External Service Delivery Plan Department of Public Expenditure & Reform

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1 External Service Delivery Plan Department of Public Expenditure & Reform Background: The Public Service Reform Plan (see appendix 1.1.4) requires that all Departments and major Offices prepare detailed benefits-driven external service delivery plans and submit them to Government for review. This Department is subject to the Government Decision of January 2014 requiring the submission of an External Service Delivery plan to the Commercial Service Delivery Manager of D/PER by the end of July Overall strategy: To reduce, where possible and appropriate, overheads for the Department of Public Expenditure and Reform and bodies falling under the aegis of the Minister for Public Expenditure and Reform through delivery of services using external service providers. The Department will continue to examine all areas of its own work and the work of the agencies under our aegis to identify suitable projects which may be appropriate for outsourcing / external delivery. Proposed governance and resourcing: The Department s ESD plans are co-ordinated by the Department s Commercial Delivery Manager reporting to the Assistant Secretary for the Reform and Delivery Office. The plan receives contribution and support from senior managers and heads of divisions throughout the Department with the Chief Operations Officer providing a liaison role. The senior responsible owners of areas that are identified for testing will be expected to report to the Department s Commercial Delivery Manager on the progress of such programmes. 1

2 Prioritisation process: The projects are being prioritised in terms of the financial savings that are expected to accrue from use of external models of service delivery and freeing up human resources for redeployment throughout the wider public service. Human resources: In accordance with the Government s commitment not to engage in mandatory redundancies, the strategy to deal with excess human resources is to engage in redeployment across the public services through engaging with staff members. Risk Management Strategy: Each project will have an individual risk register. Operational Context for Department: The Department of Public Expenditure and Reform was established in As the Department is relatively new, none of the many services which are provided externally (e.g. facilities management, catering, maintenance, IT/Mechanical) were functions of the Department since its inception in As such, these services are not be deemed to be have been earmarked for external delivery by the Department. 2

3 Functions currently delivered externally No. Action/Deliverable Detailed Description Cross-Departmental Function - Procurement/logistics (Office of Government Procurement) 1 E-Tenders Procurement Site Support, Development and Hosting of the National Tendering Platform Cross-Departmental Function 7 Information and Communication Technology (OGCIO) 1 Managed Service Provision for all agencies utilising Government Networks. HRMS Platform This includes all central Government Departments and bodies, Local Authorities and the health sector. This service relates to the management and support of the networking infrastructure that forms Government Networks. This service also monitors and responds to any malicious activity targeting Government systems. Out of hours support is also provided. The infrastructure involved provides internet access to Government agencies along with private network links for the transfer of electronic data. Managed Service Provision for all Departments/Offices National 0.3m per annum Kathryn Smith, Head of Operations, OGP National (Civil Service organisations across the country) Yes 179,583 ex VAT Government CIO, D/PER National Yes 576,738 ex VAT this is not paid centrally by Government CIO, D/PER 3

4 No. Action/Deliverable Detailed Description (including PeoplePoint) using the common civil service HRMS platform there are 41 Departments/Offices in total. OGCIO, D/PER * Public Appointments Service (Vote 17) 1 STAR application support - IT Provision of an on-site resource to support, maintain and enhance the STAR application 2 Website maintenance Hosting and storage of PublicJobs.ie Local No - Unique 121,000 AP IT Local Yes 0 [Provided by Revenue Commissioners, John s Road] AP IT Local No unique 4,700 AP Recruitment 3 Customer Support Contact Centre for some large volume tests and Selection 4 Online testing Provision and scoring of Local No unique 52,100 online tests Psychologist 5 Testing Test Development Local No - unique 7,250 Psychologist Hosting Online Tests and Local No - unique 10,960 Surveys Psychologist 6 Cleaning services Janitorial Local Yes 24,400 AP Corporate 7 Catering Catering Local Yes 40,500 PA AP Corporate 8 Financial Internal Audit Local Yes 4,400 PO Corporate 4

5 No. Action/Deliverable Detailed Description 9 Marketing Placement of Advertising Local OPW contract 484,000 1 OPW 10 Recruitment Executive Search Local No - unique 155,000 PO Executive Recruitment 11 Public Relations Public Relations Local Yes 17,000 PO Corporate Ombudsman s Office (Vote 19) 1 Legal This Office had three legal service in place in 2013 in respect of the Office of the Ombudsman, Information Commissioner, Commissioner for Environmental Information, Standards in Public Offices Commission & Commission for Public Appointments. These are currently up for renewal and an RFT is due to issue shortly. Local Yes 534,000PA Principal Officer OIC, OCEI, SIPOC, Ombudsman, CPSA 1 Inclusive of the cost to insert the advertisements in the actual publications 5

6 No. Action/Deliverable Detailed Description 2 Security Security (manguarding service (opening / closing the building), fire and burglar alarm monitoring, fire and alarm system servicing and maintenance, cctv system maintenance and servicing). Local Yes 21,737.23PA HEO Corporate, Ombudsman s Office Training Cleaning The Ombudsman s Office sourced numerous training courses in 2013, which were provided either in-house or at an external location. The volume of courses varies each year, depending on demand and the training needs idenfied through the PMDS process. Contract cleaning services, including the provision of cleaning materials and miscellaneous cleaning requirements. Local Yes 46,445.89PA EO Training Unit Local Yes 39,096.68PA HEO Corporate Publishing Report design and printing (including annual reports, investigation reports etc) for all the aforementioned Local Yes 23,547.20PA HEO Quality, Stakeholder Engagement & 6

7 No. Action/Deliverable Detailed Description Media Monitoring Translation Medical Opinions Ancillary IT Offices. There is a contract in place with Catalysto, however, the annul acost can vary depending on the size and number of reports. Media monitoring services are sourced through a framework agreement (Kantar). Translation services, including the translation of the various annual reports to Irish, are contracted externally. The annual cost of the contract varies, depending on demand. Professional medical opinion is sourced through the UK Health Ombudsman. The demand for this service is dependent on the number of cases requiring medical review. Website maintenance, firewall services, PABX maintenance and support, break/fix maintenance Communicatio ns. Local Yes 8,856PA HEO Quality, Stakeholder Engagement & Communicatio ns. Local 12, PA HEO Quality, Stakeholder Engagement & Communicatio ns. Local 4, PA AP Ombudsman Local 20,083 PA HEO IT 7

8 No. Action/Deliverable Detailed Description The State Laboratory (Vote 14) 1 Facilities Management Facilities management at Backweston site Local Yes shared with Department of Agriculture, Food & Marine 715,000 Principal Chemist 2 No Unique The Valuation Office (Vote 14) 1 ICT Support Local YEs 200,000 PO ICT 2 Bulk Mailing Local Yes 20,000 PO ICT 3 Preservation of Archive material / Scanning Project Local Yes 40,000 PO Corporate 4 File Storage Local Yes 5,000 PO Corporate 5 Internal Audit Local Yes 15,000 PO Corporate 6 Building Maintenance Local Yes 20,000 PO Corporate 8

9 Areas currently being tested for External Service Delivery or in the process of being moved to external delivery The Department of Public Expenditure and Reform will continually review all existing functions that are delivered externally or could be suitable for external service delivery including functions of the OGCIO, the CMO, the CSEAS and HR functions such as Learning & Development. No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) Key Steps for Implementation and Associated Timelines (Start/End Dates) for Shared- Service Expected Saving (inc. asmptns) Responsi ble The Valuation Office (Vote 14) 1 Valuation There are proposals to commission a pilot to carry out revaluation in one local authority area using an external service provider. This proposal is contingent upon changes to current legislation. It is being supported by D/PER through the allocation of specific funding. 2 Cleaning Cleaning services are currently being fulfilled by fulltime staff. It is intended to test this service for ESD. 3 Security Security services are currently being fulfilled by fulltime staff with onsite support from G4S. It is intended to test this service for ESD. 4 Data Capture Currently fulfilled by fulltime staff. Scope for savings by externalising this service provision. TBA No No Unknown TBA Yes Yes Unknown TBA Yes Yes Unknown TBA No No unique Unknown Commission er for Valuation PO Corporate PO Corporate PO Corporate 9

10 No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) The National Shared Office (Vote 18) 1 Shared Administration From 2017, when Shared Centres are fully operational, the strategy will be to converge and consolidate transactional processing and include more specialised functions. New opportunities to operate on a cross-sectoral basis will be explored and implemented, where appropriate. Alternative and hybrid models of service delivery will be examined to leverage new channels and service delivery expertise. New models of co-ordination and cogovernance may be required. 2 The Single Pension Scheme The administration of data and reporting requirements relating to the status of superannuation contributions made by persons covered by the Public Service Pensions (Single Scheme and Other Provisions) Act Key Steps for Implementation and Associated Timelines (Start/End Dates) for Shared- Service Expected Saving (inc. asmptns) TBA N/A N/A Unknown A baseline assessment of the administration of the Single Pension Scheme across the Public Service has been completed. This will inform a feasibility study examining options, including External Service Delivery, for the future administration of the scheme (Due Q2 2015). N/A N/A Unknown Responsi ble Hilary Murphy- Fagan Hilary Murphy- Fagan 10