Business Operations QUICK REFERENCE GUIDE

BUSINESS OPERATIONS - SEPTEMBER 2016BUSINESS OPERATIONS

SEPTEMBER 2016

Business Operations QUICK REFERENCE GUIDE

BUSINESS OPERATIONS

SEPTEMBER 2016


Business OperationsQUICK REFERENCE GUIDE

BUSINESS OPERATIONS - SEPTEMBER 2016


Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

HR/ Procedures For Filling Of Posts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Flowchart Approval To Hire Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Finance/Revenue Purchase Order Prcess . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Flowchart Revenue Purchase Order Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Capital Infrastructure Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Flowchart Infrastructure Capital Order Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Flowchart Corporate Capital Order Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Capital Infrastructure/Corporate Goods Receipt Invoice Process . . . . . . . . . . . . . . . 13

Flowchart Infrastructure/Corporate Goods Receipt Invoice Process . . . . . . . . . . . 14

Travel & Subsistence (Domestic) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Flowchart Travel & Subsistence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Overseas Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Flowchart Overseas Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Reporting And Analysis Of ICT Revenue Expenditure (Part 3) . . . . . . . . . . . . . . . . . . 19

3.

BUSINESS OPERATIONS

SEPTEMBER 2016



INTRODUCTION

The functions of the Business Operations Unit are both numerous and complicated. The aim of this booklet is to provide a general insight into these processes by giving a brief overview of the work carried out in our offices. Our hope is to help broaden the understanding of some of the Business Operations processes among staff and process users. The booklet is designed to focus on some of the areas that staff require the most information about and help explain the process. Business Operations operates in a highly regulated environment and regulatory compliance is imperative. Further information on these regulations and other areas are available in the Business Operation section on the HSE intranet.

4.


HR

The OoCIO recruitment and selection procedures follow the HSE’s policies and procedures to ensure the recruitment of the right mix of people, who can make an effective contribution to the HSE. The policies aim to attract, motivate, recognise, and retain competent staff members. They identify employee training needs and design bespoke training programmes that enable our employees acquire the right skills for meeting the current job needs and support them in career progression and in maintaining professional standards & skills.

See HSE HR Policies & Procedureshttp://www.hse.ie/eng/staff/Resources/hrppg/

PROCEDURES AND PROCESS FOR THE RECRUITMENT / FILLING OF SENIOR LEVEL POSTS

In advance of recruiting/appointing any new or replacement post, service managers must carry out a standardised robust needs assessment and have in place an effective quality assurance process. A standardised 5-step process that must be applied.

5 STEP PROCESS

Senior Level Posts in the Staff Category of Management/Admin (Grade VIII and higher) - Application to Hire - 5-step Quality Assurance Process

1.Step 1. Focus on rationale and need to fill post by asking following questions

• Is there the critical need and what is impact on front-line services?• Can we afford it? Is it within our funded workforce plans?• Did we exhaust all alternative options such as redeployment, reassignment of work etc.?• What would happen if we did not fill it?• Did we address grade drift and management delayering considerations?• Does it comply with Public sector pay policy/norms and standard terms and conditions?• Do we need to harvest position if the focus is on filling an existing/emerging vacancy?• Any other options in delivering this work?

2. Step 2. Draw up business case/rationale for filling in line with the questions set out in Step1 above. Prepare any other associated documentation to support the approval to hire e.g.Job description, person specifications etc.

3. Step 3. Quality assure the business case before final sign-off by answering following questions and attach to Approval to Hire Form A1

• Identify clearly and set out the rationale for seeking approval to fill/appoint• Identify grade and WTE value.• Confirm funding and/or source of.• Record in the business case, answers to key questions in Step 1.

4. 5.


• Identify where the post sits in the current or emerging organisation structure, and address reporting relationships and responsibilities and any governance issues.

4.Step 4. Complete fully the Approval to Hire Form A1 and ensure sign-off by relevantmanager.

5.Step 5. Forward completed documentation to Pay-bill Management and Control Groupand be prepared to present/engage the group on the application as necessary.

Routing of documentation thereafter is to National Director, and in the case of new posts* to Department of Health/Department of Public Expenditure and Reform, for sanction / approval before sending to Recruitment Services.

*New posts refer to any posts that are not replacement posts. They must be within thecurrent pay envelope and run-rate and must be provided for in the 2016 funded workforceplan. They include new posts at these grades arising from new funding in respect of newservice developments as provided for in National Service Plans. However where in theprocess of seeking the issuance of primary notifications of approval from the NationalHuman Resources Directorate (Workforce Planning, Analytics and Informatics), theauthorisation of the relevant National Director, where accompanied by a letter of sanctionfrom the Department of Health in respect of senior level posts, will not require to be routedto the Department of Health.

PROCEDURES AND PROCESS FOR THE RECRUITMENT/FILLING OF POSTSStep-by Step Approach

1. Determine which Form is to be used. See Flowchart

2. Ensure all parts of the Form are completed fully.

a. Title of post, as contained in the proposed contract of employment, when the post is being filled.b. Cost Centre Code – Available from Finance Departments/Finance Directorate.c. Purpose of Post – Give details as to the purpose of the post with focus on service delivery.d. Grade Code – Must be a National Grade Code – Grade Code list available from your Area Recruitment Business Manager or on the HSE web-site.e. Position Number. In the case of a replacement post, use the position number of the previous post holder. If the previous position number was deleted/suppressed, another vacant position number must be identified. In the case of a new post, a primary notification must be issued in advance to allow for a building of a new position number, or a decision by a National Director to create a new position number.f. Salary scale must be in accordance with the Consolidated Pay Scales.g. Costs. Source of funding must be clearly identified. If it is a new service development, the appropriate funding code must be identified.

3.The form is initiated in the first instance by the Service/Line manager in which the vacancy arises.

4. It is forwarded to the local Payroll Management Control Group (PMCG) for consideration and approval, with business case and any other material relevant to the application, other than Approval to Recruit Forms A in respect of new approved and funded service development posts as authorised by National Service Plans and Primary Notifications of Approval to Recruit. If approved it is forwarded to the relevant HG/CHO/NAS/National Corporate PMCG for their approval or otherwise.

6.

BUSINESS OPERATIONS - SEPTEMBER 2016B

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6. 7.


FINANCEREVENUE PURCHASE ORDER PROCESS

The following briefly outlines the procedure for purchasing goods using the Revenue Purchase Order process (ref flowchart). Initially when a staff member identifies a specific business need they must go to their line manager to request the goods or services are ordered. The line manager has the option, based on business need and budgetary considerations, to either approve or decline the request. On approval, the member of staff can then proceed with the next stage toward purchasing the item, adhering to all necessary local and national procurement policies, providing tenders or quotations where required. Once the correct supplier is identified a completed requisition form is then submitted to the relevant authorised approver. It is at this stage that the order is measured against the approval limits in the National Financial Regulations http://www.hse.ie/eng/staff/Resources/Financial%20Regulations/ . The signed requisition form is then passed to the Business Operations unit who will create a Purchase Order and this is then returned to the staff member to send to the vendor. If a goods receipt or service receipt is available this should be returned to the Business Operation unit who can process it. Finally, when the invoice is received and verified the goods are paid for.

In Summary

• Identify need• Go to line manager with request• Line manager approves or declines request• Line manger checks budget is available• Tender or quotation sought• Correct supplier identified in line with local and national procurement policies• Order checked for financial regulatory compliance• Approved in line with HSE approver limits• Order sent to Business Operations• Purchase Order created and returned to member of staff• Goods purchased• Receipt followed by invoice sent for processing• When invoice approved order paid for and closed

8.

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8. 9.


CAPITAL INFRASTRUCTURE / CORPORATE PURCHASE ORDERSThe OoCIO Project Manager can only create a requisition when they have an approved DPER Capital Project. Finance will create an internal order for this project which must be on all documentation/communication. It is the Project Manager’s responsibility to ensure that the budget is sufficient for the purchase. When the Infrastructure Project Manager needs to order goods/services for this project they must complete the Capital Requisition form and email it to [email protected] or send it in via their local Business Operation team. When this is approved the requisition is emailed to [email protected]. Corporate Capital orders do not need to go through Infrastructure Capital and can be emailed directly to [email protected] No hand written requisitions will be processed.

Each requisition will need the following information before it can be processed.

a. Supplier name and address: The name and address of the supplier must be completed on the requisition.

b. Internal Order number: A six-digit number for the Capital Project is required for SAP. This is called the internal order number(IO) This will be supplied to the Project Manager when the project receives approval. No orders can be raised without this number.

c. Capital GL code: The Project Manager must choose the relevant CMOD description for the project. The list is on a drop down box on the Requisition sheet.

d. Product/Item Description: A product description must be filled in for the items to be ordered

e. Quantity: The quantity of items required must be completed.

f. Price: The unit price of the item must be filled in.

g. Complete delivery details including contact number: Complete delivery address must be given for the goods. We also require a contact phone number so the supplier can ring if necessary.

h. Final destination is required for each: There are two fields for delivery addresses. The first is the delivery address. The second is the final destination of goods. If the delivery address is not the final destination for goods this must be completed. As this is requirement for the Asset register if applicable.

On receipt of the fully completed requisition form the requisition will be input into SAP and a purchase order will be generated. The relevant Grade will then release the purchase order and it will be sent back to the Project Manager and [email protected] in the case of Infrastructure Orders. Corporate Capital Orders will be emailed directly to the Project Manager. The Project Manager then issues the order to the vendor. A copy of the Purchase Order and a printed copy of the requisition will be kept in Admin in Dr Steevens’ Hospital.

10.


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CAPITAL INFRASTRUCTURE/CORPORATE GOODS RECEIPT PROCESSAs soon as the goods are received the Capital Goods receipt Form and the delivery docket must be emailed to [email protected] to be processed on SAP. Failure to do so may result in prompt payment penalties. If the purchase order is for services then the Capital goods receipt form must be completed by the Project Manager and emailed to [email protected]. The GRN will then be input into SAP. and the invoice will be processed automatically if it matches the purchase order. It is imperative the Goods Receipt form is signed off only if the goods/services are in order for payment.

CAPITAL INFRASTRUCTURE/CORPORATE INVOICE PROCESSOnce the goods/or services are delivered, the Vendor can issue an invoice. This invoice should be sent to the HSE Scanning Centre, Accounts Payable, Parkgate St Business Centre, Dublin 8. A copy of this invoice is then scanned and received through Workflow for payment. At this stage a Goods Receipt Note(GRN) is requested from the Project Manager if it hasn’t’ already been sent. Until this is received the payment cannot be processed. It is vital that this is received promptly as interest will incur if there is a delay.

12. 13.


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14.


TRAVEL & SUBSISTENCE (DOMESTIC)If a staff member is required to travel for work purposes the first thing that is needed is a decision from their line manager. Once this has been received a copy of the insurance cert, vehicle registration cert and letter of indemnity must be submitted.

When a staff member has travelled they need to complete the Travel and Subsistence form and must include all receipts for any expenses incurred, ie parking tickets, toll receipts.

This is then checked in line with travel and subsistence rates etc. and signed by the relevant line manager and the Admin Office and is sent to Payroll for payment.

14. 15.


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16.


OVERSEAS TRAVELStaff members are occasionally required to travel outside Ireland for HSE duties. If this happens a FT1 must be completed. Details of flight and or hotel are required along with personal details as per the staff member’s passport. This must then be signed off by the National Director. Then the completed form is sent by Business Operations to Club Travel who will check the flight and/or accommodation. If all is in order they will book the flight/accommodation and send a confirmation email with the flight/accommodation details.

16. 17.

BUSINESS OPERATIONS - SEPTEMBER 2016B

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18.


REPORTING AND ANALYSIS OF ICT REVENUE EXPENDITURE (PART 3)Dept. of Finance/Department of Public Expenditure & Reform (DPER) Circulars 16/97, 02/09, 02/11, 02/16 refers to measures re Control of ICT Expenditure, which includes ICT Revenue Expenditure also known as Part III. These Circulars cover arrangements for Digital and ICT related expenditure in Civil and Public Service.

Proposed ICT Planned requested in advance and subsequently received from each HSE Business Area & 16 Voluntary Hospitals.

The planned is made up of recurring costs and new costs associated with ICT developments, under the following headings

• Replacements & Enhancements Hardware & Software• Telecommunications• IT Training• Maintenance• Hosting• Consultancy• Contractors• External Service Providers

Definitions for Revenue codes within above Headings (see HSE Intranet) and can be found on HSE intranet.

Review each Business Area & Voluntary Hospital Planned in relation to previous EOY outturn and any proposed ICT changes or developments for this coming year. Make any necessary changes in consultation with Business Area.

Populate all planned into format for one Start of Year Submission (SOYS) for HSE.

Forward to HSE ICT Liaison person.

Submission made by HSE Liaison person to Digital Government Oversight Unit (DGOU) within Office of Government Chief Information Officer(OoGCIO) in Department of Public Expenditure & Reform. Following discussions re SOYS with HSE, OoGCIO approve a Planned Budget for HSE for ICT spend for this year.

Corporate Reporting Solution (CRS) is used to extract monthly ICT actual for each HSE business areaAnalyse and review against annual planned, highlight variances. Review with contact in business area re any issues. Problem solve any issues. Advise areas re use of ICT Revenue Type Codes.

Request on a quarterly basis ICT actual from Voluntary Hospitals, analyse and review against annual planned, highlight variances. Review variances with contact in voluntary hospital. Problem solve any issues. Advise Voluntary Hospitals re use of ICT Revenue Type Codes.

Report monthly on actual for HSE business areas and quarterly on HSE business with Voluntary Hospital, to HSE Liaison person.

End of Year Outturn reported to HSE ICT Liaison Person with detailed report of activities during the year that effect ICT spend in areas.

HSE ICT outturn submitted by HSE Liaison Person to Department of Public Expenditure & Reform.

18. 19.

BUSINESS OPERATIONS - SEPTEMBER 2016BUSINESS OPERATIONS

SEPTEMBER 2016


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