PIP

Summary

The request sought details on the cost, delays, and funding sources for the People Information Programme (PIP) used by OHR and Payroll. The Cabinet Office disclosed the total costs incurred to date, the revised completion timeline, and specific reasons for delays including GDPR compliance and the pandemic.

Key Facts

• The People Information Programme aims to introduce a single HR and Payroll IT system for the Isle of Man Government.
• Total costs from the start of the programme to September 2020 were £1,620,115.48.
• The programme is funded through the Digital Strategy Fund.
• Roll out was delayed from the original March 2019 deadline to December 2020.
• Delays were caused by complex government terms and conditions, system performance issues, GDPR implementation, and the Covid-19 pandemic.

Data Disclosed

• £1,620,115.48
• March 2017
• April 2018
• March 2019
• September 2018
• December 2020
• 2018
• February 2020
• June 2020
• 1503467

Original Request

Could you please provide the cost of the People Information Programme used by OHR and Payroll. How far behind is the full roll out of the programme, and what running costs have been incurred. Where is the extra budget requirements coming from.

Data Tables (1)

Full Response Text

Government Office Douglas Isle of Man IM1 3PN Telephone: (+44) 01624 686244 Website: www.gov.im/co

Our ref: 1503467 13 October 2020

Dear ###

We write further to your request received on 6 October 2020 which states:

"Could you please provide the cost of the People Information Programme used by OHR and Payroll. How far behind is the full roll out of the programme, and what running costs have been incurred. Where is the extra budget requirements coming from."

Please find below the information requested. The People Information Programme is a long term transformational programme. The Programme’s main aims are: - The introduction of a single HR and Payroll IT system that is accessed by HR professionals, managers and employees.
- To support the development of a culture within Departments where such a system will be used to its best potential; where both individuals and managers take ownership of the data and are able to make decisions and act on the information provided. The Programme is funded through Digital Strategy Fund and includes the delivery of a combination of cashable savings and improvements. Costs from the beginning of the programme to the end of September 2020 are £1,620,115.48. The contract with the system supplier was signed in March 2017 and the implementation of payroll and HR information was initially planned to commence in April 2018 with delivery due to be complete by March 2019. Roll out commenced in September 2018 and is due to complete in December 2020. The delays experienced have been caused by the following: • The complexity of IOM Government terms and conditions – the system provider underestimated this initially, leading to late/incomplete delivery of the bespoke configuration of the system. This was also a contributing factor to the payroll parallel run process being lengthier than initially planned as many terms and conditions variations had to be checked and accommodated. 2 • Self Service system speed – initial self service system performance was slow, which delayed the roll out of employee and manager self functionality.
Escalations to the system provider ultimately addressed these issues. • GDPR – the implementation plan crossed over with the introduction of new GDPR and Data Protection legislation in 2018. This caused delays whilst all of the self service elements of the functionality were reviewed in detail, workflows were reconfigured to ensure full compliance and a formal Article 36 consultation process was completed. • Covid 19 – following an initial “Lite” roll out of self service functionality in 2019 (an extra project step added to ensure GDPR compliance as described above), “Full” self service roll out commenced in February 2020 and was due to be completed by June 2020. Roll out of this functionality continued during lockdown but some Departments, e.g. DHSC, DESC had to delay for unavoidable operational reasons.

Please quote the reference number 1503467 in any future communications.

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If you are not satisfied with the result of the review, you then have the right to appeal to the Information Commissioner for a decision on; 1. Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act 2015; or 2. Whether we are justified in refusing to give you the information requested.
In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision. More detailed information on your right to a review can be found on the Information Commissioner’s website at www.inforights.im. 3 Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about freedom of information requests can be found at www.gov.im/foi.

I will now close your request as of this date.

Yours sincerely