The police forces of Leicestershire, Nottinghamshire and Derbyshire have agreed to share an HR back office system as part of a £2.3 million contract, in a bid to reduce costs.

The shared system, called Origin Resource Management, will be delivered by Capita over a period of five years. It will manage the data for HR, training, duty management and health and safety for all three forces, and enable an HR employee to deal with a request originating from any of the three forces.

Once implemented, the system is expected to save the police forces around £900,000 a year.

Origin was developed in partnership with the police and the National Police Improvement Agency (NPIA) and will allow the forces to integrate other functions, such as payroll and financial accounting in the future. There is also an option for other forces in the country to share the system. The system is currently used by 30 forces in the UK, according to Capita.

All three forces currently use Cedar Origin as their HR, duty management system (DMS) and training administration system (TAS). However, each force maintains separate versions of the systems, which involve separate server hardware, IT operations staff and processes. In addition, only Leicestershire had access to electronic personnel records, which will now be rolled out across Derbyshire and Nottinghamshire.

Deputy chief constable Peter Goodman, who oversees collaboration between police forces in the East Midlands, said: “Aligning our HR functions provides an opportunity to enhance service delivery and resilience and, significantly, drive down costs. Sharing a single platform across a range of HR functions is a key part of that.

“For the police, a shared system means reduced costs, enhanced processes and effective business transformation.”

The three police forces are part of the East Midlands Police Collaboration, which also includes Lincolnshire and Northamptonshire police authorities. The collaboration runs a programme that oversees a number of projects aimed at saving the five forces collectively nearly £70 million over the next four years.

Analyst firm NelsonHall said: “The police forces provide a good example of where shared services are likely to work, firstly, where there is a good track record of collaboration among the partners, and secondly, where there is good synergy in functions that can be shared.

“East Midlands Police Collaboration partners have been collaborating for more than 10 years, including jointly serious and organised crime, as well as counter terrorism activity. Between them, [they] employ more than 16,000 police officers and staff, providing good potential for economies of scale through shared HR services.”

The Origin system will be implemented in stages from October 2012.