Externally provided workforce

The use of EPW’s can be a useful tool to cover short term requirements. However, we are under a legal duty to ensure that it does not put its permanent employees at risk of redundancy and this makes the careful use of external resource even more important.

We have procured a compliant externally provided worker (EPW) contract. The current supplier is Randstad.

When and how to use ‘External Workers’

The use of EPW can only be considered once other resourcing options have been eliminated - see the HR guide “Resourcing Options for Managers”. When it is proposed that an EPW be engaged the business case must be a clearly defined reason for this (for example, requirement for a specific project or scarce skill set, as unavoidable cover for sickness).  

The type of EPW to be engaged will depend on the nature of the assignment or the cover required – advice on the most suitable can be obtained from the HR team, read more about sourcing EPW.  The proposed duration of the engagement must be for as short a period as possible and must be kept under review.

The costs of EPW staff are usually more than those for directly comparable employees.  However, they can provide a pragmatic solution for filling a time-limited, resource or skill gap.  Managers must make themselves aware of the likely costs and these must be set out in the business case – where the costs are not clear, the assumed costs and the period to which they apply must be clear in the business case.

In the current period of downsizing and cost reduction all EPW requests must be discussed and challenged at the appropriate DMT. The Director and Assistant Director must then approve all requests. Please note frontline Traded Services (i.e. cooks and teaching assistants and frontline Cumbria Care (i.e. cooks, domestics, support workers) are exempt from this procedure due to the high turnover of individuals covering each engagement. However, hiring managers need to contact the Commissioning Procurement and Contract Management team (CPCM) for advice procurement compliance.

Accommodation and home to work travel costs

These will not be paid. Any travel undertaken in the course of their duties will be paid in accordance with the Council travel and subsistence scheme and rates.

Contact the CPCM Team

Email: procurement.mailbox@cumbria.gov.uk