People strategy - update on human resources information systems

Report: 5
Date: 18 January 2001
By: Commissioner

Summary

This report provides information about the new Human Resources Information System (HRIS), which is fundamental to the implementation of the People Strategy. This forms the first part of a progress report on the People Strategy. The second part, covering particular projects, is to be provided at the February meeting.

A. Supporting information

1. A new MPS Human Resources Information System (HRIS) is a fundamental component in the delivery of the People Strategy but there are a number of other compelling drivers, including the Commissioner's Agenda for Action, Modernising Government Agenda, the need for business change and the need to reduce bureaucracy.

2. This paper forms the first part of a progress report on the implementation of the People Strategy focusing on the new HRIS. The second part, covering particular projects in the Strategy, will be provided at the February meeting.

3. A contract for the HRIS was signed on behalf of the MPA in September 2000 with ORBIS Software Ltd for the delivery of a new HRIS for the MPS, to be known as PRISM (People Resources Integrated Solution Management).

4. The new system will provide an integrated, comprehensive automated IT system for all HR processes within a single database, which is flexible and simple to use and accessible to staff. It will hold accurate and complete data in a secure and auditable way.

5. PRISM will replace all existing HR systems in use across the MPS, including Personnel Information Management System (PIMS), corporate legacy police and civil staff personnel systems (CLEF) and two proprietary recruitment systems (REG and MORSE), as well as eliminating the need for local ad-hoc manual and computer systems that have been created in the absence of an integrated HRIS. It will also interface with existing and planned MPS systems such as the payroll and pensions system and financial systems.

6. It is an intrinsic part of modernising the HR function and incorporates the following facilities:

• recruitment tracking
• competency framework
• appraisals
• succession planning
• promotion processes
• deployment
• focused training
• hotspotting
• attendance management

7. PRISM will allow the MPS to focus on strategic planning and delivery by reducing administration and bureaucracy. It will simplify and improve the production of management information, such as HMIC statistics and enable the MPS to be more responsive to the MPA requirements for personnel management information. It will also provide corporate access to data, thus reducing the often onerous demands made on Boroughs to supply information and, since there will be a single source of data, the scope for ambiguity will also be reduced.

8. The new system will virtually eliminate duplication of effort through single data entry. By way of example diagrams illustrating the existing process for an officer changing their name through marriage and how this process may be performed using PRISM are reproduced at Appendices 1 and 2 respectively.

9. The key dates for implementation are shown at Appendix 3.

B. Recommendation

The Committee note the contents of the report.

C. Financial implications

There are costs associated with the implementation of PRISM, but there are no financial implications resulting from this paper. Details of the costs of the system were set out in report 13 to the Finance, Planning and Best Value Committee held on 19 September 2000.

D. Review arrangements

Further update reports will be provided as appropriate.

E. Background papers

• Report 13, Finance, Planning and Best Value Committee 19 September 2000

F. Contact details

The author of this report is Tony Horsley, MPS.

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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