Deloitte Shared Services, GBS & BPO Conference

Transcription

1 Deloitte Shared Services, GBS & BPO Conference Building a shared service organisation in the public sector: how to attract and on-board new customers Dr Jaime Quesado Entidade de Serviҫos Partilhados da Administraҫão Pública, I.P. (Portuguese Shared Services Entity for the Public Administration) September 2015 Berlin, Germany

2 Shared Services for a Smart Government

3 Context espap was established as part of a broader reform PREMAC (Organizational Redesign in the Portuguese Public Administration) towards public expenditure reduction and rationalization as well as competitiveness improvement with the main purpose of shared services rollout for Public Administration (PA) Plan to downsize and increase effectiveness of central public Administration (PREMAC) Efficient and rational use of public resources Public Expenditure Reduction Rollout model of shared services in PA 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 3

4 Establishment of espap espap was established in 2012 by Decree-Law n.º 117 A/2012, June14, and inherited part of the roles and responsibilities of the extinguished II (IT centre for PA), GeRAP (shared services) and ANCP (Public Procurement) ICT Shared services GeRALL GeRFiP GeRHuP/GeA DAP Portuguese Public Procurement System (SNCP) State Fleet Management (PVE) 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 4

5 Core values Our activities are 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 Our organization evolves and learns through innovation and service optimization in a continuous improvement perspective Social responsibility and Sustainability Innovation We create value in PA espap values 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 Integrity Professional and competence We ground our conduct on ethics, honesty and we proceed our relationships built on trust and mutual respect We provide excellence and quality services that are driven by stakeholders needs, rational and efficient management of public resources, therefore our commitment with shared results 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 5

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. 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 1/3 of which are shared services 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 assessment espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 6

7 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 Million public expenditure are covered by framework agreement that we negotiate with substantial savings...we manage state vehicles (PVE)... Increasing savings with even fewer resources > 7,1 Million cost saving by reducing the number of vehicles in the State fleet without new acquisitions... We manage a portfolio of + 35 operating information systems... And we give system management support to servers from Public Administration civil servants use our user access management system (SGU) espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 7

8 A Platform for Innovation

9 Strategic Agenda for Efficiency and Saving

11 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 Logistics Budget Financial Accounting Accounts receivable Accounts payable Purchase management Inventory management Sales and Distribution Cash flow monitoring Fixed Assets Project System management Controlling Integration, normalization and best practices in Finance Shared Services in Public Administration 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 11

12 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, i.e. 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 users service requests /month requests/month for master data creation support requests /month 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 12

14 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 Administrative Management Payroll Organizational management Recruitment and hiring Personnel registry management Leaving Performance Evaluation Central PA Absence management and overtime Mission expenses Recruitment and selection Training Career planning Personnel budgeting * Available soon Performance Evaluation Local PA Integration, standardization and best practices in Human Resources Shared Services in Public Administration espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 14

15 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 information as far personnel and organization are concerned 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 PA. In figures Workers pay with GeRHuP departments using GeADAP Performance Evaluation in GeADAP QUAR (Framework of Assessment and Accountability) in GeADAP 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 15

17 espap Public Procurement Public Procurement has a central role in public expenditure reduction, through central purchasing (goods and services) under public tender for framework agreements (FA) Framework agreement (FA) Centralization of acquisitions under FAs Public Procurement catalogue (CNCP) Analysis of Public Expenditure and needs as well as market solutions Ease technical conditions such as tender documentation, set out FA terms, selection and awarding criteria Technical experts validation Public consultation Suppliers selection via international public or restricted tender awarding of the best proposals for each FA given the pre-defined awarding criteria Call-offs under each FA by the purchasing entities Centralization of goods, service and vehicles acquisition as well as car insurance E-catalogue availability and management (CNCP) E-contract Platform (PEC) Availability (PEC) Rationalization of cost and simplification of goods and service acquisition in public procurement espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 17

18 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/guaranteed (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 10 FA in use public entities in the system (SNCP) suppliers (+ 76% SME) voluntary entities in the system (SNCP) M public expenditure covered by FA 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 18

20 espap State Fleet and Logistics Integrated and centralized management of the State Fleet, i.e. under direct administration of the State and Public Institutes through State Fleet Management System (SGPVE). Central State Fleet Management Apply the legal framework for State Fleet define policies and awarding criteria for car and motorcycle acquisition as well as insurance. Purchase process according to financial and green criteria defined by law. Administrative proceeding for either new car and motorcycle acquisition, or vehicles disposal and deregistration State Fleet Management Availability and management of State Fleet Centralized System (SGPVE) Integrated life cycle management of State Fleet 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 20

21 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 entities in the State fleet management system (SFMS) users of SGPVE 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 21

23 espap Information and Communications Technology The shared services of ICT target is mainly for Ministry of Finance (MoF) but also 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 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 23

24 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 + 35 IS in exploitation servers under our management Tb in disk for data store (scalable) > 2 PUE (Power usage effectiveness) in Data Centre users of User access management system (SGU) 2015 espap Entidade de Serviços Partilhados da Administração Pública, I. P. Direitos reservados. 24

26 - Services Project Management Platform Resource Usage Optimization Potentialization of Inhouse Capabilities Portfolio management Better Management Specialized Support & Training Partnerships with other Public Entities Demand Management and Team Scheduling PMO Services Less TCO Strategic Management Support Less Market-dependent 2015 espap Entidade de Serviços Partilhados da Administração Pública, I.P. Direitos reservados. 26

27 Juntos, partilhamos eficiência espap Av. Leite de Vasconcelos, 2 Alfragide AMADORA PORTUGAL Tel.: (+351) Fax: (+351) cc@espap.pt

28 Deloitte Shared Services, GBS & BPO Conference 2015 Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited ( DTTL ), a UK private company limited by guarantee, and its network of member firms, each of which is a legally separate and independent entity. Please see for a detailed description of the legal structure of DTTL and its member firms. Deloitte LLP is the United Kingdom member firm of DTTL. This publication has been written in general terms and therefore cannot be relied on to cover specific situations; application of the principles set out will depend upon the particular circumstances involved and we recommend that you obtain professional advice before acting or refraining from acting on any of the contents of this publication. Deloitte LLP would be pleased to advise readers on how to apply the principles set out in this publication to their specific circumstances. Deloitte LLP accepts no duty of care or liability for any loss occasioned to any person acting or refraining from action as a result of any material in this publication Deloitte LLP. All rights reserved. Deloitte LLP is a limited liability partnership registered in England and Wales with registered number OC and its registered office at 2 New Street Square, London EC4A 3BZ, United Kingdom. Tel: +44 (0) Fax: +44 (0)