Department of Justice & Equality Deerpark Road Killarney Co. Kerry. Annual Report 2011

Transcription

1 Department of Justice & Equality Deerpark Road Killarney Co. Kerry Annual Report 2011 Mission Statement To deliver agreed financial services in support of our clients on a customer-focused, professional and business value basis

2 TABLE OF CONTENTS 1. Foreword 3 2. Budget Provisions 4 3. Business Statistics 5 5. Governance and Performance Management 7 Framework 6. Organisation Structure 8 7. Business Units 9 8. Contact Points 12 2

3 FOREWORD I am very pleased to present the Annual Report of the Financial Shared Services (FSS) Centre for 2011 which contains key statistical data, operational information and associated contact details. This was another busy year in which we continued to achieve our service delivery targets and at the same time progressed the following key projects: upgrade of Oracle Financials database to 11G and upgrade of the related technology components, thus ensuring that Oracle Financials is running on the most up to date database technology. upgrade of Corepay to version 10G for Civil Service staff. completion of payroll project to take on additional employees of the Department of Arts, Heritage and the Gaeltacht, with corresponding arrangements in relation to invoice processing, following the re-organisation of Government Departments. The Oracle FMS take-on project for the new areas of that Department was completed at the end of January worked with the client organisations to ensure compliance with Revenue requirements under section 891B of the Taxes Consolidation Act 1997 (Transaction Reporting). developed software with Core International to assist in payroll migration projects. provision of continued support to client organisations to meet requirements under the Public Service Agreement in relation to payments by electronic fund transfer. completion of Client Satisfaction Survey. development of Service Delivery Exception Reporting database for all client organisations. For many years now the FSS has been operating a comprehensive shared services business model for the delivery of payroll and financial services across a variety of Civil Service Departments and Agencies with budgets totalling 2.7 billion, 26,000 employees and 9,000 pensioners. We welcome the establishment of the National Shared Services Transformation Office by the Department of Public Expenditure and Reform and look forward to working with them in supporting the Government's agenda to make greater use of shared payroll and financial services across the public sector. Ken Bruton Director Financial Shared Services Killarney Co Kerry 3

4 BUDGET PROVISIONS ANNUAL REPORT 2011 Financial Shared Services FSS ANNUAL BUDGET TOTAL PAY AND NON-PAY 11,576,000 11,123,000 11,123,000 Client Organisations Organisation '000 '000 '000 Justice & Equality 465, ,245(1) 402,333(2) An Garda Siochana 1,566,957 1,389,359 1,532,670 Dept.Arts Heritage & the Gaeltacht (DAHG) (3) Gross Budget Provision for 2009, 2010 & 2011 by Organisation 502, , ,765(4) Irish Prison Service (IPS) 379, , ,583 Courts Service 122, , ,126 Property Registration Authority (PRA) 42,620 38,749 36,398 Dept.of An Taoiseach (DOT) 33,786 28,756 21,951 National Museum of Ireland (NMI) 15,415 15,125 14,240 National Library of Ireland (NLI) 10,742 9,348 8,084 Totals 3,139,064 2,774,428 2,722,150 (1) Budget after the Transfer of Functions Order assigning Equality, Integration, Disability & Human Rights responsibilities to Department of Community, Equality & Gaeltacht Affairs. (2) Budget after the Transfer of Functions Order assigning Equality, Integration, Disability & Human Rights responsibilities to Justice and Equality and the assimilation into Justice and Equality of the Office of Charitable Donations and Bequests. (3) DAHG 2009, 2010 and 2011: The budgets for both NMI and NLI are part of the DAHG budget, however these are shown separately for each of these bodies in the above chart and the DAHG budget reduced accordingly. (4) Budget after the Transfer of Functions Order assigning the Irish Language, the Gaeltacht and North-South Co-operation responsibilities to Department of Arts, Heritage and the Gaeltacht. 4

5 BUSINESS STATISTICS ANNUAL REPORT 2011 The following tables provide details on the major transaction types processed in the FSS during 2011 and comparative figures for the years 2009 to 2011 in relation to invoice, criminal legal aid and expenses payments. Comparative figures are also provided in relation to percentage of payments by electronic funds transfer, number of employees and pensioners on the payroll and volume of queries dealt with by the Customer Service Helpdesk. Major Transaction Volumes in Description Volumes Payroll Payments issued 1,222,470 Input of all amendments to the payrolls 752,943 Input deductions 93,814 Issue P60's in respect of ,694 Issue Income Levy Certificates in respect of ,694 Issue Pension Related Deduction Certificates in respect of ,113 Invoice Payments 142,074 Pay travel and subsistence expense claims Payments under Criminal Legal Aid Scheme 162,789 Other Transactions 8,971 TOTAL 2,478,747 The overall compliance rate for major transactions types with associated key performance indicators in service level agreements with the client organisations was 99.86% in 2011 Invoice Volumes Processed By Organisation Year Justice Garda IPS Courts PRA DAHG DOT NMI Total ,024 57,100 29,919 19,741 2,670 6,086 3,216 4, , ,767 54,019 29,598 17,664 2,352 5,611 2,598 3, , ,217 52,990 25,904 14,983 2,067 6,866 2,343 3, ,074 The total invoice volumes decreased by 11.49% from 160,516 in 2010 to 142,074 in 2011 Criminal Legal Aid Volumes Year Volumes 128, , ,789 There was a 20% increase in the number of Criminal Legal Aid claims processed in 2011 from

6 Expense Volumes Processed by Organisation Year Justice Garda IPS Courts PRA DAHG NMI DOT Total , ,107 13,662 5, , , ,596 22,199 4, , , ,159 22,557 4, ,810 Total expense volumes increased by 12.84% from 163,776 in 2010 to 184,810 in The increase in the volume of claims is attributable mainly to the number of Garda claims arising from US President Obama & Queen Elizabeth II visits. Payments by Electronic Funds Transfer (EFT) Year Payroll Invoices Expenses % 67.12% 75.46% % 88.31% 82.51% % 93.16% 95.85% Number of Employees and Pensionsers Year Justice Garda Garda Pensions IPS Courts PRA DAHG DOT NMI NLI Total ,510 17,554 8,450 3,742 1, , ,336 17,076 8,712 3,643 1, , ,594 16,512 9,103 3,573 1, ,644 The FSS was paying 34,644 employees and pensioners at the end of The numbers on payroll include non-wholetime employees and therefore payroll numbers do not equate to the number of fulltime equivalent posts in the individual organisations. Customer Service Helpdesk Query Volumes Year Payroll Accts Payable/Expenses Total ,563 8,230 33, ,689 6,657 31, ,948 6,132 34,080 The number of Payroll queries increased by 13.2% in 2011 from However there was a decrease of 7.89% in the number of queries in relation to Accounts Payable and Expenses during the same period. 6

7 GOVERANCE AND PERFORMANCE MANAGEMENT FRAMEWORK The governance framework in place in the Financial Shared Services (FSS) Centre is a combination of established Civil Service performance and risk management processes and other processes, as outlined below, that have been specifically designed and implemented by the FSS having regard to its particular remit as a service delivery agent. The quality and integrity of service delivery by the FSS is underpinned by this strong performance framework. Service Level Agreements the principal instrument in the FSS governance and performance framework is the service level agreement which is in place for each client organisation. Monthly SLA Performance Reporting monthly statistical report to all client organisations detailing FSS performance during the month by reference to agreed key performance indicators. Monthly Management Reports monthly statistical reports to senior management in the FSS detailing outputs on all operational matters, performance statistics, developing trends etc. Service Delivery Exception Reporting internal performance management tool that supports effective service delivery. Customer Satisfaction Surveys formal process for obtaining feedback on services provided by the FSS. Helpdesk Services FSS operate a number of helpdesk facilities providing timely information to the employees and suppliers of the client organisations. Risk Management Programme detailed Risk Register created in order to recognise risks and put in place controls to mitigate those risks and to facilitate operational effectiveness, quality assurance and business continuity. Audit the financial controls and risk management systems of the FSS are subject to audit by the internal audit services of the client organisations and by the Comptroller and Auditor General. Performance Improvement Programme a performance improvement programme to improve the effectiveness and efficiency of the FSS is monitored by the senior management team monthly. Annual Business Plan progress in meeting objectives under the plan is actively monitored throughout the year. Human Resource Management- in order to focus on the HRM approaches that are most important for its business, the FSS has developed certain policies and procedures in this area to supplement those that already exist more widely in the Civil Service. 7

8 ORGANISATION STRUCTURE Assistant Secretary Deirdre O Keeffe Corporate Services D/J&E, Dublin Director Ken Bruton Financial Shared Services, Killarney Principal Officer Seamus Clifford Financial Management Killarney Assistant Principal Accountant Assistant Principal Assistant Principal Assistant Principal Assistant Principal Assistant Principal Brendan Kelly Martin Switzer Seamus Long Frank Maher Matt O Neill Ella O Callaghan Financial Accounting, Reporting & System Maintenance Accounts Payable & Expenses ICT Payroll Administration Payroll Support Services and Project Development Corporate Services Customer Services & Pensions Administration TOTAL WTE = 181 8

9 BUSINESS UNITS ANNUAL REPORT 2011 Seamus Long Senior Manager Deirdre O Dowd, Manager Oracle Financials Denis O Brien, Manager Payroll Paddy Lawlor Manager Network ICT The ICT Section is responsible for the support and maintenance of the technology that underlies the main financial systems. This covers the monitoring, patching and upgrading of Oracle Financials, Corepay and Corepension software and databases together with the operating systems and server hardware on which they are hosted. It also supports the Local Area Network, desktop PCs, firewall, data communications and other smaller systems. Payroll Support Services and Project Development Matt O Neill Senior Manager Máiréad Broderick, Manager Payroll Support Services and Project Development Payroll Support Services and Project Development is responsible for providing technical support and advice to the Payroll Administration Sections. The Section also tests and implements all new upgrades, developments and customisations for the Corepay System and provides the main project team members for implementing payrolls for new client organisations. The staff are also responsible for other projects, e.g. documenting payroll procedures and drafting payroll users manual. Frank Maher Senior Manager Sean O Connor, Manager Garda Pay Deirdre Kelly, Manager IPS & DAHG John Ivory, Manager Justice & Courts Service Denis Crowley, Manager PRA, DOT,Garda Civilian, NMI & NLI Jerry Sheehan, Manager Garda Pensions Geraldine Moloney Manager Administration Unit. Payroll Administration Payroll Administration is subdivided into six different units each of which is managed by a Section Manager. Five of the six payroll units deal with the payment of salary, allowances and overtime in respect of An Garda Síochána, Irish Prison Service, Courts Service, Department of Justice & Equality, Property Registration Authority, the Department of the Taoiseach, the Department of Arts, Heritage and the Gaeltacht, the National Museum of Ireland and the National Library of Ireland and with the payment of superannuation benefits to retired Gardaí and their spouses. The sixth payroll unit deals with non transactional payroll administration work. 9

10 Accounts Payable and Expenses Martin Switzer Senior Manager John O Leary, Manager Supplier Payments Dave Murphy, Manager Expense Payments Peter Brady, Manager Accounts Administration & CLA Supplier Payments Section is responsible for the payment of all invoices for An Garda Síochána, Irish Prison Service, Department of Justice & Equality, Department of the Taoiseach, Courts Service, Property Registration Authority and National Museum of Ireland. It is also responsible for the payment of invoices and grants for the Department of Arts, Heritage and the Gaeltacht and submission of Professional Services Withholding Tax returns, VAT returns and Construction Tax Returns to Revenue. Expense Payments Section is responsible for the payment of all travel & subsistence and expense claims to payees of An Garda Síochána, Irish Prison Service, Courts Service, Department of Justice & Equality, Property Registration Authority, Department of the Taoiseach, Department of Arts, Heritage and the Gaeltacht and National Museum of Ireland. Accounts Administration Section is responsible for the final stages of all payment runs on Oracle confirmation of payment batches, management of EFT and PMG files and printing of payable orders. The area also has responsibility for banking and administration functions in relation to receivable orders, credit cards and EFT payments, set up and maintenance of Suppliers on Oracle and the payment of fees and expenses under the Criminal Legal Aid Scheme. Financial Accounting, Reporting and System Maintenance Brendan Kelly Senior Manager Liz Downey, Manager Financial Accounting and Reporting Denis O Leary, Manager Financial Accounting and Reporting Robert Murray, Manager System Maintenance The Financial Accounting, Reporting and System Maintenance areas are managed by Professional Accountants and a Higher Executive Officer. The Financial Accounting and Reporting area is responsible for expenditure monitoring and reporting, the Estimates process and the preparation of the Appropriation Account. It is also responsible for reporting and report development, General Ledger and non pay suspense account reconciliation, Fixed Asset processing and set up of master data for the Oracle system in relation to Inventory and Travel and Subsistence. System Maintenance is responsible for design, testing, and implementation of developments for Oracle Financials and the Criminal Legal Aid Payments System. System support is also provided to users both internally and externally in the client organisations. 10

11 Corporate Services, Customer Services and Pensions Administration Ella O Callaghan Senior Manager Andrew Lucey, Manager Customer Services Des Furlong, Manager Corporate Services Anne Brosnan and Michael Sullivan, Managers Pensions Administration The Customer Services Unit is responsible for monitoring Service Level Agreements, examining and reporting on performance to client organisations, gathering and presenting management statistics to the Senior Management Team in the FSS and project management and support in respect of Risk Management and Process Improvement. It also has a Help Desk, which is responsible for logging and answering all telephone queries in respect of payroll, suppliers and travel & subsistence claims. The Corporate Services Unit is responsible for HR issues, staff training, PMDS, business planning, work environment policy, staff communications, accommodation, purchasing for the FSS, health and safety, postal services and security. Pensions Administration is responsible for the calculation of superannuation entitlements for retiring Gardaí and the notification of same to the Pension Payroll Section for payment. It also calculates superannuation entitlements for un-established staff of client organisations (except Department of Arts, Heritage and the Gaeltacht, the Department of an Taoiseach, National Museum of Ireland and National Library of Ireland) and notifies the Paymaster Generals Office for payment. FSS Staff Distribution by Function Pension Payments & Administration 6% Payroll 44% Financial Management 7% Corporate Services 8% General Payments 35% At 31/12/11 the FSS had a total of posts. 92% of the overall staffing resources of the FSS are engaged in operational and financial management activities, i.e. Payroll and Pension Payments, Supplier Payments, Expense Payments, Legal Aid Payments, Financial Management, Accounts Administration and Pensions Administration. The remaining 8% are engaged in Corporate Services support. 11

12 CONTACT POINTS ANNUAL REPORT 2011 MAIN CONTACT DETAILS Financial Shared Services Phone: Department of Justice and Equality Fax: Deerpark Road Killarney Co. Kerry CUSTOMER SERVICE HELPDESK General Enquiries (payments, etc): Financial Management System Support: Payroll System Support:: Information Technology: ACCOUNTS PAYABLE AND EXPENSES Supplier Payments: Staff Expenses: Criminal Legal Aid: PAYROLL ADMINISTRATION Garda: IPS: Garda Pensions: Justice: Garda Civilian: Courts: Taoiseach: DAHG: PRA: NMI: Probation Service: NLI: OTHER CONTACT DETAILS Human Resources: Customer Services: Financial Management: Pensions Administration: