Shared Services Canada s Mandate and Authorities

Transcription

1 Shared Services Canada s Mandate and Authorities Presentation to the Information Technology Infrastructure Roundtable December 7, 2015 Pat Breton, Director General, Procurement and Vendor Relationships Directorate

2 The Purpose of Order in Council To reduce duplication of procurement effort between Shared Services Canada (SSC) and Public Services and Procurement and to focus negotiations with vendors at SSC for goods and services that relate to SSC s mandate. To integrate supply chain integrity into the procurements that result in goods or services that touch SSC infrastructure in order to create a secure Government of Canada perimeter. To leverage the full purchasing power of the Crown by consolidating service delivery and acquisition in one place. 2

3 Order in Council the Who and the What? Order in Council accomplishes four primary tasks, specifically: 1. It restates SSC s core mandate with regards to the provision of services related to , data centres and networks to its 43 partner departments. 2. It restates SSC s mandate as the mandatory provider of all services related to enduser information technologies, with the exception of end-user support services. 3. It provides SSC the authority to offer any or all of its services to any government entity on a voluntary basis, as well as to another Canadian jurisdiction or foreign government, so long as there are no additional costs incurred by or additional resources allocated by SSC. 4. It expands the mandatory nature of a subset of SSC services related to , data centres and networks to 41 small departments and agencies. 3

4 Process Changes Departments and agencies that traditionally used certain procurement vehicles via Public Services and Procurement will now place orders through SSC. Additionally, SSC will become the contracting authority for larger multi-departmental and enterprise service agreements and large-scale contracts. SSC will work to update, enhance and replace these procurement vehicles over the coming months to leverage government-wide buying power and assure the appropriate standards of the supply chain integrity. In the coming months, SSC officials will engage with client departments to discuss appropriate levels of delegated authorities in various areas. 4

5 Service Delivery Capacity SSC launched two procurement portals (e-store and e-ras) to serve the needs of clients and partners, effective September 1, Departmental Meetings and Training Sessions SSC has engaged with over 30 organizations. Onsite and web-based training has been provided over four sessions and continues to be delivered. Volume of Transactions As of mid-november, SSC has undertaken approximately $75M dollars, representing over 2,100 transactions. e-store: 83 registered departments submitted over 900 transactions with a total of approximately $25M e-ras: 62 registered departments submitted over 1,200 transactions with a total of approximately $50M We are actively working on processing over 700 requests for departments, with the top three volume areas being workplace technology devices, data centres and data networks. 5

6 Industry Engagement Strong support from industry members to date: Industry collaborated with SSC to update the terms and conditions of some of the tools. They worked with SSC officials to inform client organizations of new processes. They informed SSC of clients or partners engaging with vendors outside of the purchasing process. Going forward, SSC intends to: work with the vendor community to develop an approach to recomplete the procurement tools underpinning our mandate; and, refine the ordering processes for clients and partners to make ordering simpler and faster for the Crown and vendors. 6

7 Next Steps Develop and publish service standards. Continue to train clients and partners on the new systems. Engage with clients and partners on delegation limits. Remake the procurement tools to reflect further consolidation and endstate transformation. Engage in vendor consultation. 7

8 Appendix A: Transfer of Procurement Instruments from Public Services and Procurement to SSC End-User IT Data Centres Networks Micro-Computer (SO) Mass Storage Systems (SO) Integrated Services Digital Network Document Scanners (SO) Server Systems (SO) Long Distance and Calling Cards Imaging Hardware Government Teleconferencing Services Managed Print Services (SA) Wide Format Imaging Equipment (SO) Local Access Service Toll-free Services Government Cellular Service Government Satellite Capacity Services Videoconferencing (SO) Network Equipment Services Remaining with Public Services and Procurement (several software categories will now be purchased exclusively by SSC for its clients and partners) Software Licensing (SA) and Departmental Software Contracts 8

9 Appendix B: References and Links Policy Information Notice that explains the OIC ( Questions and Answers on the OIC ( /oic qa). SSC is adopting a user-centric approach by integrating the newly transferred procurement instruments into the SSC Services Catalogue ( SSC has also developed and launched an IT Procurement electronic store (SSC IT Pro) as an ordering portal for end-user information technology products and services ( For requests against procurement instruments not yet integrated into the ordering portal, SSC has set up an externally facing Request for Acquisition Services (eras) system to receive requests (comparable to the PWGSC-TPSGC 9200 form submission model) ( 9

10 Appendix C: Unique and/or Time Sensitive Orders Departments should try as much as possible to use the generic product categories on ITPro, as these lead to standardized consolidated purchases that are competed and can yield significant discounts. If a department cannot find what it needs in the generic product categories, on ITPro, it can submit its order as a Technical Justification. The department will have to provide a rationale as to why they are no ordering from the generic categories. If an order is urgent, departments should look at what we have in our inventory sections, as the turnaround on those products will be quicker (note that we do not have inventory yet, but will have some products in some categories in the next few days). If an order is urgent and the inventory does not suit a department's need, that department can use the Time Sensitive exception and will need to clearly detail why this is an urgent requirement (e.g. impact), as these orders jump the queue and, therefore, need a solid reason to take precedence over the hundreds of other orders that we receive in a month. 10