Multi-Force Shared ServiceProspectus

02 MFSS Prospectus

Overview

We are delighted to invite your police force to take advantage of our Multi-Force Shared Service (MFSS) centre, which provides payroll, accounting, purchasing and human resources (HR) services using world-class, proven technology and processes. Savings of 30-40% are achievable, representing return on investment (ROI) of 20%+.

MFSS has a shared service transactional hub in Winsford, Cheshire, plus a payroll processing centre based in Northamptonshire. In addition to a fully managed IT system, there is a service desk for fi rst-line support and additional advisory support for staff and managers. Forces retain their professional and decision support roles in-house, and governance is by a joint committee of partner forces. For the front line, MFSS enables IT-based self-service, for example online expense claims, minimising bureaucracy and paper forms.

MFSS is a collaboration between the Cheshire Constabulary and Northamptonshire Police, supported by Capgemini. Now we are keen to recruit other forces as additional partners.

Our solution offers the policing sector an attractive alternative to outsourcing. Services are provided for the police by the police, and accountability remains with the police. You get private-sector effi ciency combined with governance by the partner forces: people who really understand police goals and constraints.

With MFSS, the potential for savings is not capped as it would be with outsourcing. You can do whatever you want to increase your savings, for example through organisational restructuring. The same technology that underpins MFSS also supports wider corporate business services such as facilities and estates, and can potentially transform all police support functions. So there really is no limit to what you can save and what services can be shared.

MFSS Prospectus 03

What is MFSS?MFSS is a live back-office shared service for police forces. It has been developed through a partnership between Cheshire and Northamptonshire Police, with private-sector support from systems integrator Capgemini.

It is based on the principle of moving repeatable high-volume transactions to the MFSS service centre whilst retaining high-value strategic activities in force, close to the front line. It meets service levels that have been established to satisfy the specific needs of the police sector.

MFSS is underpinned by t-Police, a pre-built Enterprise Resource Planning (ERP) and Duty Management solution for the police service. t-Police includes a comprehensive set of processes aligned to top quartile independent industry benchmarks based on Oracle ERP and Crown DMS technology. Both solution and processes were validated by Cheshire and Northamptonshire Police against a national set of police requirements.

MFSS offers:

n A common, scalable technology platform supporting police-to-police collaboration, shared services and common, efficient processes.

n A “vanilla” commercial off-the-shelf solution with no

customisation. This ensures that business benefits are maximised and ongoing support costs are reduced.

n A solution built to national standards, making it straightforward to “on-board” new forces (i.e. bring them on to the system). Standards met include the National ACPO Chart of Accounts Structure, Olympics Policing Skills Categories, CIPFA and HMIC benchmarking codes and UNSPCC codes.

n Data that is mastered in a single application and made available to other applications and processes, maximising data re-use across processes. That means there really is “one version of the truth”.

n A uniform user experience and common user interface.

n Standard workflow-driven processes to support decision-making and process efficiency gains, with clearly identified touch points (i.e. interactions) with retained force functions (see figure 1).

n A comprehensive business intelligence (BI) and management reporting capability, which has been built to allow integrated HR and financial reporting.

n Built-in integration to Zanzibar, the mandated National Police Procurement Hub (NPPH).

04 MFSS Prospectus

Retained Retained

Retained

Retained

Retained

Retained

Force B

Force A

Cheshire

Northants

Force D

Force C

MFSS centreService desk function

Service management

HR transactionprocessing

HR casemanagement

Financetransactionprocessing

Purchasingtransactions

ERPadministration

ERP support (including IT)

Trainingadministration

Customerrelationship

t-Police

Oracle E-Business

DMS Reporting

Documentscanning

Self-service

ConnectivityTelephony*

Email*

Standardisedreporting

Continuousimprovement

Data quality

Figure 1. Interactions between MFSS and retained activities with the various police forces

*Utilising existing technology at host force

MFSS Prospectus 05

MFSS’s strong ROI comes from a combination of a proven shared technology platform with best-in-class processes and governance. Together, these enable a predictable, fast-track transformation of your back offi ce.

Forces that join us as new partners will benefi t from the investment already made by Cheshire and Northamptonshire. t-Police, MFSS’s core system, provides standard pre-confi gured processes that make deployment signifi cantly faster than a traditional ERP implementation.

Standardisation of processes gives a degree of predictability regarding outcomes and delivery certainty that has evaded traditional ERP projects. HMIC’s feedback has been very supportive of our use of benchmark-aligned processes and Key Performance Indicators.

You can expect benefi ts like these:

n On-boarding cost that is only about 30-40% of a typical new build/run.

n Implementation timescales that are about 50% of a traditional approach, so that benefi ts are realised more quickly.

n Rapid return on investment - Cheshire and Northamptonshire anticipate a £31m ROI over 10 years.

In addition to the cashable benefi ts, Cheshire and Northamptonshire are already realising the following benefi ts in specifi c back offi ce areas.

“Recruit to retire” HR process:

n Signifi cant reduction in full-time equivalents (FTEs) needed for HR business support through self-service and an integrated HR system.

n Improved management information and analytics capability through improved data quality and better tools.

n Reduction in the effort required to administer learning thanks to self-service course selection and automated notifi cation of learning requirements, e.g. fi rearms certifi cation renewal, with further potential to deliver training more effi ciently through e-learning.

Duty management:

n Reduction in overtime resulting from better visibility and control.

What can MFSS offer your force?

06 MFSS Prospectus

Figure 2 shows the cashable benefi ts realised by Cheshire and

Northamptonshire in comparison to the equivalent approach using

outsourcing. As the comparison illustrates, taking into account the

upfront investment, the ROI is more than double that of outsourcing

over a 10-year period. Future forces joining the MFSS will have a

signifi cantly reduced upfront investment so the return on investment

comparison is even more attractive.

Figure 2. Return on investment – MFSS versus outsourcing (adjusted net present value)

30

Cas

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enefi

ts

Year(15)

(10)

(5)

01 2 3 4 5 6 7 8 9

5

10

15

20

25

MFSS £m Outsourcing £m

What can MFSS offer your force?n Lower administration costs through more efficient and timely deployment planning of officers, automated staff payment and automated overtime processing and administration.

n Less absence, because better recording improves analysis, scheduling and the return-to-work process.

n More effective deployment of police officers through better decision support for planners, with rostering based on skills and capability, and better visibility of capacity shortfalls.

n Improved front-line services to citizens: the right officer is in the right place at the right time.

Finance procurement and performance (FPP):

n Reduced purchase prices because of better compliance and use of Zanzibar - more spend is under management and maverick spend is reduced.

n Fewer FTEs required for procurement support because less time is spent on managing contracts, tendering, requisitioning, purchasing and paying, thanks to efficient processes and self-service.

n Fewer FTEs required for transactional processing and support activities because processes are leaner.

n Improved financial reporting with our financial statement generator.

n Improved financial management, with timely budget reporting and improved budget forecasts against outcome.

n Improved budgetary control through improved visibility of commitments and accruals.

n More effective and efficient bank statement processes, with automated reconciliation and journal processing.

n Better financial planning and decision-making: quality and accessibility of financial data improve, as do analytics and reporting.

n Fewer FTEs needed for analytics and management information reporting because of more accurate, accessible data and better tools.

MFSS Prospectus 07

08 MFSS Prospectus

The Cheshire Constabulary and Northamptonshire Police had both centralised their transactional services and separated them from the more value-adding advisory and planning functions. They recognised that investment in an integrated technology platform with self-service functionality could provide significant further efficiency savings in the provision of those transactional services. Together, working with Capgemini, they set out to evaluate the business case.

The t-Police technology that they envisaged using could also provide integrated information for managers and enable closer alignment or merging of corporate services functions. In the longer term, this technology would enable further sharing of both transactional and advisory services with other forces. Sharing the cost meant the investment in t-Police was affordable in comparison to the cost of replacing existing disparate systems.

The MFSS Target Operating Model (TOM) was built on best practice shared service metrics and industry standard service levels and processes. The model was designed to become leaner and more efficient over a three-year period.

The benchmark for the business case was that the two-force model had to stand up on its own in terms of return on investment over a 10-year period. Examination of the TOM made it clear that 30-40% savings were achievable, representing ROI of 20%+.

The business case was so compelling that Cheshire and Northamptonshire decided to go ahead. The result was MFSS. As new forces join the MFSS, both they and the existing forces will benefit from economies of scale which will further reduce the cost of the shared service and deliver additional benefits via the MFSS Sustain and Improve framework.

Why Cheshire and Northamptonshire have set up MFSS

Create shared vision

We work with you to review your force’s ambitions for service improvement, set out a vision for the shared service, build trusted teams to steer the project, and explore and test stakeholder acceptance of various options.

Build business case

We help outline the various options with supporting analysis of project costs and benefi ts, payback, governance, options and risk, including change management plans.

Design

Together, we turn the business requirements from the business case into a deliverable service template,

covering service and organisational design and governance arrangements.

Transform

We implement the innovations developed in the design stage. This means a transformation in service delivery covering people, data, processes, training and development, stakeholder management and communication.

Sustain and improve

We work with you to maintain a focus on quality, to monitor data and to develop your skills. Our governance framework enables a continuous cycle of innovation that responds to your changing needs.

Your journey to shared services

You can be sure of a smooth transition on your journey to MFSS. Capgemini has developed a consistent, repeatable “on-boarding” approach for the t-Police solution, enhanced by the experiences and expertise of Cheshire Constabulary and Northamptonshire Police.

This approach, illustrated in fi gure 3, includes supporting documentation and deliverables for all activities.

Createshared vision

Buildbusiness case

Design Transform Sustain and improve

If you decide to become an MFSS partner, our team will support you at every stage of your journey.

We support your transformation

Figure 3. Our support for the “transform” stage of your journey

MFSS Prospectus 09

New forcesolution

con�rmation

Projectpreparation

Con�guration

Data migration

Install interface

Force-speci�cdevelopment

Training

Change management and communication

Technical infrastructure

TestingTechnical cutover

Businesstransition

Early life support

Handover to support

Project reviewenhancementplan updates

Project management and quality assurance

Deals with the service levels and short-term direction.

Strategic steering group – all partner forces have a seat,

ensuring that the future of the MFSS is within the forces’

control.

Responsible for driving continuous end-to-end

process improvement and best practice around

principles of standardisation, automation and bene�ts.

MFSS Joint Committee

MFSS Management Board

Business Process Teams

MFSS Sustain & Improve Group

(Business Process Team Chairs)

One of the advantages of MFSS over outsourcing is that our services are provided for the police by the police, and accountability remains with the police. You enjoy best-practice effi ciency, but governance is the responsibility of the partner forces, who share the same goals and constraints.

The Sustain and Improve governance framework is focused on end-to-end process improvement. It is about improving services at every opportunity in order to

Governance is retained by police

Figure 4. A high-level view of the Sustain and Improve governance framework

10 MFSS Prospectus

increase productivity, reduce cost and add value to the front line.

The success of MFSS hinges on the capability of the MFSS and partner forces to embrace this continuous service improvement ethos, so your participation in governance will be very important. The structure of the governance framework is shown in fi gure 4, with an indication of how you can help to drive MFSS forward at various levels.

PROCESS AREA TECHNOLOGY CURRENT POTENTIAL

SERVICE TYPE SERVICE SCOPE

HR Transactional services Oracle R12 – Learning Management MFSS

Oracle R12 – Human Resources

Finance Transactional services Oracle R12 – Accounts Payable

Oracle R12 – Accounts Receivable MFSS

Oracle R12 – iExpenses

Payroll Logica Payroll Bureau MFSS

Procurement Transactional services Oracle R12 – Purchasing MFSS

System Administration Oracle R12 – System Administration MFSS

Application Management Capgemini AM Service (Sale) MFSS

Hosting Capgemini/SkyScape MFSS

Time Recording/Leave Crown Open Options (Integrated) Self Service

Procurement Requisitioning Oracle R12 – Purchasing Self Service

Zanzibar punch-out

Management Information Oracle Business Intelligence Applications Self Service

HR Strategic/L&D Design and Delivery Oracle R12 – Learning Management

Oracle R12 – Human Resources Local Retained 4

Crown Open Options (Integrated)

Duty Planning Crown Open Options (Integrated) Local Retained 4

Finance Advisory Oracle R12 – General Ledger Local Retained 4

Estates Oracle R12 – Asset Management Local Retained 4

Facilities Oracle R12 – Asset Management Local Retained 4

Distribution and Logistics Oracle R12 – Inventory and Order Mgt Local Retained 4

Printing Local Retained 4

Fleet management Local Retained 4

IT service desk Local Retained 4

IT Business Systems (e.g. Airwave) Local Retained 4

Corporate Communications Local Retained 4

Direction/Strategy Local Retained 4

Corporate Service/Development Local Retained 4

Projects Local Retained 4

Planning Local Retained 4

IT strategy Local Retained 4

What should I do next?

Forces should consider some key questions before starting the shared service journey. Follow the link below to complete a short self-assessment:

www.multiforcesharedservice.co.uk

The MFSS website also contains further information about the MFSS services, along with answers to frequently asked questions.

Next steps

An expanding service offering As MFSS matures, there will be further opportunities for savings through inclusion of additional services, for example to provide shared estates and facilities services. The scope will develop over time, through continuous improvement and with the support of partner forces. The table below shows the services currently provided by the MFSS and those retained in force (“Local Retained”). All of the latter could be provided as shared services in future.

Table 1: Future opportunities

MFSS Prospectus 11

About Cheshire Constabulary

Cheshire Constabulary was founded in 1857 and is now responsible for policing nearly a million people.

The Force covers an area of great diversity, with large rural expanses, areas of extensive heavy industry, the areas of Chester and Warrington and also polices more than 200 miles of motorway.

The international airports at Manchester and Liverpool lie on our boundaries as do the counties of Shropshire, Staffordshire and Derbyshire, and North Wales.

There are approximately 2,081 regular Police Officers, 220 Police Community Support Officers and 1,464 civilian Police Staff.

About Northamptonshire Police

Northamptonshire Police is responsible for policing the county of Northamptonshire, covering 914 square miles with a population of around 683,800.

The Force responds to incidents 24-hours-a-day, seven days a week and receives more than a million phone calls every year. More than 120,000 of these are emergency 999 calls requesting immediate police attention.

Police officers and staff operate from the Police Headquarters and police stations based in Brackley, Corby, Daventry, Kettering, Oundle, Northampton, Rushden and Wellingborough, alongside some of the major routes into the county.

The Force operates 17 Safer Community Teams and numerous specialist policing units to tackle crime across the county and support the policing of high profile annual events, such as the British Grand Prix at Silverstone, which attracts thousands of people to the county.

About Capgemini

Capgemini is a leading provider of consulting, technology and outsourcing services Together with its clients, Capgemini creates and delivers solutions that meet business needs and drive results.

A deeply multicultural organisation, Capgemini has developed its own way of working, the Collaborative Business Experience®, and draws on Rightshore®, its worldwide delivery model. Learn more about us at http://www.uk.capgemini.com

How do I find out more?

Please contact us to arrange to see MFSS in action.

Sarah Copley-Hirst, Head of the Multi-Force Shared Servicesarah.copley-hirst@cheshire.pnn.police.uk

Mark Iveson, Capgeminimark.iveson@capgemini.com

General Enquiriesmfss.general@cheshire.pnn.police.uk

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