DCENR External Service Delivery Plan

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1 DCENR External Service Delivery Plan Overall strategy To avail of external service delivery to deliver high quality services to internal and external stakeholders in the most cost efficient way possible. Proposed governance and resourcing The external delivered services are fully in line with the Public Sector Reform process and Programme for Government priorities. Outsourced services are managed by a senior manager in the Department and where shared services are undertaken with another Department, a service level agreement will normally be drawn up. Prioritisation process Potential projects are typically assessed to consider cost effectiveness, headcount reduction opportunities and/or the ability to access technical or professional support where this is not readily available in-house. Human resources While still reducing overall staff numbers, the Department has been able to redeploy all staff displaced by the use of external services. The majority of these have remained within the Department, however a number have been redeployed to the new service provider. 1

2 Functions currently delivered externally No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Cross-Departmental Function Facilities Management 1 Catering Adelaide Road catering delivered externally Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Responsible Local Yes Denis Maher 2 Cleaning Cleaning delivered externally for Department s four buildings (Adelaide Road, Beggars Bush, Sandyford Core Store and Elm House) 3 Security Out of hours security delivered externally for Department s four buildings (Adelaide Road, Beggars Bush, Sandyford Core Store and Elm House) Local Yes Denis Maher Local Yes Denis Maher 4 Buildings maintenance OPW - OPW Denis Maher 5 Reception - in-house 6 Maintenance OPW - OPW 7 Mech and elec OPW - OPW 8 Switch Delivered Externally Local Cross-Departmental Function - Procurement/logistics 1 Procurement to DCENR 2 Logistics/fulfilment to DCENR 3 Petroleum data sales Data Agent Local No Cross-Departmental Function - Human Resource 1 Payroll Outsourced to Civil Service Yes Patricia Cronin 2

3 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Payroll Shared Services 2 Training Delivery of training outsourced to specialist training companies 3 Recruitment Recruitment services provided by the Public Appointments Service Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Responsible Local Yes Patricia Cronin Patricia Cronin Cross-Departmental Function - Customer Relationship Management 1 Appointment booking to DCENR 2 Out of hours calls to DCENR 3 Level 0, Level 1 calls to DCENR Cross-Departmental Function - Finance/Business Processes 1 Debt collection Yes 2 Billing No - Specialist Petroleum and Mining licencing billing small volume less than 500 billing transactions per annum 3 Records management/scanning/filing OPW - Iron Mountain - OPW Not yet Cross-Departmental Function Inspections and enforcement, licensing 3

4 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) 1 Inspections 2 Petroleum licensing No specialist Petroleum billing small volume less than 250 billing transactions per annum 3 Mining Licensing No specialist Petroleum billing small volume less than 250 billing transactions per annum Cross-Departmental Function Information and Communication Technology Responsible 1 Help Desk & Deskside Support Outsourced to Department Local Not yet Cost Neutral Valarie McIlwee of Agriculture 2 System support System support (Agresso Local Not yet Cost Neutral Valarie McIlwee etc.) outsourced to third party companies/department of Agriculture 3 System Integration 4 Network Administration Outsourced to Department Not yet Cost Neutral Valarie McIlwee of Agriculture 5 Print Service Management Outsourced to Department of Agriculture / Not yet Cost Neutral Valarie McIlwee 4

5 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Level at which contract administered (eg. Local, Regional, ) 6 Application Development Largely outsourced to Department of Agriculture Not yet 7 Application Testing Largely outsourced to Not yet Department of Agriculture 8 Application Management Largely outsourced to Not yet Department of Agriculture Large Scale 9 Hosting Outsourced to Department Local Not yet of Agriculture Large Scale 10 Cyber Security In-house Not yet Large Scale 11 IT Project Management In-house Not yet Large Scale Annual value of contract(s) ( ) Cost Neutral Cost Neutral Cost Neutral Cost Neutral Responsible Valarie McIlwee Valarie McIlwee Valarie McIlwee Valarie McIlwee Departmental Specific Function 1 Internal Audit Head of Internal Audit Local in partnership with the Department of Children and Youth Affairs Yes Martin Finucane Audits Government Procurement Framework 5

6 Areas currently being tested for External Service Delivery or in the process of being moved to external delivery No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) for Shared- Service Cross-Departmental Function 1 - Facilities Management 1 Catering - Already delivered externally 2 Cleaning - Already delivered externally 3 Security - Already delivered externally 4 Building Maintenance - Already delivered externally (OPW) 5 Switch - Already delivered externally (NCBI) 6 Cross-Departmental Function 2 - Procurement/logistics 1 Procurement 2 Logistics / fulfilment 3 Cross-Departmental Function 3 - Human Resource 1 Payroll Already outsourced to Civil Service Payroll Shared Services 2 Training Delivery of training already outsourced to specialist training companies 3 Recruitment Recruitment services already provided by the Public Appointments Service 4 Etc Cross-Departmental Function 4 - Customer Relationship Management 1 Appointment booking Key Steps for Implementation and Associated Timelines (Start/End Dates) Expected Saving (inc. asmptns) Responsi ble 6

7 No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) 2 Out of hours calls 3 Level 0, Level 1 calls Key Steps for Implementation and Associated Timelines (Start/End Dates) for Shared- Service Expected Saving (inc. asmptns) Responsi ble Cross-Departmental Function 5 - Finance/Business Processes 1 Debt collection 2 Billing 3 Records management/scanning/filing - Already delivered externally (OPW) Cross-Departmental Function 6 Inspections and enforcement, licensing 1 e.g. inspections to DCENR Cross-Departmental Function 7 Information and Communication Technology 1 Help Desk & Deskside Support Already delivered externally by Department of Agriculture 2 System support Apart from bespoke system delivered by third party companies 3 System Integration 4 Network Administration Already delivered externally by Department of Agriculture 5 Print Service Management Already delivered externally by Department of Agriculture/ 6 Application Development Already delivered externally by Department of Agriculture 7 Application Testing Already delivered externally by Department of Agriculture 8 Application Management Already delivered externally by 7

8 No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) Department of Agriculture 9 Hosting Already delivered externally by Department of Agriculture Key Steps for Implementation and Associated Timelines (Start/End Dates) for Shared- Service Expected Saving (inc. asmptns) Responsi ble 8

9 External Service Delivery Plan Template - Digital Hub Development Agency Overall strategy DHDA s overall strategy for External Service Delivery is to achieve Value-For-Money through a combined in-house and outsourced team-based approach. DHDA s operating model is, where possible, to reduce costs through outsourcing business processes while maintaining a professional environment of cooperation and flexibility. Strategy for External Service Delivery is also driven by need to achieve ECF targets. Proposed governance and resourcing As it is intended that DHDA will transition into Dublin City Council in the near-term, governance and resourcing of the Agency will be subject to review. As DHDA is a small project team, full utilisation and flexibility of resources is required to achieve its organisational objectives, and the Agency continues to maintain an ethos of shared responsibility and team-working. 9

10 Functions currently delivered externally No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Cross-Departmental Function Facilities Management Catering Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Responsible Cleaning Security, including reception Outsourced Facilities Management contract provides the following services to DHDA (8 separate properties within the Digital Hub campus): 122, ,232 Buildings maintenance Mech and elec Building Services Maintenance including health, safety & environmental management (2x Local maintenance personnel present during (Contract expires Mar 2017) Yes 239,537 69,223 contracted hours); Cleaning and Janitorial Services (cleaning personnel present during specified hours); Security Services (full-time security guard/receptionist in 2 buildings, with monitoring and patrols in other buildings): Operations Manager Cross-Departmental Function Information and Communication Technology Help Desk & Deskside Support System support Provision of ICT Managed Services for the Agency. Includes one IT technician based on site and an allocated Account Manager. Local (Contract expires July 2018) Yes 69,120 p.a. (Additional IT support available on an ad hoc basis at 408/day). Client Services Manager (with responsibility for IT) 10

11 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) System Integration Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Responsible Network Administration Hosting IT Project Management Website support and maintenance services Available on an as needed basis under the ICT Managed Services contract Local (Contract expires Aug 2015) Local (Contract expires July 2018) Departmental Specific Function Digital Learning (Local Community project) Project Management Management of Digital Learning project aimed at providing young people with an opportunity to acquire digital skills (e.g. coding, animation, etc.) in an out-of-school context Local (Contract expires June 2015) Yes 2,000 pa to cover annual maintenance and technical support. Yes 504/day Client Services Manager (with responsibility for IT) No - Unique 77,590 11

12 Areas currently being tested for External Service Delivery or in the process of being moved to external delivery No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) for Shared- Service Nil Key Steps for Implementation and Associated Timelines (Start/End Dates) Expected Saving (inc. asmptns) Responsi ble 12

13 External Service Delivery Plan Template - SEAI Overall strategy SEAI s objective is to deliver its programmes effectively and efficiently in a cost efficient manner. SEAI are very advanced in the utilisation of ESD. Proposed governance and resourcing SEAI s utilises external service delivery where possible and appropriate. External Service Delivery is resourced through SEAI s allocation of exchequer funding and its self-funded BER program. All of SEAI s projects are managed through tight, SLA agreements and Monthly/Quarterly Business Review meetings. Prioritisation process Projects are prioritised on the basis of VFM and efficiency. Human resources SEAI is already critically below it ECF and any further ESD will not reduce human resources. 13

14 Functions currently delivered externally No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Cross-Departmental Function Facilities Management Catering Cleaning Security Buildings maintenance Maintenance Mech and elec Outsourced by the IDA as our landlord & Shared Service with IDA/SFI Outsourced by the IDA as our landlord & Shared Service with IDA/SFI Aramark Outsourced by IDA & Shared Service Aramark Outsourced by IDA & Shared Service Aramark Outsourced by IDA & Shared Service Aramark Outsourced by IDA & Shared Service Cross-Departmental Function - Human Resource Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Responsible Local 13, William Walsh Local 12, Local 44, Local Included in 44K above Local Included in 44K above Local Included in 44K above Payroll Outsourced to Core HR. N/a 25, Recruitment Outsourced to Public Appointments Service Cross-Departmental Function - Customer Relationship Management Programme Administration Outsourced to Fexco Outsourced to KSN Cross-Departmental Function 6 Inspections and enforcement, licensing Retrofitted Insulation works - inspections Outsourced Retroiffting works to KSN (Specialist 2 Contracts BER & BEH 1 Contract WHS 219, , , ,

15 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Level at which contract administered (eg. Local, Regional, ) Inspection firm) Cross-Departmental Function 7 Information and Communication Technology Help Desk & Deskside Support Outsourced to Unity Not yet Annual value of contract(s) ( ) Responsible 37, System support Outsourced to Version 1 Not yet 271,220 Aidan Keogh System Integration Outsourced to DSS 166, Network Administration Outsourced to Kerna Not yet 23, Communications Ltd Print Service Management OGP framework - Xerox Not yet 15, Application Development Open Sky Version 1 Ultan Technologies MHance Not yet 192, , , Application Testing Application Management Hosting Open Sky Version 1 Ultan Technologies MHance Open Sky Version 1 Ultan Technologies MHance Outsourced to Local Government Management Agency Most hosting services moved to Revenue at no cost to SEAI Not yet Not yet Large Scale Not yet Large Scale Cyber Security Outsourced to Espion Not yet Large Scale , , , , , ,

16 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) IT Project Management Open Sky Version 1 Ultan Technologies MHance Level at which contract administered (eg. Local, Regional, ) Not yet Not yet Large Scale Annual value of contract(s) ( ) 19, Responsible No new services proposed for external delivery assessment. 16

17 External Service Delivery Plan Template Inland Fisheries Ireland Note: Human resources Inland Fisheries Ireland (IFI) does not have an issue with excess human resources having reached its December 2015 ECF ceiling in Q It is IFI s intention to recruit back to its ceiling level in January

18 Inland Fisheries Ireland Functions currently delivered externally No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Level at which contract administered (eg. Local, Regional, ) Cross-Departmental Function 1 Facilities Management 1 Catering None Yes X Annual value of contract(s) ( ) Responsible 2 Cleaning Annual Maintenance of HQ Building 30 hours per week, Windows x 2 annually. Sanitary Services (HQ) Warehouse Lab Dublin Field Bases HQ Wkly Cleaning HQ Window Cleaning Refuse Collection Refuse Collection HQ & Base Wkly Cleaning HQ Window Cleaning Cleaning Cleaning 3 Security Annual maintenance and monitoring of intruder systems. Opening and Closing HQ, drive by and after hours entry Warehouse Lab Regional Galway Galway Galway Ballina Ballina Ballina Limerick SWRBD Yes 22, ,800 1,000 2,000 2, ,015 1,508 3, , Yes 12,500 7, ,995 18

19 Dublin Field Bases Security HQ & Districts Security HQ & Weir Regional Galway Ballina 600 6, Buildings maintenance Fire alarm system maintenance at 32 buildings Fire extinguisher annual service at 59 buildings. Dublin Field Bases Limerick Limerick Ballina 5 Reception Regional SHRBD SHRBD WRBD Ballina Yes Yes 8,700 2, ,100 2,300 6 Maintenance ( Service Charges incl Landscaping) HQ Only Galway Weir Flower Beds Macroom HQ & Inishleena Galway SWRBD No 13,000 1, No 7 Mech and elec HQ Only Yes Subject to tender at present ( new facility) expect 40,000 approx 8 Cross-Departmental Function - Customer Relationship Management 1 Out of hours calls 24 Hour Hotline Yes 1,400 Cross-Departmental Function - Finance/Business Processes 1 Records management/scanning/filing Not yet Cross-Departmental Function Information and Communication Technology 1 Help Desk & Desk side Support District ICT Support Limerick + Macroom Galway Ballyshannon + Cavan 6,000 at present expecting to rise to 11-12k 15, , , System support IT system support & Ballina To be taken 3,405 19

20 Maintenance Bradan support at 4 outlets CCTV Ballina weir Ballina Ballina over centrally in System Integration 4 Network Administration System Admin on site City West Dublin Not yet 5 Print Service Management Printing of Bass Warrants Galway Not yet 6 Application Development Sharepoint Dev Dublin Not yet 7 Application Testing Not yet 8 Application Management Not yet Large Scale 9 Hosting Web Hosting-Aasleagh Galway Not yet Website Large Scale 10 Cyber Security Not yet Large Scale 11 IT Project Management Not yet Large Scale 45, , NON Category Lab Costs Lab Costs Lab Costs Mast Hire Mast Hire Sub Con Wages External Lab Services Radio Communications Lab Costs Courier Board Governance Training IFI Dublin External Lab Costs External Lab Costs Coverage for radios etc Coverage for radios etc Agency Staff ERBD Galway Ballina Galway Ballina Galway NWRBD NWRBD SHRBD SHRBD IFI Citywest 4, ,030 6,629 16,260 5,373 5,760 4,000 2,160 1,500 20

21 SMT/RBDT Governance Training IFI Citywest 3,000 21

22 Inland Fisheries Ireland Areas currently being tested for External Service Delivery or in the process of being moved to external delivery No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) Nil Key Steps for Implementation and Associated Timelines (Start/End Dates) for Shared- Service Expected Saving (inc. asmptns) Responsi ble 22

23 External Service Delivery Plan Template - Comreg Functions currently delivered externally No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Cross-Departmental Function Facilities Management Cleaning 1 buildings clean 2400 approx. square meters at a Security cost of 10 per square meter x buildings have security for y hours at a cost of z per hour Cross-Departmental Function - Human Resource Payroll Payroll processing of Salary Reports, payslip generation, EFT Transfer etc Level at which contract administered (eg. Local, Regional, ) Annual value of contract(s) ( ) Local Yes 24K incl. VAT Local Yes X 7K incl VAT Responsible Cross-Departmental Function - Customer Relationship Management Cross-Departmental Function - Finance/Business Processes Internal Audit Internal Audit Services approx.. 25 Man days Local Cross-Departmental Function Information and Communication Technology 18K incl VAT Help Desk & Deskside Support Help Desk & project Local Not yet 192,000 incl VAT implementation services 23

24 No. Action/Deliverable Detailed Description (define scope, volumes, headcount) Application Development Development of bespoke Spectrum Management and license issue software Level at which contract administered (eg. Local, Regional, ) Local Not yet Annual value of contract(s) ( ) 250,000 incl VAT Responsible IT Project Management It Project Management Local Not yet Large Scale 130,000 incl VAT 24

25 Areas currently being tested for External Service Delivery or in the process of being moved to external delivery No. Action/Deliverable Detailed Description (define scope, headcount, volumes, current data quality) for Shared- Service Nil Key Steps for Implementation and Associated Timelines (Start/End Dates) Expected Saving (inc. asmptns) Responsi ble 25

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