Welcome Joint Public Service Centre Project Welcome Agenda - - PowerPoint PPT Presentation

Staff Engagement Group 7th November 2014

Welcome

Joint Public Service Centre – Project Welcome

Agenda

• Introductions
• Project Update
• Key Task Area Project Manager Updates
• Engagement Assessment Results
• Implementation & Transition
• Open Forum

Lunch

• Fire Control Staff

Joint Public Service Centre – Project ACFO Andy Thomas ACC Jon Stratford

Canolfan Gwasanaethau Cyhoeddus – Prosiect Joint Public Service Centre - Project

Assistant Chief Fire Officer Derek Masson Staff Engagement Day 7th November 2014

Joint Public Service Centre – Project

Programme Board Scrutiny

Strategic Leadership Group Staff Engagement Trade Unions Finance & Legal

Welsh Gov Fire Authority Police & Crime Commissioner National Issues Committee

KTA 3 999 System KTA 4 ICT Back

• ffice

KTA 5 BCM KTA 2 Staff KTA 1 Building KTA 6 Response KTA 7 Transition External Influences

Joint Public Service Centre – Project

KTA 1 Building

• Indemnity Agreement between FRS and SWP signed
• ‘Design Freeze’ set for December 2014

Joint Public Service Centre – Project

• Head of Joint Control team appointed (designate)
• Fire Control Establishment & Shift Pattern Consultation Document Published
• 12 week consultation period agreed with FBU (ends 17th December 2014)
• Staff appointment process agreed with FBU
• Service Level Agreement in draft

KTA 2 Staff

Joint Public Service Centre – Project

• Procurement Process agreed.
• Appointing contractors end May 2015.
• Collaboration agreement between 3 FRS produced

KTA 3 999 System

Joint Public Service Centre – Project

• Scoping exercise continuing – linked with KTA 1,2 & 3
• ESMCP – ESN compliant

KTA 4 ICT Back Office

Joint Public Service Centre – Project

KTA 5 BCM

• Principles document completed
• Staff resilience factored into staff model KTA 2
• Command and Control Systems factored into tender spec KTA 3
• Draft detailed BCM plan planned for November 2014
• Externally scrutinised

Joint Public Service Centre – Project

• Joint Welsh FRS pre-determined attendances
• Practices and protocols
• Site risk information gathering processes
• Linked with NIC Ops group

KTA 6 Response

Joint Public Service Centre – Project

• Maintaining operational levels of service delivery during the

transitional phase.

• Planning staff roister patterns to ensure staff have due notice
• f work times and locations.
• To provide direction, support and leadership to the teams within

the Joint Fire Control Teams.

• Pre-set and agree staff leave arrangements to ensure levels of

service delivery are not compromised. Activated 1st October 2014

KTA 7 Transition

Joint Public Service Centre – Project

• To ensure the newly formed joint fire control team establishes

a ‘business as usual’ as soon as is reasonably practicable.

• The production of a local Fire PSC business plan for 2016/17, which aligns

to the agreed objectives, set out by both Fire and Rescue Services.

• To develop a series of performance measures for the Joint Fire Control team,

these are to include: Staff sickness/absence 999 call rates/times of handling Community Safety activity

KTA 7 Transition

Joint Public Service Centre – Project

Staff Engagement

Thank you

Joint Public Service Centre – Project

• Meetings fully established with Fire Brigades Union

Fire Officers Association GMB/Unison

• Joint Trade Union communication day planned for

25thNovember 2014

Trade Unions

Joint Public Service Centre – Project

• Project Web-site open
• Internal and external briefing notes issued
• Continuous face to face staff briefings

Communications

Joint Public Service Centre – Project

• Progress report submitted to WG
• Quarterly reports to NIC
• Quarterly reports to three FA + SWP PCC
• Project Board – Bi Monthly

Accountability

Summary: Go Live Date of April 2016 remains on target

Joint Public Service Centre – Project

Unrhyw Gwestiynau?

Diolch ACFO Derek Masson

Joint Public Service Centre – Project Key Task Area Project Manager Updates

Joint Public Service Centre – Project Engagement Assessment Events October 2014

Karen Davies Programme Coordinator

Purpose of Engagement Assessment Events

• Create a mechanism for staff to share their thoughts and opinions on the project
• Opportunity to seek and listen to the feedback provided
• Opportunity use the experience and suggestions to inform specific areas of the

project and future communication

• Temperature check on how staff are feeling now

Engagement Assessment Events

Engagement Assessment Events

Questions

• What are the advantages of the JPSCP and how can they be maximised
• What are the disadvantages of the JPSC and how can they be reduced
• What are the staff opportunities and how can they be maximised
• What are the staff concerns and how can they be alleviated

Blue = Consensus across all 4 even

Engagement Assessment Events

What are the advantages of the JPSCP and how can we maximise them 10 advantages were identified

• Joint working
• Long term savings
• Shared intelligence and information
• Better service to the public through improved communication, interoperability and

dynamic incident resolution

• Meets WG collaboration agenda
• Shared use of facilities

Engagement Assessment Events

What are the advantages of the JPSCP and how can we maximise them 15 suggestions to maximise the advantages 1.Joint training sessions (Fire/Fire and Fire/Police)

– At least 6 months before go live date

2.Team building events

– Police/fire briefings, meetings, SEG events, social events

3.Supporting each other

– Job awareness (Police/Fire and Fire/Police) – Standardise policies and protocols (Fire/Fire) – DEIT available from go live date

Engagement Assessment Events

What are the disadvantages of the JPSC and how can they be reduced 27 disadvantages identified People

• Loss of fire service identity  remoteness from home service, links with stations
• Differences between terms & conditions (Fire/Fire)
• Loss of experience, staff sickness

Professional

• Geographical area too large local knowledge, Welsh language, gazetteer, quality of

service

• Resilience arrangements, impact on all wales fire, Gwent and Dyfed Powys police
• Procedural differences (Fire/Fire), mobilising, quality of service

Engagement Assessment Events

What are the disadvantages of the JPSC and how can they be reduced 20 suggestions to reduce disadvantages 14 People

• Keep fire service uniform & name
• Team building, fire service team sit together in PSC
• Increase staff levels now  training
• Mixed watches WL, local knowledge, travelling along M4
• Communication  Project, station staff visits to PSC

6 Professional

• C&C system ‘user friendly’  start training as soon as possible
• Develop a new resilience plan
• Decision on call signs & implement as soon as possible

Engagement Assessment Events

What are the staff opportunities and how can they be maximised 8 staff opportunities identified

• Working in different teams within control structure
• Joint working & training
• More flexible working arrangements
• Career progression (more opportunities for development)
• New challenges
• Involvement in KTAs
• Socialising with new colleagues & nights out in Cardiff

Engagement Assessment Events

What are the staff opportunities and how can they be maximised 12 suggestions on maximising staff opportunities

• Rotation of staff – must be mutually convenient & min of 12 months
• Working in different teams
• Regular off watch training, access to training
• Career path in place for opportunities
• Review structure after 12 months
• Site visits to other controls
• Funding for team building days / nights

Engagement Assessment Events

What are the staff concerns and how can they be alleviated 42 staff concerns identified

• Future working arrangements  shift patterns and structure, different T&C, vetting
• Uncertainty over own job and team, loss of 30% of control staff, will I have to apply

for my own job, will there be permanent positions for part-time staff, will I be slotted into a role I don’t want

• Travelling  longer distances, M4 disruption
• Loss of identity and uniform
• Housekeeping & shared facilities, parking on site
• Seating arrangements, temperature & lighting, noise levels in PSC
• Impact on service delivery to public and stations  drop in standards, mobilising

errors

• Impact on staff morale, increased stress for family, feelings of isolation

Engagement Assessment Events

What are the staff concerns and how can they be alleviated 24 suggestions on alleviating staff concerns

• Staffing arrangements, morale issues, relocation package, T&C – have access to &

engage with colleagues, CMT, project team, FBU, make the decisions soon, trial shift patterns, encourage staff to stay, value our skills

• ‘Slotting in’ based on skills and talking to staff
• Keep fire service uniform & name
• Streamline procedures and training before move  service delivery, morale
• Start integration as soon as possible
• Prompt response to staff queries reassurance that concerns are listened to
• Welsh language courses
• Mixed watches
• Social meetings
• Coffee machine in PSC

Engagement Assessment Events

July 2014

• Communication & engagement
• Housekeeping, working environment &

facilities

• Staffing levels & rota
• ICT systems in place & tested before

go live

• Training before go live date
• Business continuity

October 2014

• Shift pattern, structure, T&C
• Uncertainty over own role
• Additional travel time
• Loss of identity
• Size of geographical area
• Business continuity, resilience
• Differences in procedures

Engagement Assessment Events

What did the engagement assessment events reveal?

• The concerns have shifted from premises & facilities to team & individual concerns
• Recognition of what fire staff will be leaving behind in Llangunnor & Pontyclun
• Recognition of organisational benefits and personal opportunities
• New systems and ways of working are not yet agreed  uncertainty
• Know what will make you feel more comfortable

– Communication, staff training & team building events are high priorities Good news - Getting close to the point when decisions are made so the personal and

• rganisational concerns can be alleviated

Engagement Assessment Events

Engagement Assessment Events

Future Staff Engagement Events Next round of engagement assessments will be held in March 2015

• Update on the concerns raised in October /November have progressed
• Ask about your concerns and views

Staff Engagement Group will be held 6 monthly with the next planned for in April 2015

Joint Public Service Centre – Project

Implementation & Transition 1.What considerations (police & fire) should be included in the implementation & transition plan from a service delivery and people perspective? 2.People are at the heart of the implementation & transition plan, from a staff perspective (police & fire) what must the project team and you get right to make the transition as smooth as possible? 3.When Fire control join the Public Service Centre in April 2016 what would police staff want to know about fire roles and responsibilities and fire staff want to know about police roles and responsibilities? 4.What do you see as the 3 most important priorities for ensuring police & fire staff are fully prepared to integrate and share customs and practices? 5.What would you like to see in place post transition and implementation to encourage and develop joint support working / training?

Joint Public Service Centre – Project

Open Forum

Joint Public Service Centre – Project

Thank You