Buckinghamshire County Council Support Services Forums February 2015
Buckinghamshire County Council Billing, Brochure and buying cycle and update on e-commerce Maria Edmonds 2
Buckinghamshire County Council Year End Processes Julie Crook 3
Buckinghamshire County Council New Finance Packages Nadine Huntington Finance Operations Team February 2015
Buckinghamshire County Council As of September 2015 our Finance Support Packages are all inclusive… 5
Buckinghamshire County Council What the packages include… • • • • Assistance with preparing financial plans, forecasting outturns and monitoring against budgets. Analysis of present budget position and trends of expenditure and income. Providing advice on current year and 3 year financial planning. Advice on financial administration and procedures. Investigation of transaction queries and processing corrections/amendments. Processing journal transfers for non-cheque book schools purchasing external payroll or using the purchasing card, where detailed transactions need to be entered into SAP. Ensuring financial data is up-to-date and reconciled with the Authority’s Statutory Accounts. Best Practice and Financial Management Support. Assurance that systems are up to date. Actions arising from Service Desk queries e. g. journals, budget setting etc. are included as part of the finance support packages. Proposed Workshops include: CFR Workshops and Knowledge Shares “Budgets” Knowledge Share on the new ABL Budget Checker “New Bursar” Knowledge Share Year End Workshops and Knowledge Shares 6
Buckinghamshire County Council Platinum Support Package • • Platinum Annual Package £ 3000 Unlimited Finance Operational Support hours (including schools visits and office support) 2 Places at Finance Operations advertised workshops or knowledge shares ABL Validation Tool Schools Fund Audit (Under £ 100 k) Administration of up to 3 Purchasing Cards SFVS Support Visit 7
Buckinghamshire County Council Gold Support Package • • • Gold Annual Package £ 1500 10 hours Finance Operations support (including schools visits and office Support) 2 Places at 3 of the Finance Operations workshops or knowledge shares The ABL Validation tool Administration of 2 Purchasing Cards 8
Buckinghamshire County Council Silver Support Package • • Silver Annual Package £ 500 5 hours of support (including support visits and telephone support) ABL Validation Tool One Place at One Finance operations workshop or knowledge share. 9
Buckinghamshire County Council All of the other packages, Creditors, Debtors, Cheque Book Reconcilliations, SFVS assistance etc are all still available to purchase… Any questions? 10
Buckinghamshire County Council Energy Support Service February 2015 Edward Barlow
Buckinghamshire County Council Old: Tiered Service Energy Hierarchy Support Service Levels Non. Renewables Substitute: Renewables Gold • • Onsite Renewable Support Pupil Engagement / Eco-Schools Reduce: Efficiency Silver • • Energy Audit Efficiency Advice and Support Bronze • • Energy Monitoring DEC Compliance Support Avoid: Energy Conservation 12
Buckinghamshire County Council New: Service Menu Service Terms Service Description Annual package Energy Monitoring (AMR Support) Annual package Eco-Schools Support Pay as used Energy Audit + Action Plan Pay as used Onsite Renewables Support Removed DEC Support (free advice available) 13
Buckinghamshire County Council Service Description Price Energy Monitoring (AMR Support) Annual package 1 £ 150 / year 2 £ 270 / year Eco-Schools Support Annual package £ 200 - £ 420 / year Energy Audit + Action Plan Pay as used £ 230 - £ 450 Onsite Renewable Support Pay as used £ 230 - £ 450 (500 m 2 - 10, 000 m 2 cap) 14
Buckinghamshire County Council • Expressions of interest – please see me afterwards. • Building internal capacity • Launch of service provision from September 2015 15
Buckinghamshire County Council Edward Barlow ebarlow@buckscc. gov. uk 01296 382300 / 07843 344843 16
Buckinghamshire County Council Coffee / Tea Break & Networking 17
Buckinghamshire County Council Human Resources February 2015
Buckinghamshire County Council Welcome to Schools Support Services Forum What are we going to cover this morning? • HR Service performance • Teachers’ Pensions update • Ø Ø • Policy Updates Holiday Pay Shared Parental leave Safeguarding update – Childcare disqualification regulations • Important dates for your diaries
Buckinghamshire County Council HR Service Desk School calls since 1 st September 2014 - 31 st January 2015 7758 Resolved at first point of contact: 55% of all calls Top 5 logging profiles: Pay Recruitment Process HR Applications LGPS Joining 1745 1290 929 380 320 22% 17% 12% 5% 4%
Buckinghamshire County Council HR Service Performance Key Performance data (Please see handout) HR Services covered • Employee Relations Advisory Service • Payroll and transactions Management Service • Health, Safety and Wellbeing • Resourcing/Recruitment • Safeguarding • Teachers’ Pay and Pensions • Occupational Health (PAM)
Buckinghamshire County Council HR Service Performance Data gathered • Performance Indicators for Service offers • Volumes and types of queries hitting the service • Key issues raised
Buckinghamshire County Council HR Service Performance Summary of data All KPI targets consistently met with exception of Ø Turnaround of contracts within 4 weeks in September and October Ø Occupational Health referral appointment lead time Ø Occupational Health report return lead time
Buckinghamshire County Council Teachers’ Pension Scheme Changes April 2015 As you may be aware the Teachers’ Pension Scheme is changing from 1 st April 2015. Teachers’ Pensions have produced a variety of information to help teachers understand the changes to the Scheme.
Buckinghamshire County Council Communications - Schools Bulletin (No. 375) This information was made available on 26 th January (Bulletin No. 375 release) This Included: • Three posters from Teachers’ Pensions to be displayed in staffrooms etc • An attachment which needs to be e-mailed to every teacher in your school including supply teachers. • Encourage teachers to register on-line with Teachers’ Pension: – This will help teachers manage their pension more effectively; – View their statements e. g. as from 2016 paper versions will no longer be available
Buckinghamshire County Council Contribution Rates Employees • The bandings will be changing again from April 2015, details on Bulletin 375 Employer • The rate will be increased from the 1 st September 2015 to 16. 48%. This is the first increase since January 2007. The new Budget Modeller for 2015/16 will include this in calculations. • (Non-Bucks payroll schools will need to instruct their providers to update systems)
Buckinghamshire County Council HR policy updates (Please see handout) Supply Teachers – holiday pay transparency: • In line with current guidance, improve transparency of holiday pay for Supply Teachers • No change to pay • Payslips will show holiday pay element of pay from March • Supply Teachers contract document updated to show hourly rate includes holiday pay • Letters being sent to all Supply Teachers claiming in March to advise they will see a change to their payslip • Letters will be sent to all Supply Teachers to advise of change
Buckinghamshire County Council HR policy updates Shared Parental Leave (SPL): • Shared Parental Leave is designed to allow parents to take leave flexibly in the first year of a child’s life • Applies to parents expecting a baby and for those adopting on or after 5 th April 2015. • Eligible parents will have a statutory right to Shared Parental Leave and Shared Parental Pay • BCC Maternity and Adoption Guides are currently being updated to include SPL • BCC will be implementing statutory Shared Parental Pay only
Buckinghamshire County Council Childcare (Disqualification) Regulations in schools • Check Schools’ Bulletin issued 12 January 2015 for full information • Effective immediately • “Disqualified” staff must not care for children: • up to 1 September following child’s 5 th birthday (Reception / nursery classes) • up to age 8 outside school hours in a school’s pre / after school provision (e. g. breakfast / after school) • Schools need to confirm relevant staff not disqualified: hence Declaration Form • “Disqualification by association” – through other “household” members • Further clarification expected at the end of February 2015
Buckinghamshire County Council Important upcoming dates HR Workshop for Bursars and SBM’s Ø New County Offices - 27 th April Employee Relations Core Management training for Headteachers and Senior Managers Ø South venue (High Wycombe) - 1 st May, 13 th March, 19 th June Ø Central venue (New County Offices) – 27 th April, 9 th March and 15 th June
Buckinghamshire County Council INTERNET CONNECTIVITY AND SOFTWARE SERVICES FOR SCHOOLS (BUCKSGf. L) 2015 -16 George Mc. Gowan PSN Programme Manager
Buckinghamshire County Council Headlines for 2015 -16 Academic Year: Microsoft Office E 1 Package is a new service for 2015 – 16 and is free of charge if you have your broadband connection with us. 1 gigabyte per second internet connections are available. Adobe Connect service is being withdrawn from service on August 31 st 2015. Microsoft Share. Point will be phased out during 2015 -16 and replaced with a product from the Microsoft Office E 1 package. Across the board 3% increase in charges for most services.
Buckinghamshire County Council Components of the Bucks. Gf. L packages: 1. Your internet connection, from 2 mb/s to 1 gb/s, priced accordingly. 2. Essential software that comes with your internet connection and is included in the price 3. Optional software which attracts an additional charge
Standard Broadband Connections Package Name Broadband Package Most suitable for… Prices (broadband essential software) Price on asking – varies depending on location. PSN Gig 1 gigabyte per second connection including essential software Super-schools with extensive use of Wi-Fi, pupil and staff tablets, video -conferencing and internet usage. Description: Exclusive broadband connection of 1 gigabyte per second. This is a synchronous service offering a maximum traffic of 1 gigabyte of data into and / or out of the school simultaneously. 34
Standard Broadband Connections Package Name Broadband Package PSN 40/100 Up to 100 Larger schools or megabytes per schools making second great use of ICT Plus connection services over the including essential internet. £ 4. 23 per pupil software Broadband connection between 40 and 100 megabytes per second. This will typically be in the range 90 -100 mb/s. Contact the PSN Team for a definitive answer. Description: Most suitable for… Prices (broadband essential software) £ 6, 695 each year 35
Standard Broadband Connections Package Name Broadband Package Most suitable for… Prices (broadband essential software) £ 2, 369 each year PSN 4/40 Up to 40 Smaller schools or megabytes per establishments second connection making minimal Plus including essential use of ICT services software over the internet. £ 2. 17 per pupil Broadband connection between 4 and 40 megabytes per second. This will typically be in the range 8 -38 mb/s. Contact the PSN Team for a definitive answer. 36
Standard Broadband Connections Package Name Broadband Package Most suitable for… Prices (broadband essential software) £ 978 each year PSN/Remote Approximately 4 Very small schools megabytes per and / or in remote second per second areas. Plus connection including essential £ 2. 17 per pupil software (dependent on location) This is not a recommended option however for some remote schools this is currently the only option available. Schools in this band will be resurveyed periodically to see if better bandwidth is available. 37
Standard Broadband Connections Package Name Broadband Package Most suitable for… Prices (broadband essential software) £ 2, 678 each year PSN 4/40 PRU/Special 40 megabyte per Pupil referral units second per second and special schools connection which do not have including essential pupils on role. software Broadband connection between 4 and 40 megabytes per second. This will typically be in the range 8 -38 mb/s. Contact the PSN Team for a definitive answer. 38
Bespoke Broadband Connections Package Name Broadband Package Most suitable for… Prices (broadband essential software) £ 2, 369 per site each year PSN 40 Split Circuit 40 megabyte per Schools which second per second occupy one or connection into more sites. both sites, Plus including essential software £ 2. 17 per pupil Broadband connection between 4 and 40 megabytes per second provided into each school site. This will typically be in the range 8 -38 mb/s. Contact the PSN Team for a definitive answer. 39
Bespoke Broadband Connections Package Name Broadband Package Most suitable for… PSN 40 Split Interconnect-ion Not a broadband package but an interconnect-ion between each site of a split site school. Schools which occupy one or more sites. Prices (broadband essential software) Installation and maintenance – price on asking There is no per pupil charge for this service Split site schools can operate, from an ICT point of view, as autonomous sites. However most prefer to have an interconnection so that ICT resources can be shared and applications such as SIMS only require one installation. 40
Bespoke Broadband Connections Package Name Broadband Package Most suitable for… PSN 40 Hybrid 40 megabyte per second connection, including essential software Schools which have a combined network with a non-school site, e. g. a children’s centre or private nursery. Prices (broadband essential software) Standard connection charge for the school plus: £ 500 per annum for support of the non-schools site. As several schools are taking on management of previously corporate sites we need to recover the costs of supporting the non-schools staff. Access to additional BCC corporate software, e. g. SAP, shared drives, intranet or email: price on asking 41
Buckinghamshire County Council Notes on Broadband Connectivity: The prices shown refer to continuation of your existing broadband service. If you wish to change your broadband option there will be installation charges. Please contact the PSN Team for an explanation of these charges.
Included with your Broadband Option is the following software Software Package Mandatory or Optional Use Microsoft Office E 1 for Education Package Use is optional. Web Filtering Mandatory – must be used to keep your school and pupils safe. Firewalls Mandatory – must be used to keep your school and pupils safe. Email filtering Self Administration or Updata Managed? This can be made available to all or some pupils and staff through the User Management Portal. Any school can administer web filtering themselves or ask Updata to make changes. As above. 43
Included with your Broadband Option is the following software Software Package Mandatory or Optional User Management Portal (UMP) Email – an @bucksgfl email account for every pupil and member of staff. Optional, but is provided for all schools. Optional. Everyone has an account created but it is your decision whether or not you wish to use them. Accounts will remain with children throughout their school days in Buckinghamshire. Optional Email -School Accounts, e. g. office@bucks. sch. uk) Self Administration or Updata Managed? As above. Accounts are automatically created from information exported from your SIMS database. School staff can create accounts for people not on SIMS, e. g. governors, in UMP. These accounts are set up by Updata at your request. 44
Included with your Broadband Option is the following software Software Package Mandatory or Optional Use Single sign on – an easy way for pupils and staff to log on to software services Optional but highly recommended, even at KS 1. Customer Service Portal Optional but highly recommended. Intellisoftware SMS system Optional: Primary 5, 000 free texts. Secondary 10, 000 free texts. Self Administration or Updata Managed? Some schools might use generic or teacher logons to allow children access to ICT. However this prevents an audit trail of usage. Here you can track service calls yourself. Of course you can still log and track service desk calls by email or telephone. Self-administered. Other services include: access to JANet and NEN networks; web hosting; 24/7 network monitoring, and; monitored internet access. 45
Included with your Broadband Option is the following software New for 2015 -16 is the Microsoft Office E 1 package for education. Online versions of MSOffice including Word, Excel and Power. Point File storage and sharing with 1 TB storage person. Business-class email, calendar, and contacts with a 50 GB inbox. Unlimited online meetings, Instant Messaging and HD video conferencing. Intranet site for your teams Corporate video portal for uploading and sharing your videos across the school. All of this is available to all Bucks. Gf. L broadband customers at no additional charge. page 46
If you have bought Broadband through Bucks. Gf. L the following software is available at an additional charge Software Package Description Self Administration or Updata Managed? Prices Moodle Virtual Learning Environment Moodle VLE is you online classroom. Totally self-managed £ 175 each year MS Share. Point will be maintained at no charge for existing users only in 201516. No longer for sale Remote access (Note – an installation charge of £ 125 is made for new VLEs) It is planned that Share. Point users will migrate their content to Microsoft E 1 intranets (which also use Share. Point). Staff only access to their school desktop from home or other locations. Administered by Updata £ 110 each year plus £ 12 per user. 47
If you have bought Broadband through Bucks. Gf. L the following software is available at an additional charge Software Package Description Self Administration or Updata Managed? Prices Transparent Proxy enables schools and academies to allow users to use BYOD to access their internet and LAN Self-managed but set up assistance and ongoing support is provided by Updata £ 350 initial installation per school £ 170 per school per annum for support Video Library A large capacity storage area for video files; either used in school or embedded in your web site. Totally self-managed £ 300 per annum Adobe Connect This service will be withdrawn on 31 st August 2015 and is no longer for sale. No longer for sale 48
Buckinghamshire County Council Any questions? George Mc. Gowan PSN Programme Manager psn@buckscc. gov. uk 01296 387070 or 01296 387122
Buckinghamshire County Council UPDATE FROM PROPERTY SERVICES BCC Support Services Forums February 2015
Buckinghamshire County Council Property Services – Imminent Building Surveys Programme • Fresh Compliance Surveys are to be carried out for all BCC controlled schools during 2015/16. These are for Legionella, Asbestos, Condition, as well as updating Floor Plans. • It is hoped to extend them to VA schools and academies eventually if agreements reached. • About 20% of BCC’s entire estate had condition surveys and floor plan updates carried out in 2014 by Oak. Leaf Surveys Ltd. • Finance is finally being found to fund the other 80% of them! • Specifications and tender documents have already been drawn up. • The sequence in which they will be carried out is seemingly in reverse order of priority but updated floor plans are central to all the surveys.
Buckinghamshire County Council Property Services – Property Condition and Floor Plan Surveys • The initial visit will be for Condition Surveys and Floor Plan Updates by specialists (subject to tender). • Cad. Capture will draw up the survey notes. Updated floor plans are crucial to all the surveys and they are used by other teams (eg Admissions). • Condition is assessed through elemental surveys, ie roofs, windows, etc, for each individual block on a school site. • Assessments are made on condition grade where D is Bad (life expected and/or serious risk to health and safety) through to A which is Good (performing as intended and operating efficiently). • Each element also receives a priority grade from 1 (Urgent) to 4 (Long Term) together with cost estimates for any rectification required. • The surveys will be loaded into a scoring matrix on the K 2 database to determine future Capital Programmes (fairly) by greatest need.
Buckinghamshire County Council Property Services – Asbestos Surveys • Currently asbestos data is held on an obsolete database and referenced to out-of-date diagrammatic floor plans. There are now also potential gaps in the information held. • The asbestos records need to be completely updated and held on Property’s K 2 database using up-to-date floor plans. One important thing to note is that the use of Asbestos has been banned since 1985 so we’re not expecting ‘new’ revelations. • A completely fresh asbestos management survey compliant with current legislation will be completed by specialists during 2015/16. This is not an intrusive survey so no asbestos will be disturbed by this work. • All the updated Asbestos Logs will be held on the K 2 database and accessible to schools through an Internet portal.
Buckinghamshire County Council Property Services – Legionella Surveys (Risk Assessments) • BCC needs to overhaul the information it holds on Legionella and requires a specialist company to carry out fresh Risk Assessments on all of its property. • This requires a fresh inspection of premises and compilation of schematic drawings showing water distribution overlaid on up-to-date floor plans. • Recommendations will be made for ongoing individual premises responsibilities from the risk assessments carried out. • Further recommendations will also be made for Property’s ongoing regime of periodically required specialist audits and sample analysis. • Any future changes to a building will always require fresh risk assessments.
Buckinghamshire County Council Property Services – Surveys (General) • All the information gathered on premises will be held centrally on Property’s K 2 database and available to individual schools through an Internet portal so as to avoid loss of paper versions on site whilst ensuring information on view is always the latest. • Radon surveys have already been undertaken on properties where required, with continued monitoring and remedial action taken where advised. • It is very likely that DDA surveys will be undertaken at the same time as Condition at the request of CYP’s SEN team as they want to compile a list of fully accessible schools in Bucks. • It is presumed that this DDA audit will apply to all schools and academies but the mechanics for this are yet to be finalised.
Buckinghamshire County Council Property Services – Buy. Back and STAR Packages 2015/16 • Buy. Back contributions requested from schools for 2015/16 will be as described at these Forums in November 2014. All will be based on a rate of £ 3: 25 p / m 2 gross external floor area (GEA) with a supplement of £ 1200 for swimming pools. PRUs will be eligible to participate for the first time. • Individual Financial Thresholds will be notified to all schools along with the contribution calculations (where relevant). The expanded Table of Maintenance Responsibilities will also be sent out with this information. • Administrative charges for the STAR package will be also based on GEA on an incremental scale rising from £ 125 for a school below 750 m 2 up to £ 1, 000 when in excess of 5000 m 2. All works arising will be invoiced direct to schools for payment. • Finally I can report that Bilfinger are currently responding to well over 500 calls a month, the most difficult ones currently being failing heating pipework!
Buckinghamshire County Council Performance Report & Questionnaire Michelle Parker / Maria Edmonds 57
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