the HBS news
THE QUARTERLY NEWSLETTER FROM HEALTH BUSINESS SERVICES WINTER EDITION 2018
Collaborathon P8
HBS on the ball P14
Values in Action P11
Estates update P7
the HBS news // winter 2018
A message from the Director of Health Business Services A VERY warm welcome to our first HBS staff and customer newsletter. I am delighted to have this opportunity to connect with you all and share our HBS news.
services and solutions are highly appreciated. Great thanks too to my own HBS Leadership Team, who work tirelessly in paving our progress, ensuring all our business areas deliver.
As we approach year end, it is timely to reflect on the year gone by and to take the opportunity to celebrate the great progress we have made. We have another 12 months with our current HBS Strategy of 20172019 and while we are already planning for the next phase of our strategic journey in 2020, we are also very much focussed on completing our current programme of work in 2019.
Innovation really was one of the key themes for HBS this year: Innovation is about collaboration, about connecting different strands of thought, maximising digital opportunities and facilitating discovery.
There was significant momentum gathered for our business division during 2018 and this is greatly attributed to our HBS people, their dedication, commitment and vision. This year I visited a lot of our HBS locations and was delighted to meet many of you. It was great to hear your perspectives, challenges and ideas and I look forward to more of these visits in 2019. We continue to be supported by the HSE Leadership Team, who hold great trust in our model and our professional business
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We have seen that ideas are best coming from our people, who are well placed to envision how improvements can be brought about, and the value they can bring. Innovation brings excitement and business benefits and we need to instil this thinking in our people. I would like to call out to each and every one of you to connect with us. Send us your ideas, observations and suggestions on how we can help HBS build a better health service. Connect with us here. We will bring you an update on this within the next edition. A further word of thanks goes to our Business Partners with whom we work
closely to ensure our services and solutions support delivery on the frontline. We continue to engage with them on our evolving partnership model, the HBS business model is maturing and we are receiving positive feedback in this regard. We also have strong strategic alignment both internal and external to health and it is important that we continue to engage with partner organisations in order to share the knowledge and the learnings. Finally, I would ask you to take some time to read this newsletter, catch up with the HBS news and we look forward to bringing you further updates in 2019. In the meantime, thanks again for your continued support and wishing you all a very happy and safe Christmas. I would particularly like to thank all those of you who are working over the Christmas period in order to support frontline service delivery. Nollaig shona duit go léir.
Jane Carolan, National Director, HBS the HBS news // winter 2018
A message from the Deputy Director of Health Business Services CULTURE and employee engagement were identified as key elements to support the success of HBS when we were established in 2014. Since then we have continued to invest in the HBS team wherever possible. Over the last year we have had the pleasure of being able to provide opportunities for over a third of HBS staff, to avail of a range of development and training opportunities. I have had the pleasure of addressing the participants at a significant number of these courses and have taken the opportunity to speak about the HBS Strategy which underpins everything that we do. Our strategy provides us all with great clarity of purpose and allows every member of the HBS team to connect with the value we bring to the organisation in a very tangible way. At a recent event for HBS senior managers we reminded ourselves of the HBS mission to provide high quality business services to the Irish Health System, and our vision to be a customer focussed provider of leading practice business services.
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Our mission and vision remain as valid today as when they were first developed. As you will know we collectively achieved 85% of the actions we set out to do under our first strategy 2014 – 2016. Our current strategy 2017 – 2019 identifies 22 actions which we are pursuing. These actions range in size and complexity but each one is designed to transform, develop and enhance the way we provide our services to the wider health system. We monitor progress against all aspects of these 22 actions on an ongoing basis and we are very optimistic that we will achieve a similar high level of success across these strategy objectives by the end of 2019. This level of achievement is only made possible through the continued commitment, focus and energy of everyone on the HBS team in Estates, Procurement, HPSA, HR, Finance and Business Excellence & Innovation. As a provider of business services in health we identified the following goals under our 2017 – 2019 strategy: 1. Health Service Improvement – Support the implementation of the vision outlined in Future Health
2. Enabling Environment – Address key enablers for a successful innovative HBS environment 3. Service Culture – Fully understand and deliver the service expectations of our business partners 4. Operational Excellence – Deliver a quality set of welldefined services to a high standard 5. Effective Resource Usage – Deliver services that represent value. These continue to be the goals which guide our decisions and activity. As we come to the end of 2018 we can collectively be very proud of what has been achieved to date and the value HBS delivers on a daily basis to our customers and business partners. Looking forward to a new year I have every confidence that we will continue to challenge ourselves to deliver on these goals and realise the actions we have identified in our 20172019 Strategy. Wishing you all a very happy Christmas and new year.
John Smith, Deputy National Director, HBS
the HBS news // winter 2018
A day in the life of...Yvonne Gregory, Portfolio Manager
A message from the editor Hello and welcome to the first HBS News. This publication is for staff and customers of HBS and we are particularly delighted to launch with a bumper Christmas edition. The HBS News has something for everyone: You can catch up with
ONE year ago, I took the post of
delivery in conjunction with
other strand of my role is very
the business units and get an insight into some of the projects
Enterprise Performance and
stakeholders, and advise on the
closely linked to the HBS strategy
underway, whilst also getting a sense of the people working across
Programme Portfolio Manager
application of appropriate
also. This is the measurement of
the business divisions. Under the business spotlight
with HBS.
mitigating actions within the scope
the performance of our enterprise,
slot for this edition we caught up with Business
of my role.
and how the tasks identified
Excellence and Innovation and bring you their latest
In this role I implement robust
Of course in reality my role as
within, or closely linked to our
news! Collaboration, innovation and connection
project management in line with
programme portfolio manager
various actions, are performing.
have been high on the HBS agenda during 2018 so
the programme for Health Service
means I have to map, plan, liaise,
HBS refers to these as our
be sure to take a look at our feature on the
Measures of Success. An iterative
Collaborathon. Find out how the future certainly looks bright with
set of measures, they will continue
the realisation of €665,000 savings through HBS service
to be evolved with this Strategy
improvement projects incorporating Lean methodologies, supported
Improvement methodologies, assist in
communicate, motivate and influence multiple project stakeholders. I
progressing the
sometimes think that
and the next.
by Operational Excellence in HBS Business Excellence &
key tasks and
trying to do my job and
Over the last year, I have learned
Innovation.
deliverables of
manage without a
that the multiple parts of HBS
It wouldn’t be Christmas if we didn’t talk turkey and treats so we
function in such a way that
have some lovely recipes for you to try out over the festive season,
operationally they keep the lights
all courtesy of Bord Bía.
on for the whole of the HSE
I know it’s not even New Year yet, but we have already started
all HBS projects
project plan would be
with the sponsor/
like trying to have a game
project lead, and
of football without a game
oversee with key stakeholders the
plan see how we can beat the
organisation, our strategy is the
thinking about a healthier HBS. HBS Healthy Ireland Health and
project plan through the full
best in the world when we have
light at the end of the tunnel, and
Wellbeing survey results are available for you to read inside, and
lifecycle from initiation to closure.
one of these!
the management of our projects is
you will be hearing more about the HBS Healthy Ireland
The purpose of my role is to assist
Thankfully, we have a structure
the train engine that moves the
Implementation Plan in 2019. Speaking of change, why not check in
in realising the HBS Strategy
within HBS which facilitates and
organisation forward.
on a modern business place with National Integrated Staff
20172019. To facilitate this, I
enables good project
It is rewarding to be part of a
Records. Finally, I would like to thank all the contributors to this first
work with each Project
management. In the main, this is
progressive and visionary division
edition, a production like this is a team effort and I am delighted that
Management Lead to ensure
a system called Project Vision,
called HBS which is making a real
HBS has quite the team!
quality standards are maintained,
although some of our PMs are
difference to the delivery of
Wishing you all a very happy Christmas – see you in 2019!
report on project progress to the
using variations of this to achieve
services at such a time of
relevant groups, identify
their project goals, and deliver on
transition within our healthcare
impediments and issues to
their Strategy commitments. The
system.
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Elaine Lynch
HBS Communications Manager the HBS news // winter 2018
Payroll Stabilisation Project ‘GoLive’ for the North East THE first phase of the Payroll Stabilisation Project has been implemented in the North East to include Our Lady of Lourdes. More than 10,000 employees and pensioners have been migrated from the existing Unipay payroll system to the ResourceLink payroll software solution. The Unipay payroll system will be out of support after December of next year (2019). Commencing January 2018, the project was delivered across 10 months, with all payroll groups live at the beginning of November. This phase was successfully delivered thanks to the dedication and the commitment of the payroll operations team in Kells who worked alongside the project team in HBS Finance. Gillian Hyland, Payroll
Members of the Payroll Operations Team who worked alongside the Project Team in HBS Finance.
Manager North East, attributes the successful GoLive to her team: “As a
been dedicated, loyal and supportive throughout this
the stabilisation project will migrate
provided SAP solution at a later
on the nonpayroll staff involved in
two HSE Areas (HSE North East
stage. The primary objective of the
the end to end process. Phase 2 of
manager you are only as good as
project”.
and West) to ResourceLink. Both
project is to ensure the continued
the project to migrate the West
the team around you and I am so
Agreed with the HBS Governance
areas will subsequently transition to
delivery of payroll services, along
Payroll will commence in January
the HBS NiSRP programme
with endeavouring to limit the impact 2019.
proud to work with a team who have Committee as an interim measure,
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the HBS news // winter 2018
HBS Estates in the spotlight HOW do we respect the HSE’s built heritage whilst
HBS Estates often need to renovate and reopen listed buildings the new primary care centre in Grangegorman was one such project
also futureproofing our health service; this is the challenge facing HBS
Minister for Health, Simon
Estates.
Harris TD along with Minister
Across the HSE are many
for Finance and Public
historic buildings that need to
Expenditure and Reform,
be updated without any
Paschal Donohoe TD unveiled
negative impact on their design
a commemorative plaque on
and layout. One such case is
Wednesday, September 19, to
the listed laundry building that
mark the official opening of the
made up part of the former St
new Grangegorman Primary
Brendan’s Hospital in
Care Centre.
Grangegorman – a building
Minister for Health Simon
which has been sensitively modernised and absorbed into
Harris TD said, “It is a pleasure
The revamped facility in Grangegorman.
to be in Grangegorman to
a state of the art primary care
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officially open the Primary Care
centre for the north inner city.
facility provides a variety of
centre, serving the wider North
refurbishment of the former
Centre. Primary Care is at the
Grangegorman Primary Care
therapy and clinical spaces,
Dublin area. Conveniently
laundry building for St
heart of what we do in the
Centre is an important
mental health, community care
located near the North Circular
Brendan’s Hospital, which is a
health service. Making the shift
development for health service
and GP services to the Cabra
Road entrance, the Primary
protected structure. A new
towards primary care in order
delivery in the local community
East and Grangegorman
Care Centre will be easily
block is linked to the protected
to deliver better care close to
and also marks a further step in
communities.
accessible for both staff and
structure by a glazed entrance
home in communities across
the creation of the Dublin
The National Audiology Hearing
visitors. There will also be a
providing a total floor area of
the country is paramount. It
Institute of Technology (DIT)
Aid Repair Service is also now
new pedestrian access on
approximately 3,700m2. The
remains a key priority for the
Campus at Grangegorman.
located here, together with
Grangegorman Upper.
before and after photos show
Government and is one of the
This new facility will enhance
Audiology services serving
Construction of the €15 million
the transformation of the old
key features of Sláintecare.
the provision of existing
North Dublin and Meath areas.
development – overseen by
building delivering new
This new facility will provide a
services, previously delivered in
Ophthalmology services will
HBS Estates commenced in
beginnings to primary health
wonderful, modern day service
older accommodation. The
also be provided from the
March 2015 and required the
care in North Dublin.
to the local community.”
the HBS news // winter 2018
Meet the real transformers THE way we think about
maintain their family member in a
disability has changed in the
home situation. The HSE, under
past two decades, and as a
the auspices of HBS Estates, and
result, how we care for our
disability service providers have
community needs to change
been working with people with a
too – and it’s not just about medical advances, but about
BEFORE
disability, and their families, to
AFTER
progress the move to community
infrastructural changes.
living; to identify where people would like to live, who they would
HBS Estates are working to make
like to live with and the activities
our health service one of the
they would like to be involved in
most progressive in the world,
within their community.
and a large part of their work is
Disability service providers work
engaged in providing homes for people with disabilites to enable
BEFORE
closely with the individual, their
AFTER
families and advocates to
them to move out of large
develop plans for each person to
institutions to homes in the
ensure they are fully supported in
community. Our photos here
all elements of life.
show the incredible work carried
HBS Estates often refit buildings
out by HBS Estates on a home in
in their entirety so that they are fit
Kilkenny.
for purpose.
In line with national policy document, Time To Move On From Congregated Settings: A
BEFORE
AFTER
To this end, in 2016 the
A home in College Gardens, Kilkenny, that was renovated and modernised by HBS Estates.
announcement was made that the HSE would be given
Strategy For Community
places’, and a more modern way
development of community
The emergence of selfadvocacy
dedicated capital funding of
Inclusion, people with disabilities
of caring. Over a period of 100
based services began to emerge,
groups of people with disabilities,
€100m for disability services over
are being supported to move from
years from the 1850s onwards,
spearheaded by parents and
with a strong focus on equality,
the period 2016–2021.
large institutions (congregated
special residential centres for
friends groups.
citizenship and rights was a key
To date this has been focussed
settings) to their own homes in
children and adults with
From the 1980s onwards, the
factor in this advance.
on supporting people to move
the community with the supports
intellectual disabilities were set
thrust of policy and practice has
Current policy favours the
from a number of priority sites,
they need.
up in Ireland, mainly by religious
been moving steadily towards
development of community
where the premises are
It is about supporting people to
orders.
community inclusion for people
based alternatives and supports
unsuitable from both a health and
‘live ordinary lives in ordinary
From the 1950s, the
with disabilities.
for families to enable them to
safety, and a care perspective.
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the HBS news // winter 2018
First Joint Digital Collaborathon In midSeptember the first Joint
and facilitators utilised Samsung's
Digital Collaborathon was hosted by
55inch digital flipcharts to create
Health Business Services from the
representations to showcase their
Health Service Executive; Business
chosen solution. The team then had
Shared Services from Health and
to prepare their threeminute elevator
Left and below,
Social Care Northern Ireland, and
pitches, after which the judging panel
attendees, speakers
Ervia, formerly known as Bord Gais,
who were made up of the senior
and HBS staff at the
in the Trinity Innovation Centre.
management of all three organisations went to discuss
Collaborathon.
In the weeks running up to the event
solutions.
the three organisations brought forward three challenges each that
Jane Carolan, speaking after the
they were facing in their digital
event, said: "The day has been very
journeys. Those at the event were
interesting, the engagements levels
able to select which challenge they
have been high and the networking
took on, and such was the demand
phenomenal, but we want to have
that it was booked out well in
tangible product as well. We are
advance, with almost 140 people
really hoping that some of the
braving Storm Allie to attend.
companies come up with solutions that we will be able to take forward.
The day opened with a warm
We have had our Head of
welcome from Jane Carolan,
Procurement here from the HSE
National Director of Health Business
because we are always conscious of
Services, before a fascinating talk by
conducting business in a compliant
keynote speaker Graham Waller,
way, so he has been giving advice to
Research Vice President in the
industry on how it can do business
Digital Business Leadership research
with us."
team at Gartner. Mr Waller asked
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everyone to keep their creative
There was a fantastic response from
minds open.
all three organisations, with each
The atmosphere for the afternoon
agreeing to take back the three
workshop sessions was electric as
solutions proposed for each of their
people discussed the different ideas
challenges and to look at them in
they had to solve the nine
more detail, while planning for next
challenges. The challenge owners
year’s event is already underway.
the HBS news // winter 2018
HBS and Healthy Ireland The Healthy Ireland Survey is an annual
positively on HBS staff.
the Tobacco Free Campus Policy14 (which
survey of the health and wellbeing of
It is noteworthy that of the five lifestyle
is supported by 60% of smokers). The
the population, furnishing data which
areas presented to participants, a
other lifestyle areas were physical activity,
provides an uptodate picture of the
significant percentage reported a
healthy eating and mental health. A large
nation’s health.
willingness to make changes in all areas
proportion of respondents (3448%)
except that of alcohol (only 14%). This
reported contemplating or preparing to
More than 7,500 people aged 15 years
result, combined with existing national data
change in these areas and therefore the
and over have participated in each of the
around alcohol consumption in Ireland
implementation plan should look at actions
three waves of the survey, which has been
and the low level of awareness (40%) and
to support staff in making those changes.
carried out by Ipsos MRBI on behalf of the
use (9%) of the askaboutalcohol.ie self
Stress management was the next most
Department Of Health.
assessment tool by HBS staff suggests
popular support suggested (47%).
The results from the third wave of the
that staff do not recognise a need to
The study also found that over half HBS
survey were published recently, and they
change personal habits.
staff felt that their stress level sometimes
give us an insight into the health of the
These findings will be key considerations
affected their work.
nation as we head into 2019.
for the HBS HI Implementation Plan 2019
Although lower than for HSE staff overall
HBS takes the health and welfare of our
2021.
(62%), it is nevertheless a concern as
people seriously and have responded by
The report continues: "The steering group
stress is one of the main causes of
carrying out a Healthy Ireland survey of
should look to include actions to promote
reported contemplating or preparing to
employee absence and is linked to heavy
HBS staff. We have also established a
awareness of recommended levels of
change their smoking.
workloads and tight deadlines.
HBS Healthy Ireland (HI) Health and
alcohol consumption and to encourage
The survey report states that HBS must
Although a number of supports are
Wellbeing (H&W) Steering Group to drive
staff to use the selfassessment tool as a
look to support staff in giving up smoking
available for staff to help them cope with
change, influence the wider environment
starting point towards a healthier attitude
by encouraging engagement and
stress, less than half were aware of the
and to focus on supporting more than
to alcohol.
awareness of existing supports (such as
supports.
1,600 HBS staff to live healthier lives. The
"Of staff who smoke (9%), over two thirds
https://www.quit.ie/), and by implementing
Click here to read the survey report.
results of the staff survey will be used to inform the HBS Healthy Ireland Implementation Plan 2019 – 2021. In the Healthy Ireland staff survey report, the survey findings were discussed and suggestions were made as to how the information from the survey could be used to design actions that would impact
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The steering group should look to include actions to promote awareness of recommended levels of alcohol consumption and to encourage staff to use the selfassessment tool as a starting point towards a healthier attitude to alcohol One of the findings from the Healthy Ireland staff survey report
the HBS news // winter 2018
Thirty days to pay The HSE paid €500k nationally on
Circumstances where interest is not payable
Prompt Payment Interest for 2017 a figure that has the potential to secure a
• When a creditor is informed that a
significant GP surgery room in a new
payment is in dispute, the clock stops
Primary Care Centre.
on the 30day payment cycle or
By following some simple, stepbystep
payment day terms of a written contract
invoice processing procedures, such
(Such a dispute may be due to price
unnecessary expenditure can be
issues, incomplete deliveries, faulty
reduced or avoided entirely.
goods or where proof of delivery is
The HSE has 30 calendar days to
required). Payment should
process an invoice for payment after
subsequently be made immediately
which time it becomes a ‘late payment’
after the resolution of any dispute.
and attracts penalties in the form of late
• Lack of Tax Clearance certification will
payment interest.
also result in payment suspension but
Within 30 days, a HSE invoice has to
the payment process will resume
proceed through every step of the
immediately following verification of Tax
payment cycle. This includes the days
Clearance status.
when an invoice is in transit between
• Noncommercial payments are not
one department and another or
subject to late payment interest as the
between processor and authoriser
EU regulations only apply to invoices
within the same department or unit.
for goods or services for business
When does late payment interest become due? • Over 30 calendar days, following the
purposes. The current rate of late payment interest
date of receipt of an invoice. (If an
The current rate (@ July 2018) is
invoice is delayed through a dispute,
8.00%, or a daily rate of 0.022%. There
the creditor must be notified
is no minimum threshold, so amounts
immediately to resolve the issue)
as low as one cent must be paid.
• Over 30 calendar days after delivery
The message is to aim to have all
where an invoice is received before
invoices processed within five working
goods or services are delivered.
days of receipt.
• On the expiry of the payment day
• If you need clarification contact your
terms of a written contract.
local HBS Payment Services office.
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the HBS news // winter 2018
Every day thousands of health service staff across Ireland live our values of care, compassion, trust and learning. Values in Action Week was about building a culture in the health service that reflected our values, so that they are evident every day in every workplace. Here at HBS we embraced this ethos, as these photos of our ViA activities show.
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the HBS news // winter 2018
People's needs defining change
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THERE is a change afoot in the
and learning. The change
priorities that need to be worked
plan and test, identify resources
HSE: People’s Needs Defining
framework provides us with an
on together to create a healthy
and agree Action Plan
Change – Health Services
opportunity to align our existing
culture and environment for
3. Deliver: Implement change,
Change Guide presents the
initiatives in order to benefit from
change.
measure outcomes and support
overarching change framework
our combined effort through a
• Define, Design, Deliver:
sustainability
that connects and enables a
more connected approach.
1. Define: Initiate change, define
Change Outcomes: Being
whole system approach to
People are at the centre of all of
the purpose, assess the context
accountable for performance and
delivering change across the
these initiatives – the Change
and scale and get prepared
the delivery of safer better
system.
Framework prioritises people’s
2. Design: Determine the detail,
healthcare.
The HSE Leadership Team and
needs defining change as the
Trade Unions represented by the
central theme when defining,
Joint Information and
designing and delivering change
Consultation Forum as co
that is tailored to local services
sponsors of the change guide
and needs.
• For more see www.hse.ie/
have signed off on this approach
Fully utilising and resourcing the
changeguide
to change as the policy
implementation of the guide is an
framework and have highlighted
organisational and HR priority –
the importance of a sustained
building change capacity will
focus on implementation across
enable and support staff to work
the system.
with and embrace change as an
The guide shows us how to do
enabler of better outcomes for
change well and provides step
service users, families, citizens
by step templates to assist
and local communities.
managers, team leaders and
The change framework locates
staff to undertake change. The
in one place all of the important
guide also emphasises the
elements that need to be
importance of people and culture
focused on to deliver change
and complements all of the other
well. These include:
service, quality and culture
• People’s Needs Defining
change programmes that are
Change: working with people to
currently making progress
understand their needs and
towards the delivery of person
support ongoing engagement.
centred care underpinned by our
•Create People and Culture
values of care, compassion, trust
Change Platform: the change
the HBS news // winter 2018
HBS Business Spotlight: Business Excellence & Innovation HBS Business Excellence and Innovation is an overarching, enabling
An insight from Julie Ryan, Head of HBS Business Excellence &
resource for the business division of
Innovation
the HSE and incorporates the areas of Business Relationship Management, Digital Innovation and Operational
value that our Business Relationship
The new initiative for Business Excellence
Excellence for which a program was
Managers bring is now being recognised
& Innovation this year was to set up a
established earlier this year with a view
by both our Business Partners across our
Programme for Operational Excellence. I
to embedding a culture of service
Hospital Groups and Community
am delighted that extensive progress has
improvement across HBS. We recently
Healthcare Organisations and the
been made in this space with the
caught up with Julie Ryan to give us an
Business Units within HBS. Indeed, other
appointment of Mary Hanley who will be
overview on what has been happening
public sector organisations are now
leading out on this programme of work with
in HBS Business Excellence &
looking to adopt a similar model as the
the support of her colleagues across the
Innovation.
benefits are becoming evident. While at
Business Excellence & Innovation team. I
times it can be a challenge to quantify
am really looking forward to building a
Julie, can you tell us a little about your
tangible benefits, it is the knowledge, the
sustainable model of operational
area of business and give us an insight
relationships and the trust that has been
Julie Ryan, Head of HBS
excellence across HBS. I believe that a lot
into what 2018 has been like?
built up through our Business Relationship
Business Excellence &
can be achieved through the effective
It has been another busy year for both my
Managers that makes a difference in how
Innovation.
Business Relationship Management,
team and myself. In terms of key
we do our business.
Enabling Technologies and the icing on the
successes for Business Excellence &
What has been going on in the area of
cake will be driving improvement initiatives
Innovation this year, the Business
Digital Innovation?
Innovation team led by Kevin Kelly, Head
Relationship Management model has now
The Digital Innovation Team have really
of HBS Digital. I was so impressed with
been embedded and has become a way of
made progress in supporting HBS on the
the energy and enthusiasm shown that day
• Julie would like thank all her staff for
working for HBS and its business
journey in becoming a digital business and
by staff from all the business units. It is
their commitment and hard work during
partners. This is really a key milestone in
are now the glue connecting the digital
obvious that HBS are now ripe to innovate
the year and would also like to thank
supporting the customercentric business
community across HBS. The sharing of
in this space and challenge the way we do
her colleagues across the business
model that HBS aspires to. The team of
learning across HBS around digital
things with a view to using enabling
units for their continued support and
Business Relationship Managers have built
initiatives and opportunities to exploit
technologies to make it better for our staff
cooperation. She would like to take the
strong relationships across the customer
synergies is well underway. Another key
and our customers.
opportunity to wish all our customers
base while in parallel staying closely
highlight was the recent HBS Digital
Operational Excellence is a new area
and staff a very happy Christmas and
connected to the business units providing
Community Networking Event. This was
under your remit, what does it mean to
look forward to engaging with you all
the services delivered by HBS. The added
managed and facilitated by the Digital
HBS?
again in 2019.
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through the use of Lean methodologies.
the HBS news // winter 2018
HBS is Lean and green at Páirc Uí Chaoimh Jane Carolan, National Director of HBS, with Elaine Lynch, HBS Communications, and Wendy Walsh, Strategic Planning and
Patricia Power, Alison Gallagher and Yvonne Grimes – all from HBS HR.
Performance, Office of Deputy Director.
Michael Coleman, Louise Hannon, Pauline Edmonds, and Stephen Lynch, HBS Procurement.
Stephen Lynch, John Smith Deputy Director HBS, Fra Mollen, Brian Coughlan, Michael Coleman, HBS Procurement.
Course participants and HBS staff celebrate another big win for Health Business Services at Pairc Uí Chaoimh.
How Business Excellence & Innovation are driving a culture of service improvement using Lean
Ken Stockhil from Central Solutions with Damian Walsh, HBS Procurement.
Alan O’Connell and Pat McCarthy, HBS Estates.
14
THE Japanese word Kaizen means
As part of the Operational Excellence
‘improvement’ in business, it means the
programme there has been a focus on
companywide effort to reduce waste and
service improvement initiatives along with
create a more efficient workplace, and
introducing the concepts and tools of LEAN
everyone is involved from the factory floor
delivering quality services and removing
to the boardroom.
unnecessary nonvalue add activities. To
The implementation of the ethos of Kaizen
this end, staff members from across HBS
is what we know as Lean – the elimination
took on projects to find and eliminate waste
of waste, be it waste of effort, waste of
using Lean tools, and the results of their
resources, or waste of energies. The Health
hard work were celebrated recently.
Business Services (HBS) Strategy 2017
Julie Ryan, Head of Business Excellence
2019 profiles 22 key actions to guide the
and Innovation, speaking at a presentation
strategic journey for the business division of
session in Páirc Uí Chaoimh recently,
the HSE, and Action 22 of the strategy
congratulated all participants on undertaking
specifically refers to the development and
and completing the programme, adding that
support of service improvement initiatives.
they were making history for HBS: “We are
Lean participant Helen O'Donovan with Julie Ryan, Head of HBS Business Excellence & Innovation, and Brian Coughlan, HBS Procurement.
Fra Mollen, Assistant National Director L&IM and John Swords, Head of Procurement jostle pitch side at Pairc Uí Chaoimh
the HBS news // winter 2018
Damian Casey, Head of HBS Finance, with Jane Carolan, National Director, HBS.
Kevin Kelly, Digital Innovation, HBS Business Excellence & Innovation lines up for HBS.
Lean course participant Seamus Ryan gives a talk.
Michael Coleman, course participant Joanne Casey, and Stephen Lynch, HBS Procurement at the event.
Michael Coleman on left and Stephen Lynch on right with course partipcants Helen O'Donovan, Seamus Ryan and Joanne Casey at the event in the Pairc.
Some of the Lean projects on display in the conference centre.
Pat McCarthy and Jim Curran chatting at the event, which was held in the Muskerry Suite of Pairc Uí Chaoimh.
15
now in a space where we can look at our
green belts in HBS. Mary Hanley, General
processes and question if there is a better
Manager, Operational Excellence, profiled
way of doing things. In terms of our HBS
the strong connection between Operational
people, it is a winwin scenario with
Excellence and the current HBS Strategy.
academic accreditation. There are also
The savings associated with the projects are
many benefits to be realised on the frontline
significant, in the region of €665,000 70%
whilst bringing about a positive impact on
tangible and 30% intangible i.e. time.
our HBS budgets.”
Officially closing the session, Jane Carolan,
HBS participants on the Yellow and Green
National Director of HBS, commented that
Belt programmes undertaking formal Lean
the organisation has great confidence in
training have their project work accredited
HBS and this programme will certainly give
by the University of Limerick along with a
the business division a huge leap forward.
certificate and credits being awarded to
Jane also paid tribute to the pioneers of the
delegates who satisfactorily complete the
programme and congratulated all
programme.
participants on their incredible project
There are now 28 yellow belts and seven
endeavours.
Mary Hanley, General Manager, Operational Excellence with Jane Carolan, National Director, HBS and Julie Ryan, Head of HBS Business Excellence & Innovation.
The green and yellow belt participants with Mary Hanley, General Manager, Operational Excellence.
the HBS news // winter 2018
BRMs and how they operate
Our BRMs at work.
1. Some of the initiatives the
the portfolio of Business
BRM’s are supporting include
Partners is assisting this
the compliance improvement
programme of work not just from
project for HBS Procurement.
a HBS perspective but also from
This is a key initiative in driving
a business partner perspective.
procurement compliance for our
BRMs are paving the way
Business Partners and through
4. BRMs are now invited on to
the connection the BRM’s have
many of the collaborative
with the Business Partners they
working groups where initiatives
can support Brendan White,
are undertaken between the
Head of Corporate Procurement
Business Units and the business
Planning & Capacity
Partners including projects
Development and his team who
associated with the
are leading out on this initiative.
Development of National Children’s Hospital and the
The Business Relationship Management Model in
with our Business Partners we will be in a better
HBS is now embedded as a way of working with the
position to create efficiencies and deliver added
seven Business Relationship Managers working
value.
closely with their assigned Portfolio of Business
As the BRM model reaches a level of maturity the
Partners and colleagues across HBS Business
demand is growing for involvement of BRM’s in many
Units.
aspects of the business both from a HBS perspective
As the model has evolved the BRMs have
and from our Business Partner perspective.
transitioned from the initial role of publicist creating an
During 2019 it is the intention to build on the newly
awareness around HBS services to now being in the
established links with the International Business
space of broker supporting both HBS Business
Relationship Management Institute. This will provide
partners and HBS Business Units in their day to day
opportuinites for learning, sharing of knowlege and
activity. The engagement level over the past few
benchmarking of progress externally.
3. The BRMs are also working
coordinated the branding of the
years has continued to grow and this year was no
The BRMs will continue on the journey of working
closely with Miriam Keegan,
logistics transport with Health
different. One of the key focuses of the BRM’s is to
collectively as part of the Business Excellence and
Head of National Integrated
Promotion messages. We can
build on the collaborative approach to working with
Innovation team so that we can innovate together
Staff Records & Pay
now see these trucks travelling
our Business Partners to ensure that the services we
through the use of enabling technologies, operational
Programme and her team.
the country advertising Health
are providing through HBS are relevant and meet
excellence and exploit opportunities to drive service
Again the connections across
Promotion messages.
their requirements. Through working collaboratively
improvement.
16
2. From a HR perspective
Forensic Mental Hospital, and
BRMs have been involved in the
the Healthy Ireland working
pensions improvement plan and
Group.
in the review of the HBS Recruitment Model. What the
5. One of our BRMs was also
BRM brings to the table is the
involved in a Health Promotion
customer experience, and
initiative whereby together with
knowlege of what is working well
Fra Mollen, Assistant National
and where there are
Director of Logistics & Inventory
opportunities for improvement.
Management, and Mick Byrne in Procurement Logistics, the BRM
the HBS news // winter 2018
Digital Innovation pushing on A key part of HBS Business
Vetting Process
#HBSDigital2018
Excellence & Innovation is the
The Digital Innovation team has
The team hosted the inaugural
HBS Digital Innovation team.
worked with the Garda Vetting
Digital Community Networking
Kevin Kelly as Digital Lead for
Liaison Office (GVLO) in HBS HR
Event on 14th December which
HBS, and his team work in
to digitalise the vetting consent
brought together over fifty HBS
conjunction with HBS
application process. A new
staff who are currently involved in
business units to plan and
system is in development which
technology or digitalisation
deliver projects with a digital
will replace the existing paper
initiatives across all business
component in line with HBS’s
based process and which will
units. The event provided an
vision for digital
leverage a bulk upload feature on
opportunity to update on HBS’s
transformation.
the Garda eVetting Portal
digital ambitions and each
gen solutions into digitalised
working collaboratively with
released in November 2018. The
business unit highlighted their
The primary focus for the team is
processes. These include
project teams from Finance,
new system will introduce
ongoing and future digital
to identify and harness
platforms to host customer facing
Procurement, Recruit and HPSA
efficiencies to the process by
projects.
opportunities and value
solutions that can be delivered
on developing their respective
ensuring that all requests will be
Importantly, it established a forum
propositions presented by key
rapidly and iteratively; a dialogue
CRM solutions on the Microsoft
rightfirsttime on arrival to the
through which a diversity of
digital transformation enablers,
management platform to provide
Dynamics 365 platform.
GVLO, eliminating the time and
ideas, learning and knowledge
namely Social, Mobile, Analytics,
a consolidated communications
While individually tailored to each
cost resulting from incorrectly
can be connected to maximise
Cloud and Internet of Things.
experience for geographically
business units’ requirements,
completed paper forms. In recent
synergies and expertise across
This involves promoting
dispersed HBS support teams;
these solutions are built and
months, the team has also been
HBS. During the day, attendees
opportunities for digitalisation that
automation and bot platforms that
hosted on the same underlying
working with National Personnel
were invited to contribute to
are adapted to the digital
will provide HBS staff with virtual
architecture and share common
Records team within HBS HR to
themed discussions to help
customer and which have
assistants to allow them to focus
functionality and datasets,
map the process of updating HR
shape three key components of
become an expectation in the
more on customer focused
making it possible to centrally
records with the result of vetting
HBS’ digital journey in 2019 – (i)
digital age. To support this, the
activities; and platforms to
capture and report on customer
disclosure from An Garda
Delivering Services for the Digital
team supports the development
connect and visualize complex
queries and interactions across
Siochána. This process is viable
Age (ii) Deploying Automation,
of digital skillsets and new
data to drive data driven decision
all HBS business units.
for automation and is one of
BOTs & IoT and (iii) Connecting
emerging roles to enable HBS to
making.
The first solutions are expected
three pilot processes intended to
and Visualizing Data.
respond quickly to avail of new
Some of the initiatives that the
to go live by Q2 2019.
be automated through our
opportunities. Currently, Digital
Digital Innovation team is
The team is currently building
Business Process Automation
• More information is available
Innovation is involved in the
involved in are:
internal capabilities to develop
project commencing in January
by registering with HBS Digital
future similar requirements that
2019.
Community group in Yammer
delivery of a range of scalable
CRM Technology Solution
secure digital platforms that will
During 2018, the Digital
enable HBS to incorporate next
Innovation team has been
17
arise within HBS. Digitalisation of the Garda
HBS Digital Community Networking Event
or follow our Twitter account @HBS_Digital.
the HBS news // winter 2018
A Modern Business Place with NiSRP THE HSE is aiming to build a better health service every day, and one of the
The National Integrated Staff Records and Pay Programme is going to give staff greater control of their working life here we found out how this is going to happen
key building blocks is information.
NiSRP at a glance Why the need for change? The map here gives an
Yet today, across the health service,
indication of the many different
employees have no choice but to rely on
Staff Records/Payroll systems in
paper and pen or Excel spreadsheets to
operation across the country,
record and collect information.
some of which are old and need
We live in an age when many of us pay our
to be replaced. In a lot of cases
taxes, shop and book holidays online;
both HR and payroll are not
however, within work, a lot of crucial
integrated. In addition to this
information across the health service is still
there is no single source of
recorded on paper. All staff in the HSE will
employee information and a lack
have access to an intuitive online system
of access to records for both
that will allow you to book leave, change
employees and line managers.
personal details (such as your address or
What is changing?
bank details) and submit travel and
In order to improve how we
subsistence claims electronically. It will be available ‘as and when’ you might need it.
work NiSRP will implement the
The National Integrated Staff Records and
following:
Pay Programme (NiSRP) is designed to
• Move all Staff Records and
meet the needs of a changing health
Payroll to SAP systems
system by improving
nationally
access for staff to their own records and pay
We cannot continue to rely on old staff records and payroll systems that do not talk to each other.
• Introduce Employee Self Service and Manager Self
Health Business Services
details and
Service for Staff
enhancing available workforce information
Leadership team. Jane noted the strong
"The implementation of NiSRP is a great
a lot of positive feedback. Ann O’Shea
for managers. NiSRP will
need for change stating that “we cannot
opportunity to deliver worldclass business
Chief Officer, Community Healthcare
help make the HSE a modern business
continue to rely on old staff records and
services across our health system and to
Organisation, South Dublin Kildare West
place and preparation for implementation
payroll systems that do not talk to each
give control of the information to the
Wicklow, has welcomed the project, noting;
continues in the East.
other. We cannot continue to record vital
employee and manager.”
“NiSRP is so important in terms of bringing
NiSRP has strong support from Jane
HR information and duplicate this
NiSRP is working closely with their
our systems in the health services up to
Carolan, National Director, and the HBS
information again and again".
stakeholders in the East and has received
any normal business standard. The work
18
the HBS news // winter 2018
How will NiSRP affect me? HBS Staff Will need to know how to operate Staff Records and Payroll in an integrated SAP environment. Line Manager Will need to know how use Manager's Self Service to manage and approve staff leave requests. Time Returning Officer Will need to know how to record staff time and attendance in Time Managers Workplace on SAP. All Staff Will need to know how to use Employee Self Service to manage your personal record and apply for leave.
• Further NiSRP information is available on the HBS Intranet here. There will be regular updates on Twitter so please follow us @HBS_NiSRP. For any general questions or feedback please email The new payroll system will give staff more control over their working life.
hbs.nisrp@hse.ie
will not be without the pain, and as I’ve
The effort from all involved in NiSRP is
She added: “NiSRP have made significant
HSE and HBS Leadership teams and also
been involved in implementations of many
acknowledged by Miriam Keegan, NiSRP
progress and received positive feedback
the operational staff at the front line who
ICT systems over the years, I can attest to
Programme Director.
from peer review group.
are validating and collecting vital
that.
Miriam wishes to thank everyone involved
"I am very optimistic about 2019 as NiSRP
information for go live.
"However, it will be worth the effort that
over the past year particularly the NiSRP
goes live in the East of the country and we
"There is real shared vision that NiSRP will
needs to go in now and the product at the
team who have been working very hard
move to the next locations.
make work easier for everyone in the long
end will enable us to work in a much more
over the last few months in challenging
"It would have been impossible to achieve
run and it will be worth the effort.”
efficient manner.”
circumstances.
anything without the great support from the
• Click here for more
19
the HBS news // winter 2018
Talkin' turkey
Turkey is such an integral part of our Christmas dinner that it's important to get it right so here are Bord Bia's top tips heat to Gas Mark 3, 170°C (325°F). For
This will make the turkey easier to carve
Take the turkey out of the fridge an hour
Turkey cooking times
the last half hour remove the tin foil.
and it also gives you a chance to turn up
before roasting to allow it to come to
To test if the turkey is cooked, push a
the heat on the oven and finish the ham
room temperature.
skewer into the thickest part of the thigh
and roast potatoes.
Weigh the turkey after you have stuffed
– the juices should run clear. If they are
These times work for full turkeys, turkey
it to work out the cooking time
pinkish, cook for 15 minutes more, then
crowns and other turkey joints
For turkeys up to 8kgs allow 15–20
test again. Alternatively use a meat
minutes per ½kg
thermometer. This will eliminate
Approximate Weight Cooking Time
For turkeys over 8kgs allow 10–15
guesswork.
2kgs 1hr 10 mins
minutes per ½kg
When cooked transfer the turkey to a
4kgs 2hr 20 mins
Preheat the oven to Gas Mark 7, 220°C
platter, cover with foil, then a couple of
6kgs 3hr 30 mins
(450°F). Cover the turkey loosely with tin
tea towels, and allow to rest for at least
8kgs 4hr 10 mins
foil and roast for ¾ hour then reduce the
30 minutes before carving.
10kgs 4hr 50 mins
Turkey Satay with Vegetables and Noodles
20
Serves 46
bite sized pieces
packet instructions. Heat a wok until very
Ingredients: 275g (10oz) fine egg
100g (4oz) crunchy peanut butter
hot. Add the oil and swirl it around the
noodles
2 tbsp dark soy sauce
edges, then tip in the red pepper, green
1 tbsp sunflower oil
2 tbsp sweet chilli sauce
beans, baby corn and garlic, and stirfry
1 large red pepper, halved, seeded and
1 tsp light muscovado sugar
for 3–4 minutes, until the vegetables are
thinly sliced
juice of ½ lime
tender. Sprinkle over 1 tablespoon of
225g (8oz) fine green beans, trimmed
50g (2oz) cashew nuts, toasted and
water if the mixture is getting too dry.
and halved
finely chopped
Drain the noodles and add to the wok
175g (6oz) baby corn, halved
handful fresh coriander leaves, to
with the coconut milk, turkey, peanut
lengthways
garnish
butter, soy sauce, sweet chilli sauce,
2 garlic cloves, crushed
To Cook: Place the fine egg noodles in a
sugar and lime juice.
400g (14oz) can coconut milk
pan of boiling water and cook for 3–4
Stirfry for another 2–3 minutes, until all
350g (12oz) cooked turkey meat, cut into
minutes, until tender, or according to the
the ingredients are piping hot, and serve.
the HBS news // winter 2018
A break from the pudding Berry Toasted Oat Pots
200g blackberries (or blueberries)
is smooth. Add the egg and vanilla and buzz again
Serves four. What you will need:
23 tablesps. Honey
until smooth. Pour into individual dishes and chill
200g Raspberries
Juice of 1 lemon
for at least 24 hours.
200g Strawberries, sliced
To Cook: Place all the batter ingredients in the
Nutty Biscuits: Set oven at Gas Mark 4, 180°C
150g Blueberries
processor. Whizz until well blended. Heat a non–
(350°F). Cream the butter and sugar. Add the egg
300g 0% fat Greek Yogurt
stick pan & add a touch of butter. Add 4 large
and vanilla. Stir in the flour, bread soda, baking
80g porridge oats
spoonfuls of batter, spaced well apart and cook
powder and nuts. Line a baking sheet with non
What to do:
for 2 minutes until bubbles appear, flip and cook
stick paper. Place spoonfuls onto the sheet,
1. Crush half the raspberries with a fork. Mix the
for another minute. Transfer to a plate and keep
leaving space between them. Bake for 78
rest with the strawberries and blueberries.
warm while you cook the rest (makes about 16.)
minutes until golden brown. Remove from the
2. Spoon the mixed berries into 4 serving pots,
To make the sauce: Heat the fruit, honey and
baking sheet and leave to cool.
have pots with lids if possible.
lemon juice until you have a nice thick fruity
3. Stir the crushed raspberries into the yogurt and
sauce. Serve warm with the pancakes.
spoon on top of the fruit. 4. Lightly toast the oats by spreading them onto a
French Toast & Caramelised Plums Serves 4
Chocolate Pots with Nutty Biscuits
Cooking time: 10 min
baking sheet and grill them for 34 minutes.
Serves six. Ingredients for Chocolate Pots
Ingredients
5. Cool and share the toasted oats between the
125g plain chocolate
4 eggs
pots. Then seal with lids or cover tightly with
250ml cream
125 ml milk
cling film.
1 egg
8 slices bread (brioche if possible)
6. Keep chilled before serving
Half teasp.vanilla essence
A little butter for cooking
Use frozen berries when fresh ones are out of
Ingredients for Nutty Biscuits
To Serve
season but boil all imported frozen berries.
225g butter, softened
8 ripe plums, halves and stoned
325g caster sugar
2 tablesp. sugar
1 egg
Maple Syrup
Apple and Yogurt Pancakes with
1 teasp. vanilla essence
To cook, mix the eggs and milk together then
Serves 6. Ingredients:
250g plain flour
pour the mixture in to a shallow dish. Soak the
Pancake batter
1 teasp. bread soda
bread in the mixture for a few minutes. Heat a
300g selfraising flour
1 teasp. baking powder
large pan, add a little butter and cook the French
50g sugar 4 eggs
100g nuts, chopped
toast until golden on both sides. Heat another pan,
150ml natural yoghurt
To cook the chocolate pots: Break up the
dip the plums into the sugar then place cut side
2 eating apples, peeled and chopped
chocolate and place in the food processor. Heat
down on the hot pan and allow the sugar to
Milk Butter to cook the pancakes
the cream to almost boiling. Add to the chocolate.
caramelize. When all the plums are ready serve
Blackberry and honey sauce
Buzz until chocolate has melted and the mixture
with the French toast and maple syrup.
Blackberry and Honey Sauce
21
Sweet treats that are perfect for brunch, lunch or dessert
the HBS news // winter 2018
Major Benefits with New SAP Infrastructure THE HPSA Technology and
the additional functionality. The
Infrastructure team along with
next phase of the project is to
various stakeholders have
review, analyse and implement
been working on a major SAP
additional functionality as
Transition programme which
applicable for HPSA. Some of the
was delivered in June 2018.
new features include for e.g. Change Control Management
The key deliverables from this
(ChaRM), Project Management,
programme were to upgrade and
Solution Documentation / Process
migrate our SAP (Systems Applications and Products) HR,
Members of the SAP Managed Services Transition Programme Team; HPSA, Finance, OoCIO, St James’s Hospital and IBM.
Payroll, BW and a number of
Management, IT Service Management. CRM We will also be working
Finance systems from the existing
was also upgraded as part of this
systems. Indeed a number of jobs
ESS/MSS Project with the wider
with Business Support and Kevin
Managed Services Solution to a
programme and this will be a key
that previously took over two
HPSA team using latest
Kelly’s team to implement CRM
new stateoftheart private
enabler for the NiSRP (National
hours to run are now taking less
technologies and software from
technology. This new CRM
managed services solution
integrated Staff Records & Pay)
than 30 minutes to complete, with
SAP.
technology is built on Microsoft
provided by IBM. All the systems
programme. This programme has
an average improvement across
Archiving Project Our SAP HR
Dynamics and will enable the
(over 50) have now been
eliminated a number of risks
all production jobs of more than
& Payroll Database has been
SAP HR & Payroll user to
migrated including the addition of
which existed with the old outof
50%. The benefits set out at the
growing on an annual basis and
manage their issues more
the CFI (Consolidated Financial
support infrastructure and
beginning of this programme are
we will be commencing an
efficiently and also will provide
Intelligence) Environment to the
provides us with a secure future
now starting to be realised and
archiving project shortly to reduce
them with FAQs and a new
original scope. The migration for
proof environment for critical HSE
we can look forward to the future
the size of this database.
dynamically created knowledge
the CFI suite of systems which is
functions. It also provides us with
with improved performance,
As the database grows it impacts
base.
on a HANA Database was
a highly resilient, scalable and
system availability and additional
on all aspects of our system
SAP CCOE Certification We
completed on October 1.
stable solution for the next four to
functionality.
performance – system copies,
are currently working on the Bi
This programme has been a
seven years. As part of this
Here are some examples of what
backups, time to run a job, costs,
Annual SAP CCOE certification.
significant undertaking, involving
programme we migrated all our
we are working on now:
etc. A sixyear restriction on
This is SAP’s acknowledgement
the upgrade of the underlying
SAP customers over to the HSE
ESS/MSS Now that the SAP
Retro’s has been agreed with the
of the HPSA team as a SAP
SAP infrastructure and the
National Health Network (NHN).
Transition Programme is
business and we will agree the
Customer Centre of Excellence,
subsequent migration of over 50
The systems are operating
complete we now need to start to
archiving requirements on this
as a quality support centre to the
systems along with eight different
beyond targeted performance
exploit this new technology and
basis.
HSE customers. As part of this
SAP environments to this new
levels. Our SAP users have
continue to realise the benefits.
Solution Manager Now that
we review our processes, update
SAP managed services solution.
noticed improved performance
The Technology & Infrastructure
Solution Manager Version 7.2 has
documentation and assess how
The SAP HR and payroll software
and response times with the
Team are actively working on the
been installed, we need to utilise
we can improve our service.
22
the HBS news // winter 2018
HPSA: Making a Joan Smith on HBS difference in data staff engagement HPSA BIU have developed an ‘Integrated
•To be able to rerun forecasting as and
I am delighted to be leading out on the
Planning’ (IP) payroll budgeting /
when required and date stamp previous
area of Culture and Engagement in HBS.
forecasting system which combines
versions of the plan for reviewing and
My role incorporates driving the People
historical pay costs, HR employee master
comparative analysis.
Agenda through our HBS People Plan,
data and pay cost pressures to project
•New pay cost pressures and department
culture change through staff engagement
future payroll costs.
circulars will be developed and made
and supporting professional employee
The system is hosted on the SAP HR
available in IP as soon as they are
development.
Business Warehouse (BW) platform and
released
management information reports are
•Provide a Self Service facility putting
Care and engagement with our people, our
provided in BW excel format. This is a
control of information into the business
greatest asset, is a key enabler of our
major development project for HPSA.
hands
current and future HBS Strategies.
On the 18th October the finance forum, chaired by the CFO decided that the ‘IP’ tool will be
The first annual payroll costing from the SAP ‘IP’ tool was distributed to the acute division at the end
Employee engagement illustrates the commitment and energy that employees bring to work and we are constantly striving
used for pay forecasting in the
of November providing an
for opportunities for our staff to develop and
Joan Smith, HBS Culture and Employee Engagement
HSE.
initial view of projected payroll
engage.
Lead.
In collaboration with finance colleagues and HSE business partners, HPSA took the following
forecasts for 2019. It included the projected payroll
staff at Grade IV and V level throughout
our staff and recognise their contribution to
HBS. This programme is designed to
approach in designing the tool and
and section 38’s.
the delivery of services in a culture of trust,
develop and complement the existing HBS
requisite data set:
This represents Phase 1 of the
honesty and respect, leading to more
talent.
•The ability to forecast costs using the
development and deployment.
innovation and better business outcomes.
‘Bottom Up’ approach for each individual
Phase 2 of the development incorporates
staff member level across all pay elements
higher levels of interactivity and an
I was delighted to launch the HBS
is our HBS Programme on Leadership Skills
•All payroll data must reconcile back to
enhanced user interface for ease of
Mentorship Programme at a recent Senior
for Staff Engagement in Improving Quality
general ledgers– one source of the truth
navigation; this will be available in 2019.
Management Forum which will be rolled out
using frontline ownership and liberating
•To provide queries that can explain data
HPSA will be upgrading the BW platform to
in early 2019. Training has already taken
structures. Watch out for the details of our
variances
SAP Hana in 2019 and taking advantage
place for our first cohort of Mentors. These
Skills Workshops as well as associated
•To provide scenario planning as a feature
of all the features the upgrade provides.
volunteers will provide support, wisdom and
Facilitator training in Liberating Structures.
guidance to fellow HBS Mentees.
For more contact me on Joan.Smith@hse.ie
23
cost for the HSE statutory areas
The first cohort of Mentees, commence with This will only happen when we acknowledge
Another exciting initiative planned for 2019
the HBS news // winter 2018
HBS Procurement Logistics & Inventory Management Connecting, Supporting, Delivering HBS Procurement is responsible
dramatic Donegal to the calm of
for strategic sourcing, purchasing,
Cork – the Logistics and
storage and distribution of HSE
Inventory Management team are
goods and services to optimise
there to support patients and
efficiencies and achieve best
customers. Flexibility and
value for money in the delivery of
diversity is their strength and they
patient care.
work with partners to help them
The Procurement model includes
efficiently and effectively procure
the areas of Sourcing and
the products and services they
Contracting, Corporate
need.
Procurement Planning & Capacity
This team have delivered tangible
Development, Business Systems
results: There was €80 million
and Logistics and Inventory
worth of products issued from
Management under the
NDC this year, there are
leadership of John Swords, Head
estimated savings of some €6.3
of Procurement.
million in clinical nurse time and
For this edition, we shine a light
demand reduction. In a survey
on Logistics and Inventory
conducted this year, 55% of
Management, profiling their
customers said that if their
significant journey of change,
department were to revert to a
transformation and indeed
manual process rather than use
success. Working out of the
Point of Use/KanBan, it would
National Distribution Centre
require over three hours per day
(NDC) in Tullamore, with nine
extra labour (22% said more than
support hubs around the country,
five hours per day). This time and
this HBS Procurement team work
money savings is significant in a
very short period of time with
embraced the challenge.
all targets set and have
collaboratively with their
busy hospital environment, where
implementation of a new national
Head of Logistics and Inventory
embraced any changes
customers in 48 acute hospitals
every minute and every euro
logistics model addressing all
Management, Fra Mollen
introduced. We are very much in
and nine community care areas
matters. Currently there are 402
aspects of product flow, from
speaking recently said "The
tune with the procurement vision
to deliver goods and supplies to
locations with Point of Use
suppliers to point of use. Guided
success of our logistics service is
ensuring easy access to high
keep the health services running
implemented. HBS Procurement
by the vision in the HBS Strategy
down to each team member’s
quality procurement services
efficiently. From Dublin's fair city
has transitioned through
2017 2019, the National
performance and dedication. All
which our procurement staff are
to Galway’s wild Atlantic; from
unprecedented change within a
Logistics Service team have
in Logistics have consistently met
proud to provide."
24
LETTERKENNY
SLIGO DROGHEDA
NDC, TULLAMORE GALWAY
DUBLIN
LIMERICK WEXFORD
TRALEE CORK
Above, a map showing the NDC and regional hubs. Right, inside the vast complex of the NDC.
the HBS news // winter 2018
The Manorhamilton Choir at the annual HR Engagement Event. Left, from top, staff enjoying the day, the choir get ready to perform, and below left, National Director of HBS Jane Carolan speaking in Manorhamilton.
2018 HBS HR Engagement The HBS HR Engagement Day took place
Following an opening address by Jane
dedication and hard work, while the voice of
on Thursday, December 13, 2018, in Aras
Carolan, National Director of HBS, Eithne
the customer was heard through the
Sláinte Chluainin, Manorhamilton, Co
Fox, Head of HBS HR, presented on the
customer testimonials.
Leitrim, where more than 300 people
theme with a particular focus on the
joined together under theme of the day
achievements within HBS HR over the first
The day was also an opportunity to see first
Celebration, Innovation, Connection &
two years of our threeyear strategy.
hand the innovation service improvement
Direction.
25
Celebration
Innovation
projects completed within HBS HR in 2018.
A presentation and short film demonstrated
The 12 Yellow Belt and one Green Belt
To put everybody in a celebratory mood the
the size and scale of the work that is
project were showcased in the afternoon in
day was opened by the children from St
conducted, and the significant achievements
the Innovation Hub. There was huge interest
Clare's National School who were just
in line with the HBS strategy. This was an
around these projects which will become a
perfect.
opportunity to thank all HBS HR staff for there
feature of HBS HR into the future.
the HBS news // winter 2018
Top left, Head of HBS HR Eithne Fox Connection & Direction
Recruitment, Pensions, National Personnel
and Siobhan. A great number of volunteer
A core part of the day was spent in speed
Records, HR Operations, Agency
staff from both within HBS and outside HBS
networking interactive sessions where
Management and also from our colleagues in
worked quietly and tirelessly to make this day
participants had an opportunity to hear
the NiSRP programme.
a success. Many thanks to all of them for
individual presentations on each of the
Feedback was gathered from all of these
taking the time out from there very busy
functions of HBS HR.
sessions in the afternoon, and there was a
schedules.
This enabled them to discuss key areas
very high level of engagement in all sessions.
A huge thanks to all those who attended from
where the connections between the functions
The highlight of the day, without a doubt, was
the four corners of the country who
could be improved, but also identify what
the inaugural outing of the HSE
participated so actively on the day but also a
could be included in the next HBS strategy.
Manorhamilton Choir which brought together
huge thanks to those members of staff who
There were also interactive sessions for
all departments and was directed by Olivia
remained at base to keep the shop open!
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speaking at the event. Above, images from the 2018 HR Engagement Day.
the HBS news // winter 2018