Dr. Jaime Quesado, ESPAP

Transcription

1 Deloitte Shared Services, GBS & BPO Conference Breakout 6: ESPAP - Building a shared service organisation in the public sector Dr. Jaime Quesado, ESPAP September 2016 Lisbon, Portugal #DeloitteSharedServices

2 Shared Services for Public Administration Portugal

3 Core values Our activity it s driven by fundamental values such as... We act in order to ensure a lasting legacy for future generations through management rationalization and common resources protection Social responsibility & Sustainability We create value in public service espap values Integrity In everything we do, our principle is to create value for the State and provide enhancement of public interest through our services effectiveness and efficiency We ground our conduct on ethics, honesty and we proceed our relationships built on trust and mutual respect Our organization learns and evolves through innovation and service optimization in a continuous improvement perspective Innovation Professional & competence We provide excellence and quality services that are driven by stakeholders needs, rational and efficient management of public resources and commitment with shared results

4 Shared Services & Public Procurement GeRHuP 20 public departments in GeRHuP workers payed with GeRHuP +33 M salaries processed /month GeADAP 220 entities using GeADAP Performance assessments in GeADAP +70 QUAR (Framework of Assessment and Accountability) in GeADAP GeRFiP +390 public departments in GeRFiP 127 km managed in GeRFiP service requests /year requests/year for master data creation support requests /year PVE vehicles in the State fleet 450 entities in the State fleet management system (SFMS) users of SFMS 12% average price reduction compared to the base price 160 centralized procedures hired vehicles communications of seized vehicles vehicles dismantlement PMO 350 projects managed 15 M of managed projects 3 years of experience 2 awards: CIO Awards e Top 3 Year PMO, PMI Portugal Chapter SNCP CNCP 47,7 M annual cost savings in framework agreements in use 255 suppliers products in catalog public mandatory entities in the system (SNCP) 623 voluntary entities in the system registered users to SNCP IS SP TIC +41 IS in exploitation +970 networks under management +600 servers databases +200 Tb in disk for data store (scalable) 1,59 PUE (Power usage effectiveness) in Data Centre

5 Who we are... and What we do We provide shared services for Public Administration, in the following areas: finance, human resources, public procurement, state fleet management, ICT and PMO. Here are some of our services:... Our information systems provide Portugal Government budget We carry out the Treasury s payments on a daily basis public services switch to Official Plan of Public Accounting (POCP) with our integrated solution GeRFiP public servants receive their wages through our integrated solution GeRHuP and HR shared services public services use our integrated solution GeADAP and HR shared services in order to process performance assessments...

6 Who we are... and What we do We provide shared services for Public Administration, in the following areas: finance, human resources, public procurement, state fleet management and ICT framework agreements in use that we negotiate with 50 Million annual cost savings...we manage state vehicles (PVE)... Increasing savings with even fewer resources > 4,5 Million cost savings by reducing the number of vehicles in the State fleet without new acquisitions... We manage a portfolio of + 41 operating information systems... And we give system management support to servers from Public Administration networks and data bases

7 A Platform for Innovation

8 Sharing knowledge and innovation agenda Benchmarking network Best international practices Know-how and technology as innovation accelerators Excellence & innovation center Ideias generation Experimentation Data transformation into information Collaboration & demonstration Sharing experience Thematic workshops Demonstration of solutions

9 Sharing knowledge and innovation agenda Benchmark Workshops Demos Benchmarking sessions Thematic Workshops Solution demonstrations Best practices Reference entities Knowledge sharing Experts participation Product and solutions demos

10 Strategic Agenda for Efficiency and Saving

11 Framework Public Administration Shared Services Model Eficiency scale espap provides shared services in most important crosscutting areas: Financial, HR, Public Procurement, State Fleet Management, ICT and PMO, directly to various entities and/or in relation to General Secretariat's of some ministries witch concentrate Common Services. Centralized Model (Common Services) Shared Services Model Retained functions Common Services Administrative functions held in each client organization Administrative services performed by a joint body, with transfer of responsibility for the process implementation Service level Distributed Model Shared Services Administrative services provided in concentrated form by a third party in a logic of service, to reach greater efficiency, standardization and scale economies

12 Shared Services Strategic View espap proposes to take on an expanded role in coordinating the Shared Services operation in Public Administration. Public Shared Services Operation espap will lead the shared services network implementation strategy, which allows progressively achieve resource savings, expense control and accuracy of information with gradual and controlled impact on the organization and people from public administration. Cross ICT solutions Optimized and standardized processes Effectiveness focus Network operation Providing IT solutions that support the process standardization and maximize transversal value Redesign and enforcement administrative processes by IT tools and action with the operational activity Direct operation of a limited set of processes characterized by high specialization / value generation centralization Coordinated model with Shared Services units of the ministries responsible for generating scale and efficiencies Efficiency enforcement

13 Finance Shared Services

14 espap Finance Shared Services GeRFiP is our integrated solution that provides finance shared services, which ensures budget, finance, assets and logistics monitoring according to Official Plan of Public Accounting (POCP). Financial Budget Financial Accounting Accounts receivable Accounts payable Cash flow monitoring Fixed Assets Project System management Controlling Logistics Purchase management Inventory management Sales and Distribution Integration, normalization and best practices in Finance Shared Services in Public Administration

15 espap Finance Shared Services We point out the following main benefits from our service: Best practices, process standardization and Regulatory compliance for public sector; Experienced expert team; Quality and accuracy management information improvement of decision making through use of Official Plan of Public Accounting; Integrated solution and service with quality and accuracy; Cost reduction in licensing fees, system maintenance and upgrade; Providing all partners with just in time (JIT) finance information therefore enhanced management and control capacity. In figures public departments in GeRFiP 127 km managed in GeRFiP service requests/year requests/year for master data creation support requests /year

16 Human Resources Shared Services

17 espap Human Resources Shared Services GeRHuP is the integrated solution that provides human resources shared services. GeADAP is the solution that grants Performance Evaluation in Public Administration (PA). Personnel administration management Organizational management Hiring Personnel master data management Leaving Payroll Performance Evaluation Central PA Time management Travel management Recruitment and selection Training Personnel forecasting Personnel budgeting * Available soon Performance Evaluation Local PA Integration, standardization and best practices in Human Resources Shared Services in Public Administration.

18 espap Human Resources Shared Services We point out the following main benefits from our service: Best practices, processes standardization and regulatory compliance for public sector; Access to more and better personnel and organization information integrate and share information, single point of data capture, quality and accuracy in management information; Decentralization of process, automatization and simplification namely through portal with working areas target group oriented; Solution update in accordance with legislative developments and best practices, granting reduced impact on business processes; Cost reduction due to integrated solution for Public Administration. In figures 20 public departments using GeRHuP workers payed with GeRHuP + 33 M salaries processed /month 220 entities using GeADAP Performance assessments in GeADAP

19 Public Procurement

20 espap Public Procurement We point out the following main benefits from our service: Speed up and simplify purchasing process comparing to usual public tender procedure time limit; Contracts awarded under the terms of FA set up by espap do not have a threshold value as long as Public Procurement Code (CCP) is respected (under article 259º of CCP); To ease procedure documentation since FA determines a set of contracting rules; Electronic platform developed to support all FA procedures (fully customized and free of charge); Free subscription to SNCP (Portuguese Public Procurement System) therefore purchase using FA are not compulsory for voluntary entities. In figures 47,7 M annual cost savings in FA in use 255 suppliers products in catalog public mandatory entities in the system (SNCP) 623 voluntary entities in the system (SNCP) registered users to SNCP IS

21 State Fleet and Logistics

22 espap State Fleet and Logistics We point out the following main benefits from our service: Monthly update of State Fleet information (kilometres, maintenance, accidents, fuel expenditure, required periodic inspection and fines); Fleet report: active, non active, maintenance, accidents, fuel, toll, end of contract (AOV) depending on the type of utilisation (Acquisition/Long Term Lease/Rental/Lease) and kilometres travelled (AOV); Requests for new vehicles acquisition, impounded or as a donation to the State and deregistration of vehicles; Report vehicles to authorized entities (court, police, municipality and municipal police); Register of preventive maintenance, accidents, insurance, expenditure, kilometres travelled, periodic inspection and fines); Vehicles data querying: registration plates, car chassis, maintenance, accidents, substitute car (AOV), expenditure in fuel, toll, fine, periodic inspection and financial data (AOV). In figures vehicles in the State fleet 450 entities in the State fleet management system (SFMS) 12% average price reduction compared to the base price 160 centralized procedures

23 Information and Communications Technology

24 espap Information and Communications Technology The shared services of ICT were developed not only for the use of the Ministry of Finance (MoF) but also for the use of Public Administration (AP) as a whole. Application Development Development and Maintenance In-house solutions Out-of-the-box Solutions (packages) ICT Infrastructure Data Processing Centre Housing, operation, administration and monitoring of database, security and communications systems Support services ( , filesharing, internet, access...) Share of resources in developing information systems and rationalization of ICT infrastructure.

25 espap Information and Communications Technology We point out the following main benefits from our service: Data Centre, Service desk and System support management highly qualified over 30 years of experience able to meet the Specificity of Public Administration; Data Processing Centre focus on continuous improvement which concedes Public Sector renowned; Available 365x24; Knowledge of real cost in ICT service, potential cost reduction through rationalization and share technological resources and skills. In figures + 41 IS in exploitation networks under management servers under our management data bases 200 Tb in disk for data store (scalable) 1,59 PUE (Power usage effectiveness) in Data Centre

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27 Project Management Office Enhancement of In-house Capabilities Project Management Platform Resource Usage Optimization Specialized Support & Training Partnerships with other Public Entities Demand Management and Team Scheduling Portfolio management Better Management PMO Services Less TCO Strategic Management Support Less Market-dependent 2016 espap Entidade de Serviços Partilhados da Administração Pública, I.P. Direitos reservados.

28 Together we share efficiency espap Av. Leite de Vasconcelos, 2 Alfragide AMADORA PORTUGAL Tel.: (+351) Fax: (+351) cc@espap.pt

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