On Tuesday 26th November 2013 in the heart of Birmingham ProgM SIG staged “Delivering more 4 less: using programme management to achieve transformational change in times of austerity." The SIG had promised an event that weaved together the four ‘C’s’ theme namely collaboration, change, community and competence, drawing on a wealth of experience from across the public sector. http://bit.ly/progmm4l
Merv Wyeth, ProgM Chair introduced the conference by describing how the event had been designed with the intention of providing delegates with a high return on their personal investment – i.e attendance and participation #eventroi. The big idea was that the day should be an enjoyable shared experience that offered an exceptional opportunity for learning, motivation and networking in the field of programme management.
Time and space was built into the programme to enable the audience to interrogate (police were present), and otherwise question, speakers. They were also given the opportunity to vote in polls on issues and questions that speakers posed, which offered additional insights into audience perception and sentiment which otherwise would not have been available.
The conference offered the chance for Jim Dale to provide a ‘sitrep’ on his ProgM-backed
Collaborative Change research namely “Using research to improve the delivery and effectiveness of change programmes and projects” previewed in last month’s show-case webinar. During his presentation Jim provided an update of the story so far, thanked those who had already participated either in an interview or by completing the survey. ProgM would like to extend the opportunity to all those currently, or previously, involved in programme management and related collaborative activity to participate in this important Collaborative Change survey.
On the day, Steve Wake, newly appointed Chair of APM Board, was available to round-up the proceedings and provide a special vote of thanks to his Board colleagues, the organising committee and our generous sponsors, BMT Hi-Q Sigma. He reminded those present of the ongoing Strategy 2020 initiative of “Listening, learning and leading” that complements events of this type.
One delegate (Neil White) wrote “A constant theme, running like a golden thread throughout the day, was that effective programme management is a necessary and complimentary bedfellow of collaboration, and an important ingredient in delivering successful transformational change.
Whereas projects are essentially objective and enable the effective development and delivery of ‘products’ (some of which are can be very big products!) it was recognised that programmes are much more subjective and must be sensitive to the environment in which they are operate.
Rather than see them as obstacles, programme managers must respect and be prepared to exploit the systems and organisations surrounding them to their mutual benefit.
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Professional Background
• Deputy Director Warwickshire Police Resources
Directorate (business services)
• C/Supt Prog.Mgr of the Warwickshire Police
Organisational Change Programmes
• Supt Strategic Police Force Regional Mergers
Programme (West Midlands)
• Background Police Officer in Cheshire Police,
West Mercia Police & Warwickshire Police
(uniform and armed operations and training)
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2011 Police Authority
Recommendation:
“That a strategic alliance is formed
between Warwickshire Police and
West Mercia Police using their
resources to deliver all policing
services to the people and
communities of Herefordshire,
Shropshire, Telford & Wrekin,
Warwickshire and Worcestershire.”
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Why Us?
Undergone
Significant
Change
Good
Relations
Similar
Policing
Challenge
Similar
Finances
Similar
Cultures &
Values
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Finance: Progress
on Budget Reductions
(2006 to present day)
The Financial Position
Closing
the Gap
WEST MERCIA
Existing
Resources
SRL
PftF
Vacancy
Mgmt
£6m
£9.8m
£3m
CSR
£23.2m
Alliance
WARWICKSHIRE
Closing
the Gap
Existing
Resources
150
Forward
£3.5m
150
Plus
CSR
£14m
£9.5m
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4
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Critical Success Factors
• Single consistent
policing model
• Aligned objectives &
priorities
• Both forces meet
financial timelines
• Proportion of
managerial roles
decreases
• Communities feel
protected & satisfied
• Single Tasking
process
(Threat/Risk/Harm)
• Strategic Policing
Requirement is met
• Proportion of
operational workforce
increases
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The Public Focus – Why?
• Prioritise budgets on protecting communities from
harm
• Deploy our resources to maximise the protection we
offer
• It is the professional operational judgement of both
Chief Constables & influence of PCCs
• We retain the largest skilled workforce available to
give best protection
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Where we are today
PCC
Ron Ball
PCC
Bill Longmore
Chief Constable
Andy Parker
Chief Constable
David Shaw
Deputy Chief Constable
Neil Brunton
Deputy Chief Constable
Simon Chesterman
Services Delivered in Alliance
Local
Policing
Protective
Services
Enabling
Services
Finance
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Local Policing
• Command and
Control
• Civil Disclosure
• Criminal Justice
• Custody
• Harm Reduction
• Local Investigations,
Patrol
• Safer Neighbourhood
Teams.
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Local Policing Benefits
• Single Operations Centre with intelligent
deployment based on threat, risk and harm.
• “Task, not ask!” – Movement of resources
against need
• Single firearms licensing unit.
• Rationalisation of the Custody estate.
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Local Policing Benefits
• Delivering same or better protection.
• Increased visibility by keeping officers out
through new practises and mobile data.
• Right Service, First Time
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Protective Services
• Intelligence
• Planning and Delivery
of Major Operations
• Forensics
• Protecting Vulnerable
People
• Specialist Operations.
• Major Investigations
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Protective Service Benefits
• Intelligence targets the greatest harms by
tasking and briefing 24/7.
• Specialist teams working across the
alliance.
• A single forensics service is delivered 7
days a week from single site.
• A single duties and planning function will
maximise resilience and provide coordination
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Protective Service Benefits
•
•
•
•
•
•
Increased resilience
Better accredited workforce
Greater pro-activity in approach.
National / Legal Compliance.
Shared expertise over both force areas.
Regional Influence
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Enabling Services
• Corporate Comms
• Business Assurance
& Improvement
• Estates
• ICT
• People Services
• Procurement &
Contracts
• Transport.
• Enables other areas
of the alliance to
operate by providing
professional services
& facilities
• Lean Model –
emphasis on ‘must
do’
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Enabling Services Key Benefits
• Work programmes focussed on the
development and improvement of service
delivery.
• Increased resilience.
• Aligned contracts = reduction in contract
management & overall cost
• Streamlined – “do it once”
• Enhanced purchasing power
• Workforce development opportunities and
improved career progression
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Finance
• Ensures all financial resources are used
effectively and efficiently.
• Benefits:
– Significant directorate savings
– Single way of working
– Learning from each other to establish best
practice
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The Challenges
• Organisational Cultures
• Communications
• Bringing two approaches together.
• Significant workforce modernisation –
significant post changes and movement.
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The Challenges
• Sustaining ‘business as usual’ while
managing change programmes
• Two Chief Officer + PCC Teams
• Two separate accounting systems
• Two ICT Systems
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Cost Saving
Flexibility
Shared
Expertise
Better Protection
Resilience
Organisational
Culture
Workforce
modernisation
Convergence of
Methodologies
Pace
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Programme Key Risks
Internal of the Alliance
• Decisions
disaggregating the
model, e.g. CMPG
• Balancing the
Budgets
• Unaligned Strategic
Objectives
External of the Alliance
• Strategic Direction of
Police and Crime
Commissioners
• Funding Changes
• Changing shape of
crime
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Key Strategic Opportunities
• Continuous Improvement through Process Reengineering
• ICT & enabling new ways of working
• Wider Collaboration (Regional / National etc)
• Potential to Outsource or Partner
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Looking to the future...
• Comprehensive Spending Review 2013 –
further savings to be made.
• Making the alliance work / improvements.
• Leadership?
• Merger?
2006 - In September 2005, in a report[delivered to the Home Secretary, Charles Clarke, HM Inspectorate of Constabulary suggested that the forty-three force structure in England and Wales was "no longer fit for purpose" and smaller forces should be merged. The proposed merger was Warwickshire, West Mercia, West Midlands and Staffordshire.
On 12 July 2006, the Home Office confirmed that the mergers were to be abandoned, with the entire proposal taken back for consultation.[118]
2006-2010
Both forces underwent significant change programmes to meet the then budget challenges:
Warwickshire – “150 forward” and “150+” change programme – eventually led to a thematic model with all investigations handled by a local investigation team, all response (including specialist response) operating from a single incident response team. Very few specialist units. Groundbreaking approach to remove BCU’s and bring in borderless policing across the county.
West Mercia - “Planning for the future” and “Making the Difference” change programmes. Focused on saving the required money but retained traditional BCU structure with CID / Response etc.
2010 - CSR announced and realisation that if on their own, both forces would struggle to make the required savings.
2011
First appointments for directorate Leads
Gareth Morgan – Local Policing
Richard Elkin – Director of Enabling Services
Heather Costello – Director of Finance
Myself as ACC Protective Services
Appointed senior Police staff in each directoratef rom top down, eventually building towards a massive day of Change in 2013 where the concept of a single operating model became reality. In preparation for this...
Section 22/12 Police Reform Act 2009 agreement signed by C.C. Andy Parker and C.C. David Shaw.
Warwickshire and West Mercia Police Forces and Police Authorities have developed Section 22A/23 Agreements in accordance with the current Statutory Guidance, and new Act, for four business areas - Local Policing, Protective Services, Enabling Services and Finance.
November 2012 –PCC Elections
Two new Police & Crime Commissioners elected, both independent. Both supportive of the alliance going forward.
Both have included the alliance in their Police & Crime plans but does add complexity in terms of performance measures to be followed and also in holding the Chief Constables to account for a joint operating models.
September 30th – New Alliance Operating Model takes effect
More to follow later.
This highlights that it is an alliance of ALL policing services, not just back end functions. It equally isn’t a merger – still two Chief Constables.
Good Relations – the force already had a good working relationship with each other.
Similar Finances – the financial position of the forces was similar, both had to save significant amounts of money, the precept etc similar and therefore main difference was in size of force only.
Similar culture and values – Both forces operated in a similar manner – with a the values based around protecting communities from harm. Both forces have similar styles of Neighbourhood Policing that is used as a foundation to deliver all other required services to communities
Similar Policing Challenge – the geographic areas are a similar mix of large rural areas with similar size urban areas that meant that the existing local policing areas in West Mercia were a very similar match to North / South Warwickshire.
Undergone Significant Change - Both forces have significant experience in delivering change in similar environments.
West Mercia: SRL was post deletions and budget savings. Policing for the Future was agreed in 2009 but not all savings delivered until 12/13. Some of the later PftF changes may have to be altered to reflect the new reality of the Strategic Alliance , but the financial savings still have to be made.
Warwicks 150 Forward: 3.5mil saving, 150+ (Bletchley) = £14mil saving.
The alliance is a clear improvement on the Stand Alone options and achieves the required savings with far lower impact upon service delivery. Collaboration requirement from central govt was a major factor in deciding that a stand alone option was not viable.
WarwickshireWest MerciaAlliance
£m£m£m
Pooled Expenditure83.227189.681272.908
Non-Pooled Expenditure13.69123.21536.906
Total Expenditure96.918212.896309.814
0
Income-6.044-8.373-14.417
0
Net Budget90.874204.523295.397
Excluding pensions, the majority of the budgets have been pooled:
Non-PooledPooledGross Expenditure
Gross Expenditure £m 36.906 272.908 309.814
% of Gross Expenditure12%88%100%
The material budgets that haven't been pooled are:
Some Local Policing Budgets £3m
Some Protective Services Budgets£3m
Estates£13m
Capital Financing Budgets£8m
Secondment Budgets £2m
PCCs Budgets£4.5m
Neighborhood policing model central to the alliance – SNT based.
WK – more traditional model, including geographic based policing, reactive CID again, local investigation etc
Outstanding work – demand modeling and a more comprehensive resource management model across local policing and protective services (conflict with PCC Policing Plan).
Changes in staff since 2010:
Police Officers decreased -176 (Warks)-343 (WM)
Staff decreased -169 (Warks)-203 (WM)
PCSO-65 (Warks) -92 (WM)
Specials:+138 (Warks)+88 (WM)
This illustrates the public statements publicising the alliance – ensuring that community confidence maintained during the transitional period.
PCC Plans – retention of additional PCSO’s (Warwickshire PCC providing funding for 100 PCSO and increasing specials by 146)
Highlight the fact that not all of the alliance is cost driven.
Although many of the reasons are financial, and cost is the primary driver, it is also about taking a new innovative approach, with some areas worth doing anyway (sharing resources, borderless policing, shared back end functions, doing things once etc).
New policing model from 30/9.
Single Workforce
Shared resources
Borderless policing
Not trying to work out ‘who benefits’ – totality of the whole more than sum of the two parts”
Recognised in HMIC in Valuing the Police 3 as:
Home Sec – November 13: “The alliance will allow West Mercia Police and Warwickshire Police to achieve 75% and 95% of their respective spending review savings by 2014/15”
HMIC – Response to funding challenge: “75 % and 95% against
Descriptor of local model.
Population in LPA
Numbers of Officers / Staff in Local Policing
Reduction of 110 posts
Intial feel is increased relieance across both forces.
Ability to surge resources – firearms warrants,
WK - accessing specialist services eg POLSA, Task Force / 24-7 Dogs across two forces.
Specialist firearms training.
Major investigations – Op Envoy – Telford – use resources from Warks into West Mercia
Influence at Region – through ROCU etc 0 much better, easier to deploy.
Wks 8%, West Mercia ? Total now 27%...... Check with Supt Davenport
ICT Challenges
Culture/approach - more different than we first thought
Bringing two fundamentally different ICT infrastructures together as one
Loss of key staff/skills based on new locations
Delivering three change programmes at the same time - PMP, internal ICT structure/services change programme, ICT infrastructure/application consolidation programme
Silo working - everyone wants there bit of the jigsaw first!
Functions working across multiple applications until all are consolidated over the next 4 years or so.
ICT benefits
Drive out savings
Share information
Mobile working
Opportunity to deliver new innovative solutions
More influence regionally/nationally
We also need to recognise we are leading the way in terms of ICT consolidation. No other forces have migrated to a single ICT infrastructure with single architecture around desktop, e-mail, file storage, Origin HR, DMS, etc etc.
ICT benefits
Drive out savings
Share information
Mobile working
Opportunity to deliver new innovative solutions
More influence regionally/nationally
We also need to recognise we are leading the way in terms of ICT consolidation. No other forces have migrated to a single ICT infrastructure with single architecture around desktop, e-mail, file storage, Origin HR, DMS, etc etc.
What are the significant directorate savings?
The benefits really are the savings and the dingle way of working, this will be no different in Finance. The exposure to other ways of doing things and different thinking I would hope makes us better, but I am not sure we will solve the problems around resilience in certain specialist roles.
A consequence that became obvious during this year was that we needed to have a single finance system sooner rather than latter, the alliance finance model would work better under a common finance system and hierarchy, the mechanics would work better and it would force out some of the differences in practice and terminology etc that are causing problems.
Numbers of Police Staff post losts.
By far the biggest challenge for the Finance Directorate has been designing and running the finance model to make the alliance work from a finance perspective and ensure that the pooled costs are actually shared on a 69:31 ratio. This is compounded by the changes necessary to ensure from the two PCC's and Chief Constables the finances are managed appropriately under their governance arrangements. Whilst producing information for our own use in managing the business is challenging enough this also has to be presented in the annual statement of accounts, which is produced to exhaustive accounting standards that are sometimes open to interpretation. The alliance presents itself mostly in the internal information we use t manage the budget and the PCC and Chief Constable in the external information to demonstrate good governance and stewardship of public money, however the two sets of information have to integrate.
We have also worked with the Programme Board to report on progress towards the savings targets and ensure the establishment is managed, which has to be complete and accurate to provide all parties with assurance they require.
Cultural differences and the different ways of doing things has played out and is being resolved through policy, procedure and just more of working together, but to manages this has been a challenge, a few pats to sort out.
The benefits really are the savings and the dingle way of working, this will be no different in Finance. The exposure to other ways of doing things and different thinking I would hope makes us better, but I am not sure we will solve the problems around resilience in certain specialist roles.
A consequence that became obvious during this year was that we needed to have a single finance system sooner rather than latter, the alliance finance model would work better under a common finance system and hierarchy, the mechanics would work better and it would force out some of the differences in practice and terminology etc that are causing problems.
The benefits of the alliance far out way the challenges that we face
WMP have gone with CMPG, which breaks away from the blue print – still room for individual force decisions if they are deemed best for the public.
Strategic Roads Policing Reviews
Balancing the budgets - Sustaining financial equilibrium could be difficult – particularly with further cutback in the pipeline.
Sustaining alignment of strategic objectives could be difficult, particularly with 2 Police & Crime Plans.
Streamline our own business and get it right before looking outside.
One control room – blue light services JESIP – could that be more?
ICT – single ICT solution – SRO
Regional – Waynes Parkes regional lead for West Mids ROCU. Immense opportunites to reduce risk – Not all about money! = Confi units, intelligence processes
Potentially saving the same again – another £35m
New change programme – a new centralised change management process, not directorate led