Business Plan 2013-2015 Summary Our Ambition Our Ambition to 2020 The intelligence coming out from Orbit’s 2020 research makes it incumbent on all parts of the business to radically think about its future offer, shape and contribution. In addition, as part of Orbit’s ambition to grow, Orbit Services has a clear offer to make to other housing organisations wishing to join Orbit. This includes a complimentary range of professional services as well as a values based commercial approach. We know that capital funding may reduce and be targeted differently. At the same time the impact of welfare reforms on our ability to collect rents will be significant and exactly how far reaching this will be is unknown at this time. There is a clear trajectory for growth which means that Orbit Services will continue to look at how we operate ensuring that we have the right delivery vehicle for the future to accommodate scale and profit generation. Orbit has agreed its underlying imperative is to ‘create profit for a purpose’. This is either through being more efficient and generating external income. This business plan suggests that Orbit Services can make a significant contribution to this in two areas. Firstly by growing the volume of services we sell externally through our Service Matters brand and secondly by creating a Shared Services Centre. The Shared Services Centre would allow greater efficiencies and economies of scale to be extracted by pulling together high volume low value transactional services together under one ‘roof’. However, that said, of primary importance is the quality and cost of services Orbit Services provides to all partners within Orbit. My aim is to make all of our services to our customers the best they can be. The external business under the Service Matters brand has a strong reputation and has had slow but steady growth together with a sustained level of business where customers have been happy to extend contracts based on performance and the value created by our people. Our income target for 2020 is £3.5m with a profit of 24%. Working with external customers brings added benefits to Orbit by driving a commercial approach to all the services provided to all our partners within Orbit. In summary, Orbit Services will support Orbit to improve customer service, reduce operating costs and to generate profit. The opportunity is here and we now need to think with an open mind and embrace new ideas. By 2015, the two year business plan is based on Orbit Services delivering outcomes which reflect VFM services, delivering value and growth of Service Matters. In addition, it proposes the creation of a Shared Services Centre and significant efficiencies as a result. Afzal Ismail Executive Director Orbit Services Engaged and happy people Commercial approach Generating significant efficiencies for Orbit Reputation for innovation Getting the basics right 2 Passion for the customer Thriving Shared Service Centre Trusted advisor Orbit Services Business Plan 2013-2015 Building Communities Orbit’s ambition underpins Orbit Services’ business plan where our success will be built on knowledge, expertise, “can do” commercial approach and a values based brand. Orbit 2020 Outcomes Orbit Services has a key role to play in supporting Orbit to deliver its Passion (Community Investment, Housing Choice) and more significantly its resources (customer offer and Resources, People and Futures). The Purpose, Passion and Resources described in this business plan align to the Orbit 2020 vision and 2013/14 group business plans. More specifically, Orbit Services will have a significant impact on the delivery of 2020 outcomes which for completeness have been stated here: Community Investment 1. Provided 10,000 job & formal training opportunities for people in our communities 2. Delivered £30m of investment into communities, including external funding 3. Achieved average home SAP rating of 75 and minimum energy rating of C Journey to 2020 Customer Offer 1. Ensured 75% of customers are accessing self-service online 2. Ensured 90% of our customers satisfied with our services 3. Delivered financial and energy efficiency advice to 20,000 people To deliver the vision we will deliver the following organisational outcomes: 1. Reduced the costs of managing our homes year-on-year 2. Achieved an employee engagement index of 85% 3. Delivered ‘market leading’ position as top 3 housing organisation 5 years 2 years 2008/13 2013/14 2014/15 Good to Great Journey phase 1 2 year business plan Complete transformation programme Orbit Services Business Plan 2013-2015 Housing Choice 1. Delivered 12,000 new homes 2. Implemented a complete, flexible housing ‘journey’ 3. Provided a full range of home rental and ownership options 3 The way we work Our Purpose To enable Orbit to build communities by providing excellent professional services which deliver value to our customers Our Passion We enable our customers to deliver excellent services in the most cost efficient way to deliver their goals. Our Resources Trusted Professional Services Deliver Value Growth for a purpose Outcomes 4 Orbit Services Business Plan 2013-2015 Trusted Professional Services Delivering trusted professional services is the foundation for Orbit Services and enables it to deliver added value and growth opportunities. The following areas set out the key elements to all our services: • Get the basics right • Being great partners • Right First Time • Business Assurance • Cost transparency and value for money Our Products are: • ICT • Customer Service Centre • Business and Professional Services - Internal Audit - Insurance - Information Governance - Health & Safety - Fraud Management - Strategic Risk Management - Procurement - Lean Business Improvement Orbit Services Business Plan 2013-2015 Deliver Value Growth for a Purpose Orbit Services commercial approach delivers added value to Orbit beyond the services it delivers. The following areas set out the focus for 2013-15: Orbit Services will grow for a purpose to support Orbit’s vision to build communities and its 2020 vision. Growth is important for every business as it generates benefits of economies of scale such as reduction in cost to deliver, momentum and continuous changes within the business and the ability to attract and retain ambitious and commercially minded staff. The focus for Orbit Services for 13-15 will be: • Thought leadership and commercial approaches • Shared Services Centre (including self-service and transactions) • Strategic Procurement • Lean systems and processes • Digital Futures • Support Orbit’s merger and acquisition strategies Our Commercial Approach Orbit Services’ commercial approach is based on the following ingredients: • Values based ethical business generating profit for a purpose • Relentless focus on value for money and cost efficiency both in the way we operate and cost of our products • Customer first thinking • Thought leadership, bringing new and innovative ideas to our customers • Disciplined approach which manages risks effectively • Service Matters Growth Strategy to £1.4m by April 2015 • Develop and build a Shared Service Centre • Growth through Orbit’s merger/ acquisition strategy 5 Who do I need to speak to? Vicky Mather Business Services Officer Vicky is responsible for the customer relationship management and invoicing of external Service Matters customers and also business support to Orbit Services (including KPI Production and Living the Values Survey). Julian Beaney Business Services Director Steve Kerr Afzal Ismail Marketing Assistant Steve is responsible for marketing to internal (Orbit) and external (Service Matters) customers. Executive Director Orbit Services Business Improvement Roy Evans ICT Technical Services Manager Roy has responsibility for the Orbit ICT Infrastructure, system speed, availability and security are all key areas of focus. Roy also looks to the future to see how the latest technology can add value to Orbit. David Leach IT Director Jason Kearney ICT Service Delivery Manager Gary Stephens Procurement Director Jason is responsible for the ICT Service Desk and works across the whole ICT Team to ensure we are providing the right support to our customers. Tara Gunn Head of Programme Management Office Tara is responsible for the Orbit Project office and for developing a consistent approach to Project Management across Orbit. Tara also runs the Project Management Training within Orbit. Angela Adderley Systems Manager Angela is responsible for the Housing and Repairs systems across Orbit including the development of system reports and for IT Training. Increasingly more of our front line services are reliant on ICT tools and Angela works closely with our front line colleagues to ensure the IT Tools support the effective delivery of services. 6 Lesley Mason Head of Procurement Operations Lesley’s role is to manage the day to day delivery of the procurement programme within Orbit. Lesley is also responsible for delivering training and providing contract management advice. Orbit Services Business Plan 2013-2015 Trish Bailey Information Governance Specialist Trish is responsible for leading on Orbit’s Information Governance & Security Management Service across the Group which covers; Data Protection & Privacy (DPP), Information Security Management (ISM), Information Sharing & Confidentiality (ISC), Information & Records Management (IRM) – Including Knowledge Management, Information Quality & Assurance (IQA), Information Rights Legislation (FOIA, DPA – including the Subject Access Rights process, EIR, PSI) Amandeep Jhawar Risk & Compliance Director Greg Barr Head of Internal Audit Greg as Head of Internal Audit is responsible for operational delivery of the audit service across Orbit and to external customers, particularly ensuring that the team understand your needs and align the audit service accordingly. Greg’s team can also deliver a critical friend role for new projects and systems. Roger Smith Head of Health and Safety Roger leads the fire, health and safety team. The overall purpose of the role is to develop, deliver and maintain a robust management system to comply with relevant legislation and to enable all parts of the group to manage their own health and safety responsibilities. Sally Mason Insurance Team Leader Sally is responsible for overseeing the delivery of a day to day insurance service to members of the Group to include property, liability and motor claims handling, the provision of various insurance information across the Group, to leaseholders, mortgagees, funding authorities and insurers and the administering of Orbit’s household contents insurance scheme for residents, including premium collection and arrears monitoring. Ian Gibson Customer Experience Director Karen McEnroe Customer Service Manager Karen manages all day to day operational areas of the Customer Service Centre, this means our team leaders and their teams and resource planning that underpins the day to day delivery. Will Bayley Head of Service Development Will manages all of the centres support functions (quality, knowledge, process improvement) and business development areas of the Customer Service Centre and ORU. Orbit Services Business Plan 2013-2015 7 Our Outcomes 8 Outcome Measure Partner dependencies Orbit Services has happy/engaged people and is employer of choice Your say engagement Retention Levels Talent management and reward strategies HR policies aligned to ambition Delivers right first time services to get the basics right Headline KPIs delivered to target End-to-End Income and repair services improvements implemented Internal and external digital literacy strategy designed and agreed Disciplined action by adhering to internal service standards/ protocols Transparent and interlinked KPIs Is recognised and trusted by our customers, the provider of choice Customer satisfaction/net promoter Partners engage in service improvement and relationship management activities Is recognised as adding value to our customers Deliver financial plans £1m Procurement savings per annum and significant efficiencies from Shared Services. Engage with development and implementation of new Shared Service Centre and new procurement strategy Adopt consistent systems and processes principles and tools Has a profitable and sustainable business model and is recognised as a leader in its sectors £1.4m Service Matters income by 2015 (11% profit) Sector influence Understand and advocate for Orbit Services’ growth ambitions within Orbit and the sector Deliver and maintain an effective internal control environment Implementation of agreed audit recommendations Working with Orbit’s Executive and Leadership Teams to drive Orbit to deliver Orbit Services Business Plan 2013-2015 Good to Great Journey Orbit Services completed phase 1 of its Good to Great journey in April 2013. This transformational plan focused on building a one team approach to delivering great customer service. The ambitions being to change the way in which professional support services are delivered across Orbit and to its growing external customer base. 2008/09 2009/10 11 2010/ /12 1 201 3 /1 12 20 Orbit Services agreed the following five themes and outcomes for its Good to Great journey: Great People Our people understand your business goals at a strategic level and proactively search for opportunities to add value to your business. Partnership working results in proactive innovation. Great Customer Experience All of our people are demonstrating Customer First principles in a consistent manner and a continuous improvement ethos is embedded. Customers can contact Orbit Services via a channel they prefer and first point of contact resolution is > 70%. Orbit Services Business Plan 2013-2015 One Team Collaborative working across internal and external teams and stakeholders is the norm. Contacting the right person is easy and through your preferred channel. Our people have a strong understanding of key priorities across the organisation and shared objectives are the norm. Great Business Internal and External customers have a strong understanding of what Orbit Services is trying to achieve. All of our people proactively look for ways of extending services and are driving VFM and innovation internally and externally. Orbit Services has a strong reputation for taking a professional approach and for the delivery of Great services. Tools to do the job The right tools are available to the right customer. Service Delivery is enhanced and customers are engaged with the strategic development of the tools. 9 Performance Indicators 2013/14 The Orbit Services performance indicators are set out in the Balanced Scorecard format below. This scorecard will be used by Orbit Services to track operational outcome measures on a regular basis to inform the potential impact on the financial and customer outcome measures. Financial 1. Orbit Services Financial Plan 2. Service Matters Profit 3. Efficiency Savings Generated Customer 4. Overall Customer Satisfaction 5. CSI (Residents – CSC) 6. Service Specific Customer Satisfaction (aggregate) Key Operational 7. IT Service Availability 8. IT Incident Management 9. CSC/Orbit First Time Resolution 10. CSC/Orbit Timeliness of Service 11. Health & Safety Risk Assessments 12. Internal Audit Recommendations not implemented 13. Procurement Projects Delivery 14. Service Matters Marketing Plans People 15. People Engagement 16. External Reputation (Awards & Accreditations) 10 Delivered within budget £1m income with a net profit of 10% £1m savings 80% 85% 80% 99% availability between 8am and 8pm 92% incidents and service requests fixed within SLA 55%+ of all calls resolved at first point of contact 80% of calls answered in 20 seconds 100% 3% and zero major recommendations 80% projects delivered with agreed timescale and cost 30 new customers from 89 prospects Corporate targets achieved IiP Gold plus other accreditations Orbit Services Business Plan 2013-2015 Our projects 2013/14 The following strategic projects and tasks have been set for Orbit Services during 2013/14 as part of this 2013-2015 business plan in addition to business as usual activity • Undertake a feasibility study into creating a shared services centre • Create a transparent charging approach to Orbit Services service delivery (internal and external income) • Leadership and staff engagement building on 2012/13 Make it Happen programme • Deliver a framework of accountability / compliance across Orbit underpinned by LT & ET KPI’s. • Implement the Insurance Claims reduction strategy. • Orbit ICT Strategy (such as EDRM, DART, Digital business and website) • 2020 Technology and Innovation Change Stream Service Matters is the external brand used for providing services to other organisations to generate a profit. Since its re-brand and website launch (www.servicematters. uk.com) in 2012, Service Matters is growing in reputation and currently provides services to over 35 customers across England and Wales. The majority of our customers are from the housing sector, which enables us to use our housing expertise to their benefit, however we provide services to a county council and private sector organisation. Orbit Services Business Plan 2013-2015 • Successfully complete ORU and OOH outsource to delivery partner • Set up income service team (CSC) to handle payment arrangement initially to stage 1 • Introduce full quality assurance approaches into the centre to include email as well as call handling • Investigate P2P connectivity on Documotive to support staff purchasing activity • Implement the Supplier Monitoring Database • Support the creation and implementation of a procurement sustainability strategy • Implement Category Management (CM) across Orbit • Implement the Service Matters’ customer relationship and marketing plans to hit growth targets • Develop effective account management processes • Facilitate the achievement of external recognition for Orbit Services (such as IiP Gold) • 2020 Systems and Processes Change Stream During 2012/13 Service Matters generated an income of over £700,000 and has a target of £1m (with 10% profit) to achieve in 2013/14, increasing to £1.4m (with 11% profit) in 2014/15. Working with external customers brings added benefits to Orbit by driving a commercial approach to all the services provided by Orbit Services. 11 Working in partnership With each other Our people are central to the delivery of our vision for the future. Whether it is delivering day to day services to customers, looking for efficiencies or being involved in a project team, we want all of our staff to play their part. With our customers Our aim is to work in partnership with all of our customers, both internal and external, to create mutually beneficial relationships. With Your Orbit plays a crucial role to ensure we are all involved in our journey to 2020 and is very much at the heart of how we operate. Orbit Services needs an active and engaged Your Orbit to deliver its ambitions for the future. This means that we understand where we add value to each other and also where there is a mutual dependency to deliver key performance and customer outcomes. An example of this is delivering a right first time service in the CSC which is dependent on the work of many teams across Orbit. During 2012/13 the role of Your Orbit has developed and they have been instrumental in the pensions consultation,Your Say Survey, charitable fund raising, amongst other things. 2012 HOUSING HEROES AWARDS Orbit Services, Garden Court, Harry Weston Road, Binley Business Park, Coventry CV3 2SU www.orbitservices.org.uk www.servicematters.uk.com
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