To advise the Committee of the next phase of service reform and organisational structure changes, and seek agreement to implement.

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Terence Flowers
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1 Organisational Structure Update Committee Personnel Date of meeting 3 May 2013 Date of report 18 April 2013 Report by Assistant Chief Executive (Business Support) 1. Object of report To advise the Committee of the next phase of service reform and organisational structure changes, and seek agreement to implement. 2. Background The Committee have previously approved organisational structure changes as part of SPTs commitment to ensure the organisation continues to be flexible in the delivery of services. These reviews continue as the business requirements change and opportunities are taken to streamline structures and processes. 3. Outline of proposals Four areas have been c onsidered as part of the service reform exercise, three of which have been subject to review in recent months, with the required staff and trade union consultation occurring. The review covers the following areas: Human Resources HR The current structure implemented in 2010 w as designed to ensure that adequate support was given to Operational areas during significant periods of organisational change and changes to working practices and arrangements. While attention to these areas is still required, the focus is less so following the Subway restructure which was implemented in As a r esult it is proposed to streamline the departmental structure with one senior Head of department, as opposed to the current two and to bring also more attention to the learning and development aspects of the function. It is proposed that a fixed term position is created to give the learning & development aspects the required attention. The impact on headcount under these proposals would be to reduce by 2 FTE s. Partnership Support/PA Administration Support This team provides support to the democratic core, including support to Committees and general governance of public administration, as well as general administrative support throughout the organisation. The activities and m anagement arrangements were last reviewed in 2007, during which time significant change has occurred in the organisation. The proposals will result in a more streamlined and clearer management arrangement as well as general administrative dedicated support being provided to other departments. The impact on headcount would be to reduce by 1 FTE. agenda 5 Page 1 of 16

2 Bus Operations Management The proposals are aimed at ensuring adequate support exists in the longer term as the scope of work within the bus operations increases to accommodate such matters as the bus policy agenda, shared services and t he need t o ensure that SPT is giving sufficient focus to the implementation of new technology to support these areas. At a management level there is no proposed overall headcount change although there are two new posts created and two posts withdrawn and amendments made to two further posts. In addition to the changes at the management level the opportunity is also being taken to ensure that there is sufficient resource within each area of activity. This review has identified the need to introduce 2 additional administrative grade posts, one to support the increasing work in the area of social partnership and fleet integration and one t o support the network Planning Team. 2 Further posts are affected by revised job descriptions and grading reviews. Subway Planning and Stores This service review has yet to be the subject of staff and trade union consultation but is proposed to commence this shortly. With fundamental changes to working practices and manning levels already agreed for operations, maintenance and PWay sections, the outstanding areas to be addressed are the Planning and S tores support functions. Work is underway to upgrade the existing stock/stores management and job scheduling/recording systems and the organisational requirements now need t o be al igned to achieve the necessary proactive and c onsistent planning and l ogistics support for the maintenance requirements of the Subway. The challenge to introduce these improvements to this area is further complicated by the sheer volume and complexity of modernisation work underway and the need to effectively schedule these activities in conjunction with daily operations and other planned maintenance. To ensure appropriate management attention and support is given to this vital area, a new management post of Planning and Logistics Manager will be created. To provide the necessary support and consistency to the planning activities the Planning Team will be restructured to provide 3 rotational Planning and Logistic Co-ordinators to cover 7 days a week. To ensure the correct collation and upk eep of asset records an Administrative Support Role will remain, with increased scope to support in house and external maintenance activities, with the withdrawal of the other establishment position not currently occupied. Within the stores area, the positions of 1 x Partsman and 2 x Storeman will be removed and replaced with a more flexible stock control role of 2 x Logistic Support Assistants. With the introduction of kitted parts, lineside material and store access control, these new roles will provide specific proactive day shift support to this area. The overall staffing level in this area will reduce by 1. More details are attached in Appendices for each work stream. agenda 5 Page 2 of 16

3 4. Conclusions The proposed changes are considered to be m ore streamlined and ef fective at delivering SPT services overall. The proposals for HR, Partnership Support and Bus Management. H ave already been t he subject to staff and uni on consultation in the normal fashion, and it is proposed to implement with immediate effect subject to approval. The consultation on Subway Planning and stores will commence shortly. 5. Committee action The Committee is recommended to Approve the revised structures (effective immediately) for HR, Partnership Support and Bus Operations Management, and Approve subject to the recognised staff and trade union consultation, the proposed structure for Subway Planning and Stores. 6. Consequences Policy consequences Legal consequences Financial consequences Personnel consequences Social Inclusion consequences Risk consequences Complies with all SPT policies Staff consultation has occurred. Costs can be contained within current staff budgets Overall headcount reduced by 2 FTE None directly Mitigated by full consultation with staff and unions. Name Title Valerie Davidson Assistant Chief Executive (Business Support) Name Title Gordon Maclennan Chief Executive For further information, please contact Valerie Davidson Assistant Chief Executive (Business Support) on telephone number agenda 5 Page 3 of 16

4 Current Partnership Support Structure approved March 2007 Appendix 1 Page 1 agenda 5 Appendix 1 Page 1

5 Partnership Support Affected Posts Appendix 1 Page 2 Post Grade Impact of Proposal Partnership Support Team Leader F Post withdrawn Committee Clerk D Post withdrawn PA to Chief Executive D Post withdrawn PA to ACE (BS) D Post withdrawn PA to ACE (Ops) D Post withdrawn Administrative Assistant B Minor amendments PA to Director of Bus Operations D Post withdrawn Senior Committee Officer E New Post Committee Support Officer C/D New Post PA to Chief Executive C/D New Post PA to ACE (BS) C/D New Post PA to ACE (Ops) C/D New Post agenda 5 Appendix 1 Page 2

6 agenda 5 Appendix 2 - Page 3 Proposed Partnership Support Structure Appendix 1 Page 3

7 Current HR Department Structure Appendix 2 Page 1 Appendix 2 - HR Appendix 2 - Page 1

8 Appendix 2 Page 2 HR Department Post Grade Impact of Proposal Head of Corporate HR HR Operations Manager G G Post Withdrawn Post withdrawn Senior HR Advisor F Post Withdrawn HR Advisor D x 3.2 Post Withdrawn HR Assistant C Post Withdrawn Learning & Development Officer Learning & Development Manager Head of HR & Organisational Development D E/F G Post Withdrawn Temporary Fixed Term Post New Post Senior HR Advisor E/F New Post HR Advisor AP4/D 3 * New Post Learning & Development Officer AP4/D New Post agenda 5 Appendix 2 Page 2

9 Proposed HR Department Structure Appendix 2 Page 3 Appendix 5 agenda 5 Appendix 2 Page 3

10 Current Bus Operations Structure Appendix 3 Page 1 Chief Executive hief Official ACE (Operations) hief Official Director of Bus Operations hief Official Director of Projects hief Official Operations and Security Manager (Deputy Director) Grade: G Bus Services Manager Grade: G Head of Integrated Ticketing Grade: G Agency Services Manager Grade: G Senior Operations Officer Schools Team Leader Network Planning Team Leader DRT Team Leader Bus Infrastructure Team Leader Senior Team Leader Schools Supervisor Senior Network Planner DRT Project Coordinator Contract Supervisor Survey & Data Team Leader Compliance Support Officer Schools Assistant 4 FTEs Network Planner 4 FTEs DRT Customer Support Officer Contracts Assistant 2 FTEs Data Analyst Senior Vehicle Examiner Schools Administrator 4 FTEs NP Assistant 2FTEs Senior Dispatcher DRT Analyst BR Team Leader Operations Support Officer (Bus Stations) Grade D Operations Support Officer (Travel Centres) Grade D Admin Assistant Grade: B Schools Admin Assistant Grade: B 2 FTEs Dispatcher Grade: A 12 FTEs 58 FTEs Admin Officer (TCU) Admin Officer agenda 5 Appendix 3 Page 1

11 agenda 5 Appendix 3 Page 1

12 Appendix 3 Page 2 Bus Operations Management Post Grade Impact of Proposal Bus Agency Manager G Post Removed Head of Integrated Ticketing G Post Removed Bus System Manager G New Post Bus Services Manager G Changes to job description Bus Development Manager Operations and Security Manager G G New Post Changes to Job Description to delegate for specific tasks in the absence of Director of Bus Bus Services Post Grade Impact of Proposal DRT Project Coordinator Senior Network Planner E E Post withdrawn and replaced with F Grade post of Transport Development Officer. Reports to Bus Development Manager Post withdrawn. Replaced with D/E Grade post of Senior Network Planner Contracts Supervisor E Changes to job description. Support Officer C New post created to support Transport Development Officer Admin Assistant (2 roles) Administrative Assistant B C New reporting line for current post plus one new post created. Change of reporting line to reflect the removal of the Director of Bus Operations Support Officer. agenda 5 Appendix 3 Page 2

13 Proposed Bus Management and Bus Services Structure Appendix 3 Page 3 Chief Executive hief Official ACE (Operations) hief Official Director of Bus Operations hief Official Operations and Security Manager (Deputy Director) Grade: G Bus Services Manager Grade: G Bus Systems Manager Grade: G Bus Development Manager Grade: G Senior Operations Officer Schools Team Leader Network Planning Team Leader DRT Team Leader Transport Development Officer Senior Team Leader Schools Supervisor Senior Network Planner /E Contract Supervisor Compliance Support Officer Senior Vehicle Examiner Bus Infrastructure Team Leader: Grade E Operations Support Officer (Bus Stations) Grade D Schools Assistant 4 FTEs Schools Administrator 4 FTEs Schools Admin Assistant Grade: B 2 FTEs Network Planner 4 FTEs Admin Assistant Grade C NP Assistant 2 FTEs DRT Customer Support Officer Senior Dispatcher Dispatcher Grade: A 12 FTEs DRT Analyst Contracts Assistant 2 FTEs Bus Registrations Team Leader Admin Officer Support Officer Operations Support Officer (Travel Centres) Grade D Admin Assistant Grade: B 2 FTEs 60 FTEs Survey & Data Team Leader Data Analyst agenda 5 Appendix 3 Page 3

14 Subway Planning & Stores Current Structure Appendix 4 Page 1 3 x Shift Service Delivery Managers Grade G Senior Planner 1 x Grade PO5 Maintenance Planner 1 x Grade Tech 5 Materials Planner 1 x Grade Tech 4 Partperson 1 x Grade Tech 3 Storeperson 2 x Grade Tech 2 Data Assistant 2 x Grade A Full Time Equivalents - 8 agenda 5 Appendix 4 Page 1

15 Appendix 4 Page 2 List of Affected Posts ROLE GRADE IMPACT Planning Senior Planner 1 Posts Maintenance Planner 1 Post Materials Planner 1 Post Data Assistant 2 Posts Stores Parts Person 1 Posts Stores Person 2 Posts PO5 TG5 TG4 A TG3 TG2 Post withdrawn, main functions and job activities amalgamated and new posts of Planning & Logistics Co-ordinator created. Post withdrawn, main functions and job activities amalgamated and new posts of Planning & Logistics Co-ordinator created. Post withdrawn, main functions and job activities amalgamated and new posts of Planning & Logistics Co-ordinator created. Post withdrawn, main functions and job activities amalgamated and new posts of Admin Support (Planning, Logistics & Contracts) created. Post withdrawn, main functions and job activities amalgamated and new posts of Logistics Support Assistant created. Post withdrawn, main functions and job activities amalgamated and new posts of Logistics Support Assistant created. agenda 5 Appendix 4 Page 2

16 Subway Planning & Stores Proposed Structure Appendix 4 Page 3 Planning & Logistics Manager 1 x Grade F/G Planning & Logistics Co-ordinator 3 x Grade D Admin Support (Planning, Logistics & Contracts) 1 x Grade B Logistics Support Assistant 2 x Grade C Full Time Equivalents - 7 agenda 5 Appendix 4 Page 3

1. Object of report To provide to the Partnership a progress update on the subway modernisation programme.

Agenda item 6 Subway Modernisation - progress update Date of meeting 15 December 2017 Date of report 27 November 2017 Report by Senior Director 1. Object of report To provide to the Partnership a progress