fostered and supported the flow and
synchronisation of ideas, knowledge sharing and mutual
support between HBS employees across all business
units. Staff participation and engagement would be key if
HBS was to shift from ‘doing digital’ to ‘being digital’.
When a new HBS Digital Community group Kevin created
on Yammer attracted unexpected levels of membership
and social interaction, he knew he had tapped into
something. And so, the idea of a HBS Digital Community
was born, a network that would bring together staff
members engaged in digital or technology related activities
and initiatives, whether it be maintaining locally developed
databases through to managing multimillion euro projects
to deliver enterprise scale technology solutions.
The only prerequisite was that community members
would share a common passion to deploy innovative
digital solutions to support business initiatives that would
benefit HBS’ business partners and ultimately, HSE
service users.
Virtual becomes a RealityDuring December 2018, virtual became a reality when a
oneday networking event, organised by Kevin and his
Digital Innovation team was attended by over 50 HBS staff
members. Opening the day, HBS National Director, Jane
Carolan in her keynote address challenged the community
to help define HBS’s hugely important digital agenda for
the coming years.
The inaugural event sought to deliver two outcomes (1) to
introduce attendees to their colleagues across HBS and
provide an insight into respective activities outside of their
own business unit and (2) to use the knowledge in the
room to help drive forward HBS plans in a collaborative
and open forum.
SSeettttiinngg tthhee ddiiggiittaall bblluueepprriinntt ffoorr HHBBSSKevin Kelly on stage during one of the Digital Community events earlier this year. Below, one of the events in action.
5the HBS news // Vol. III
Following a series of updates and introductions from all
HBS business units and the OoCIO, the attendees were
then invited to break out into groups to discuss and
brainstorm on three specific themes:
(1) Delivering Services for the Digital Age
(2) Deploying Automation, BOTS and IoT
(3) Connecting and Visualising Data.
A second networking day was held in May 2019. As well as
showcasing three innovative digital solutions from within
the community, attendees were invited to expand on the
output from the first day across the same three themes.
The result proved to be remarkable.
As each group deliberated over and documented a set of
actions, their respective proposals were projected in real
time onto a large screen. By the end of the one hour
session, a digital framework had literally surfaced from
within the room and the community had delivered a digital
blueprint for HBS.
Continuing the JourneyIn order to continue harnessing the energy and
enthusiasm of the community to further deliver insights
and recommendations these events will become regular
sessions. New relationships have been established, there
is a better appreciation of each other’s challenges and
already the green shoots from mutual understanding and
knowledge sharing are beginning to emerge in the form of
collaborative working. Membership of the community is
fluid, so as people move between roles and indeed in and
out of the organisation, so too will ideas and opinions
change.
To quote Margaret J. Wheatley, “There is no power for
change greater than a community discovering what it
cares about.”
The HBS Digital Community has discovered its common
bond, the power and benefit of this diverse community has
now been realised and so it will continue as HBS and the
broader HSE continues to adapt and change.
A further Digital Community Networking session
will be scheduled in 2020
If you want to go quickly, go alone. If you want to go far, go together.
6 the HBS news // Vol. III
Following a successful go live in the North East in
November 2018, the West Phase of the HBS Payroll
Stabilisation Programme has now been completed.
Commencing in January 2019, the West project was
delivered over 7 months, with all payroll groups live by
the end of July. Over 13,000 employees and pensioners
migrated from the existing Unipay payroll
system, to the ResourceLink Payroll
Software solution.
Sean Molloy, Payroll Manager West,
attributes the successful golive to his
team, by saying: "The commitment and
attention shown to the project by the
payroll team was crucial in the successful
implementation of this project."
As the existing Unipay Payroll solution will no longer be
supported after December 2019, it was agreed with the
HBS Governance Committee in 2018 that as an interim
measure the stabilisation programme would migrate two
HSE Areas, North East and West to ResourceLink. The
programme remit was further extended to include the
South. All three areas will subsequently transition to the
HBS NiSRP programme provided SAP solution at a later
stage.
As well as the primary objective of the programme
ensuring the continued delivery of payroll services, the
programme endeavours to limit as much as possible the
change and impact on the nonpayroll staff involved in
the end to end process.
The next programme deliverable is to migrate the South
to ResourceLink. This project commenced in March 2019
and the planned golive is this winter.
Roll out of HSE Payroll Stabilisation Programme
Members of the ResourceLink payroll system implementation team working on go live in the West, part of the Payroll Stabilisation Programme.
7the HBS news // Vol. III
Supporting the digital developments of HBS HRThe HR Digital Systems Team and the
National Electronic Document and
Records Management System (EDRMS)
Project Team (Therefore™) have merged
to become HBS HR Digital. System users
will benefit from the combined support and
experience of both teams. The team will be
operating under the leadership of Wendy
McDonald, General Manager, HBS HR
Operations & Business Development. The
teams are located in Merchant's Quay,
Dublin, and Manorhamilton, Co. Leitrim.
Development work throughout 2019
includes:
Employee Self Service – Manager Self Service (ESS/MSS)
National Integrated Staff Records and Pay
Programme (NiSRP) introduced an
Employee/Manager SelfService app which
allows staff apply for leave, travel and
subsistence, view payslips and change
personal information. This was
successfully implemented in the East in
May 2019 and will continue its national roll
out over the coming months. This app will
be available on any smart phone, PC or
internetenabled device.
One of the major developments as part of
this programme was the introduction of the
SAP Connector which allows information to
be submitted via the app to SAP and then
securely stored on employee’s digital file in
Therefore. The role of the HBS HR Digital
(Therefore) team in configuring Therefore
to become the central repository for ESS/
MSS has been instrumental in the
successful implementation of the ESS/
MSS project.
Digital Enablers for Pensions
The ongoing development and rollout of
the National Pension Management System
is part of the remit of the team.
This system is currently live in 7 out of 8
pension sites nationally:
Manorhamilton Kells Galway
Merchant's Quay Tullamore Limerick Cork
The remaining pension site, Kilkenny, is
scheduled to go live in Q4 of 2019 which
will achieve 100% system coverage
nationally. The team continues to work
collaboratively with the Pensions
Improvement Programme, colleagues from
OoCIO and HBS Digital, to assist in
identifying potential opportunities for a
Pension Enterprise Solution as well as
looking to expand on the functionality of
existing systems.
Other projects:
HBS HR Recruit & Garda Vetting Liaison
Office
The HBS HR Digital team is providing
assistance to HBS HR Recruit to ensure
the functionality of available digital
enablers is maximised to achieve best
practice in local and national recruitment
practices. The governance committee are
reviewing a comprehensive business plan
in relation to digital enablers which will
assist the Garda Vetting Liaison Office to
deliver their broad range of services.
Robotic Process Automation (RPA)
Garda Vetting and National Personnel
Records have been identified as pilot sites
for Robotic Process Automation (RPA).
This project is now at funding approval
stage.
Contact Details
Members of the HBS HR Digital Team Eoin McDonagh, Lisa Toolin, Gerry Molumby, Tom O’Connor, Wendy McDonnell
(GM HBS HR Ops), Eithne Fox (AND HBS HR), Dave Armstrong, and Philo McCabe.
8 the HBS news // Vol. III
HBS increasing efficiencies in invoice processing
HBS Finance is on track to
significantly increase efficiencies
with invoice processing whilst reducing
the use of paper in the payment process.
This exciting initiative is associated with a
European eInvoicing Directive which
requires all Public Sector Bodies to
receive and process electronic invoices in
compliance with the European Standard.
The Payment Services unit within HBS
Finance have successfully applied for EU
funding for the implementation of the
European eInvoicing Directive 2014/55/
EU. This was a PanEuropean application
in conjunction with partners in IT Sligo
and a number of Sicilian public sector
bodies. The project is funded by the
Connecting Europe Facility (CEF) which
is a building block supporting public
administrations in complying with the
European eInvoicing Standard. The first
meeting of this ‘Crossborder uptake of
eInvoicing and innovation’ partnership
took place during September.
The HSE will acquire an eInvoicing
processing solution to enable it receive
invoices electronically*(via EDI). This will
include a PanEuropean Public
Procurement OnLine (PEPPOL) Access
Point and a Service Metadata Publisher
(SMP). The European Standard
compliant eInvoicing service will be
available to all health care authorities in
Ireland. Once implemented, the HSE will
be in a position to receive electronic
invoices from Irish and European
suppliers that comply with the new
European standard.
The project activities will be completed by
December 2020.
Brian Lunney, Head of Payment Services and Sean Thorton, Payment
Services Training Manager at the kickoff meeting of the CEF eInvoicing
project in September.
9the HBS news // Vol. III
GGaammee,, sseett aanndd mmaattcchh ttoo oouurr VVaalluueess IInn AAccttiioonn cchhaammppiioonnss Well done to our HSE colleagues who
took part or supported the first
Eccentric Picnic Values In
Action South East event
which took place in the
grounds of St Canice’s
Hospital, Kilkenny. This was
a collaborative event to bring
the old tennis courts back to
a playable condition, so that
they could be used by staff
and the wider Kilkenny
community. The event had
thrills and spills, fancy dress,
music and a bit of networking
on the day, with more than
65 staff from all departments
attending. Thanks to HBS
Estates, our mental health
staff, the St Canice’s
maintenance team, and all involved in
making the day possible. A big shout out to
Breda Murphy for the great concept and the
VIA cluster to bring it all together.
It was a healthy event thanks to the Health
And Wellbeing staff who provided amazing
fruit platters and refreshments. Thanks also
to Broderick's Music
Warehouse and Woodies
for some contributions
towards the event, and
finally congrats to our four
colleagues in public health,
who took part in the final to
win the overall VIA
perpetual tennis cup, which,
along with all the
trophies and
medals, were
donated for our
event. Feedback
from the event
was amazing and
led to the
inaugural 2019 St Canice’s
Campus September Tennis
League. There will be updates in
next issue of the HBS news.
10 the HBS news // Vol. III
Professionalising procurement in the Irish health serviceThe HSE and its Section 38 and Section
39funded agencies purchase circa
€3.2 billion each year of goods and
services that’s a staggering €8.8 million
for each day of the year, more than
€6,000 each minute, or more than €100
per second.
Every single time a purchasing decision is
made in the public health service, public
procurement considerations apply. This
means there are rules and regulations
that must be complied with to ensure that
the health service procures correctly and
achieves best value for money.
These include EU Procurement
Directives, Irish Statutory Instruments
(S.I.), Public Procurement Policies,
Government Circulars, Procurement
Guidelines and HSE National Financial
Regulations (NFR). Noncompliant
purchasing can result in poor value for
money resulting in reduced patient care
and service delivery somewhere in the
public health system.
The EU Commission views public
procurement as an instrument to achieve
smart, sustainable and inclusive growth,
which could have significant economic
impact in contributing to jobs and cross
border trade.
Public procurement can also make a
strategic contribution to horizontal policy
objectives and societal values such as
innovation, social inclusion and economic
and environmental sustainability.
Therefore, the most efficient use of public
funds needs to be ensured and public
buyers need to be in a position to procure
according to the highest standards of
professionalism.
Enhancing and supporting
professionalism among public
procurement practitioners can help foster
the impact of public procurement in the
whole economy.
Commission Recommendation (EU)
2017/1805 of 3 October 2017 on the
professionalisation of public procurement
— Building an architecture for the
professionalisation of public procurement;
encourages the development and
implementation of professionalisation
policies in Member States to help to
increase the profile, influence, impact and
reputation of procurement in delivering
public objectives.
The EU Commission has also
commissioned the development of a
European Competency Framework for
Public Buyers, which is nearing
completion. HBS Procurement has been
to the forefront in regards to translating
this into a comprehensive Competency
Framework for the development and
professionalisation of all participants in
the Irish health service’s procurement
function.
A key strategic objective for HBS
Procurement is to support health service
delivery by providing continuity of supply;
ensuring availability of appropriate quality
goods and services where needed, when
needed, and to achieve greater value for
money.
In this regard, a compelling vision has
now been set to build a sustainable
architecture for the professionalisation of
HBS procurement.
Development and implementation of a
robust, agile learning and development
educational model is currently in focus
which will raise progressively the levels of
capability across the public health service
procurement function by embracing,
aligning and operationalising;
– The Customer (Patient & Service
Provider) at the center of everything
we do;
– Best in class public service innovation
competencies
– Best in class lean, business
excellence
– Core behaviours that drive HSE
Values in Action
Some of the HBS Procurement team undertaking the Quality and Qualifications Ireland (QQI) accredited bespoke
Public Procurement Supply Chain Excellence Level 7 Certificate programme and Level 7 Diploma
programme in University of Limerick.
11the HBS news // Vol. III
HBS Procurement collaborates with University of LimerickWorking in collaboration with HBS
Business Excellence and Innovation,
and the University of Limerick (UL),
HBS Procurement has developed a
comprehensive syllabus to deliver a
Quality and Qualifications Ireland
(QQI) accredited bespoke Public
Procurement Supply Chain
Excellence Level 7 Certificate
programme and Level 7 Diploma
programme. In excess of 100
procurement practitioners from across
HBS Procurement, HSE, Section 38
and Section 39 health agencies have
enrolled and are currently
participating in these programmes
which combine Public Procurement,
Supply Chain and Business
Excellence modules.
HBS and UL are also collaborating to
develop a QQI accredited, bespoke
Level 8 Degree and Level 9 Masters
in Public Procurement Supply Chain
Excellence.
Work is also underway
– On a bespoke Apprenticeship
in Supply Chain programme for
public service procurement.
– A ‘Procurement for Non
Procurement Managers
Programme’, which will be
delivered inhouse with formal
accreditation from UL.
HBS Procurement intends that all
persons involved in the procurement
of goods and services in the health
service will be in a position to procure
according to the highest standards of
professionalism to ensure we achieve
best value for money.
Above, a cohort of students undertaking the Quality and Qualifications Ireland (QQI) accredited bespoke
Public Procurement Supply Chain Excellence Level 7 Certificate programme and Level 7 Diploma
General Manager Martina O’Byrne, from the Pension Improvement Programme describes this “as the first initiative in the progression of our multiyear programme of work which encompasses developing and enhancing how Pension information is gathered, collated and communicated to our employees”.
Project Manager Fiona Doohan has led the programme team on this significant work in data collation for the Single Scheme encompassing all payment areas nationally, resulting in approximately 35,000 pension benefit statements issuing to HSE employees.
Pension Improvement Programme – developing and enhancing our pension information