Pay

Freedom of information request response - 06181

FOI request

FOI ID number
06181
Regarding
HR service
Request

Recruitment

  1. How many posts did you undertake recruitment for in 2018/19?
  2. Do you have a self-service portal for recruitment?  If so, who is the provider of your self-service portal and does it integrate with your other systems?
  3. What benefits have you found from implementing a self-service portal?  Were you able to make a saving from any efficiencies created?
  4. What were the main issues, if any, when implementing the self-service portal?

Employee files

  1. How many employees are employed by your authority?
  2. How are employee files stored e.g. paper or electronically?  If the files are electronic, what system are they stored in e.g. DMS, shared drive etc.
  3. What was the approach to moving to electronic employee files:
    • Was a rationalisation exercise undertaken?
    • How long did the process take?
    • What issues did you find and what would you do differently?
  4. What is your electronic filing structure and how are the different information retention periods managed?

ICT systems

  1. What ICT system/s do you use to manage
    • Employee time and attendance including any real-time recording systems such as clocking terminals
    • Performance management
    • Learning and development
  2. What benefits have you found from implementing the above ICT systems?  Were you able to make a saving from any efficiencies created?
  3. Is there any integration between the above systems and your other HR systems?
  4. What were the main issues, if any, when implementing the above systems?

Internal communications

  1. What system do you use for case management?
  2. What system do you use for managing requests and enquiries from managers and staff e.g. do you operate duty hours etc.

Waste and street scene - if applicable

  1. What system is used to create a rota for the waste and street scene operatives?
  2. What system do you use to schedule the vehicles?
  3. How do the operatives record their time?
  4. What system do you use to record the operatives'; leave? Does the system integrate with the rota system?

Our response

Response

Recruitment

  1. 25
  2. Yes - ESB Agile Ltd - doesn't integrate.
  3. The self-service portal gives applicants an additional way to apply for our vacancies. The majority of applications are now received online and there has been some efficiencies in terms of the administration process however that can’t be quantified.
  4. No records available.

Employee files

  1. 184.
  2. Paper and electronic via shared drive.
    • No
    • A few months
    • No records available
  3. Records are retained in accordance with the Councils Retention policy. We generally use spreadsheets to manage the disposal of records.

ICT systems

    • Etarmis.
    • None.
    • None.
  1. Time recording is more accurate and up to date – no savings identified but I am sure time efficiencies have been created for most staff.
  2. We don't have other HR systems.
  3. No real issues experienced. The system required quite a bit of time from the HR team to get fully set up and to carry out training for all Council staff.

Internal communications

We do not hold information on this question since we do not have a case management system or a system to manage requests and enquiries from managers/staff.

Waste and street scene - if applicable

We do not hold information on this question since we outsource our Waste and Street Scene services.

Response date
08 July 2019