1 Copyright © 2013 Tata Consultancy Services Limited

The Journey of Strategic Technology Partnership

Presentation by Cardiff Council and TCS

Local Government Strategy Forum

Manchester, 15th and 16th October 2013

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About Cardiff City and the Council

•Population of 320,000+

•Employee Strength – 16,000

•Capital City of Wales

•Labour Administration from May 2012

•Looking at financial savings of £125m

Corporate Principles of Cardiff Council

•We will work to make a better future for our city•We will work to create jobs & opportunity for  •We will work to help those that need it most  •We will work together for the city and the region  •And we will work smarter and better

Cardiff holds a special place in Wales. It is a city of national and regional importance, and

it provides the home for the National Assembly for Wales and the Welsh

Government.

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45+

TCS at-a-glance

3.165

Billion US$ in Q1-FY14 revenues *

277,586

118

46 Countries where TCS has presence

Employees *

Employee Nationalities *

* Source : Figures from TCS Analyst Report FY Q1-14 Employee count includes 27534 employees in subsidiaries

Years in Business

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Cardiff Council and TCS Partnership

Cardiff County Council entered into a Strategic Partnership with

TCS in November 2009. This strategic partnership addresses

these key elements:

• Core Engagement – the principal services to be delivered by TCS on a business as usual basis

• Programmes and Projects – the on-going development of projects and further progress on the overarching Authority programs of work which TCS will be involved in delivering

• Strategic Initiatives – the future vision of IT service delivery both for the Authority and the wider market place

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The beginning of this partnership journey

Cardiff Council embarked upon this journey with an objective of being “a high-performing provider

of value-for-money services for its citizens and customers by transforming ways of working to

make better use of skills, knowledge and assets”. The Council identified various initiatives as part of

this transformational journey in order to overcome the diverse challenges the organisation faced.

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Solutions delivered by TCS Human Resource Management System (HRMS)

The HRMS solution delivered for Cardiff Council encompasses the entire HR lifecycle of an

employee - from recruitment to retirement – as a shared service across various Council

portfolios. The key features are:

Intuitive HR Employee Self Service and Manager Self Service business function available 24/7 through the Internet

HR shared service platform

Functionality to identify real-time financial implication as a result of sickness absences across the Council

Ability to monitor and review individual performance with clearer objectives online

‘Single View of Employee’ enabled through Personal Electronic File

Smartphone compatible solution available

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Solutions delivered by TCS Single Status Compliance

The 1997 National Joint Council Single Status Agreement, which requires all the Councils

to end the historic pay discrimination in local government by reviewing their pay and

grading structures to make them equal pay proofed.

Using the Rapid Transformation Methodology, TCS delivered the solution to Cardiff

Council within 30 days.

The solution enabled the Council to: Assimilate current and new pay and grading structure Manage enquiries utilising the shared service platform Generate letters, new terms and conditions, manage appointments, payments and more Obtain a ‘single view of each employee’

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Solutions delivered by TCS Commissioning and Procurement Blueprinting

Through the Commissioning and Procurement Programme, Cardiff Council is expecting to save

in excess of £18m over 5 years, through the adoption of a Category Management approach

which will lead to better management of suppliers, contracts and procurement spend.

Commissioning & Procurement Outcomes

New Capabilities

Citizen Focus Sourcing Process Management Workflow & Project Management Supplier Portal

Economic, Social and Environmental Wellbeing

Supplier Portal Link supplier portal with all approach Contracts Forward Plan Paperless Tendering

Value for Money & Efficiency Link Contracts to Purchasing Access Compliance Information Enforced Validation of Orders Automation of Workflow Mobile Device Applications Internal Supplier Portal

Governance & Risk Spend Analytics Deployment Manager Self Service Reporting Collaboration on Documents

Below table shows the link between Commissioning & Procurement Outcomes and the new capabilities delivered to support these initiatives.

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Solutions delivered by TCS (in progress)Customer Relationship Management (CRM) Blueprinting

This vision for customer management in Cardiff Council is supported by the following enablers:

Redesign of the customer management function to support a single view of the ‘customer’

Transition from a ‘contact’ approach to a customer relationship management approach

Adoption of Industry best practice processes

Establishment of a master customer data

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Parameters Before

Organisation Control

Non-visibility of entire organisation structure

Reporting lines from top to bottom not available

Span of control, Temporary & Seconded Staff data unavailable

Shared Service Platform

No Shared Service in place

No Employee Self Service and Manager Self Service

Focus on transactions rather than policy and compliance

Cost for HR & Payroll

FTE cost of around £3.6m per annum

Knowledge Management

Nonexistence of knowledge base

Person centric view of policy and procedures

Challenge of where to find all the relevant information

Process Rationalisation

Multiple variants of the forms and processes e.g. 88 Payroll forms for 11 Processes

A snapshot of the key outcomes delivered for Cardiff Council via HRMS Solution

After

Real time visibility of organisation structure has been put in place

Reporting lines now available from Chief Executive to all employees

Real time monitoring on span of control.Useful MIS for restructure that Council underwent in 2013

HR Shared Service platform is established

Employee Self Service & Manager Self Service launched. Potential for Lean, effective and efficient HR Team

HR is able to focus on policy & its compliance

Council can now realise savings of around £900,000 per annum.

Enterprise class knowledge base deployed

Process centric knowledge with a capability to populate, monitor and fine-tune.

Access to accurate knowledge, anytime, anywhere

Rationalised forms and processes e.g. 6 standard forms for 11 processes

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Experience Partnership

• TCS collaborated to deliver a successful outcome and a smoothly-run engagement

• Flexible and client-centric team to work with Cardiff Council leadership team

Experience Results

• Helped Cardiff Council achieve a saving of £900,000 per annum via deployment of HRMS solution

Experience Partnership• TCS and Tata Group are committed to a long term

partnership with both Cardiff City and Wales as a region

Experience Leadership• Committed to Cardiff Council’s success• Acting as a true partner to help Council achieve its

ambitions over the coming years

Value delivered to Cardiff Council by TCS

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The world is full of uncertainties…

Selecting the right business partner should not be one of them.

13 Thank you!