Future Energy Services Ltd (FESL)

Initial meetings were undertaken to find out what was required. It was identified that there was a need to create and implement a comprehensive range of HR administration policies and processes, and that a payroll solution was an absolute priority.  

It was evident that a key driver for Paul was to ensure the business started with the most appropriate HR administration, processes and policies in place, and that these were consistent, closing any HR legal loopholes. It is not an uncommon situation to find that new businesses have little HR admin and require advice and guidance. This is something the Ochre team regularly encounter and is skilled at supporting businesses with.

Ochre’s HR Business Partner, Lynn Goodwin, agreed and initiated a rapid action plan incorporating an outsourced payroll service, the creation of new HR policies and forms, and the provision of back office support and advice in order to establish the right HR admin from the outset.

Whilst discussing Ochre’s proposed action plan, Paul highlighted how renewable energy is admin-heavy for businesses that are on the Microgeneration Certification Scheme (MCS), the industry led scheme responsible for certificating renewable energy installers like FESL. So it was vital that any initiatives streamlined HR and provided a solution which prevents any more administration distracting the team from their strategic growth plans.

The following solutions were integrated into FESL’s business and HR practices:

• A payroll system and process implemented to streamline payroll and establish best practice from the outset – The new payroll system means that Ochre acts as FESL’s payroll function – calculating, managing and processing all payments and benefits throughout the lifecycle of an employee, including statutory returns. Ownership and sign off of payroll data remains with FESL, whose key point of contact is responsible for passing data through to the Ochre team. Whilst developing the payroll system, new policies and forms were developed by the Ochre team and integrated into payroll, such as an expenses policy and form.
• As an authorised HMRC agent, Ochre began to process HMRC applications and dispensations on behalf of FESL – With over 50 legislative changes implemented by the HMRC over the last 12 months, this means Ochre are best place to ensure FESL meet their statutory obligations at all times.
• Contracts of employment were established – These were designed to cover all salaried employees, which fall into two groups: back office staff and field workers.
• New policies and procedures were created and implemented – These covered a range of topics including disciplinary procedures, grievances, absence, expenses, flexible working and code of conduct.
• New forms were developed and introduced to all employees – These included expenses, new starters, contract requests, bank details request, and change of details and employment.

The immediate action plan covered the HR basics for FESL, leaving them with a range of HR admin processes and procedures, policies and forms embedded within the business and fully supported by Paul and his team.

And with the Ochre team continuing to provide ongoing support, FESL benefit from peace of mind that their admin remains up to date and relevant.

Since integration of the above HR admin, Ochre has continued to improve FESL’s HR practices with the following:

• Creating a new agency worker policy which is inline with recent updates in HR law – an example of supporting the business to keep abreast of latest employment law, which FESL wouldn’t have the expertise or resource to do in-house.

• Advising and supporting FESL regarding the introduction of fuel cards to its employees. The Ochre team provided best practice advice, HMRC guidance regarding taxable benefits for both employer and employee, together with a fuel card form and an accompanying process for submitting these.

• Developing and delivering customer service training to FESL’s sub-contractors, so service standards could be established around working in customers’ homes. The Ochre team is also discussing the possibility of performance management training for managers.