dr. jaime quesado, espap - cloud object...

14-15 September 2016

Lisbon, Portugal

#DeloitteSharedServices

Deloitte Shared Services, GBS & BPO Conference

Breakout 6: ESPAP - Building a shared service organisation in the public sector

Dr. Jaime Quesado, ESPAP

Shared Services for Public Administration

Portugal

© 2016 eSPap | Entidade de Serviços Partilhados da Administração Pública, I. P. | Direitos reservados.

Core 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

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 and

commitment with shared

results

We act in order to

ensure a lasting

legacy for future

generations through

management

rationalization and

common resources

protection

Our organization learns

and evolves through

innovation and service

optimization in a

continuous

improvement

perspective

Our activity it’s driven by fundamental values such as...

We create

value in

public

service

Social

responsibility &

Sustainability

Integrity

InnovationProfessional &

competence

eSPap

values


Shared Services & Public Procurement

GeRHuP

20 public

departments in

GeRHuP

+13.300 workers

payed with GeRHuP

+33 M€ salaries

processed /month

GeADAP

220 entities using

GeADAP

+25.100

Performance

assessments in

GeADAP

+70 QUAR

(Framework of

Assessment and

Accountability) in

GeADAP

GeRFiP

+390 public

departments in

GeRFiP

127 kM€ managed

in GeRFiP

+104.810 service

requests /year

+60.970

requests/year for

master data

creation

+13.490 support

requests /year

SP TIC

+41 IS in

exploitation

+970 networks

under management

+600 servers

+2.800 databases

+200 Tb in disk for

data store (scalable)

1,59 PUE (Power

usage effectiveness)

in Data Centre

PVE

27.000 vehicles in the

State fleet

450 entities in the

State fleet

management system

(SFMS)

1.700 users of SFMS

12% average price

reduction compared

to the base price

160 centralized

procedures

4.506 hired vehicles

12.133

communications of

seized vehicles

5.141 vehicles

dismantlement

PMO

350 projects

managed

15 M€ of managed

projects

3 years of experience

2 awards: CIO

Awards e Top 3 Year

PMO, PMI – Portugal

Chapter

SNCP | CNCP

47,7 M€ annual cost

savings in 2014

13 framework

agreements in use

255 suppliers

+23.000 products in

catalog

+1.800 public

mandatory entities in

the system (SNCP)

623 voluntary

entities in the

system

+28.600 registered

users to SNCP IS


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, ICT and PMO.

Here are some of our services:

• ... Our information systems provide Portugal Government budget ...

• ... We carry out the Treasury’s payments on a daily basis…

• ... ≈ 400 public services switch to Official Plan of Public Accounting (POCP) with our

integrated solution GeRFiP…

• ... ≈ 13.300 public servants receive their wages through our integrated solution GeRHuP

and HR shared services...

• ... ≈ 220 public services use our integrated solution GeADAP and HR shared

services in order to process + 25.000 performance assessments ...


Who we are... and What we do

• ... 13 framework agreements in use that we negotiate with ≈ 50 Million € annual cost

savings…

• ...we manage ≈ 27.000 state vehicles (PVE)... Increasing savings with even fewer resources | > 4,5

Million € cost savings by reducing the number of vehicles in the State fleet without new

acquisitions…

• ... We manage a portfolio of + 41 operating information systems... And we give system

management support to + 600 servers from Public Administration…

• ... ≈ 970 networks and + 2.800 data bases …

We provide shared services for Public Administration, in the following areas: finance, human resources, public

procurement, state fleet management and ICT.

A Platform for Innovation


Sharing knowledge and innovation agenda

Benchmarking network

Best international

practices

Know-how and

technology as

innovation accelerators

Collaboration &

demonstration

Sharing experience

Thematic workshops

Demonstration of

solutions

Excellence & innovation

center

Ideias generation

Experimentation

Data transformation into

information


Sharing knowledge and innovation agenda

Benchmarking

sessions

•Best practices

•Reference entities

Solution

demonstrations

• Product and solutions

demos

Thematic

Workshops

•Knowledge sharing

•Experts participation

Workshops DemosBenchmark

Strategic Agenda for Efficiency and Saving


FrameworkPublic Administration Shared Services Model

eSPap provides shared services in most important crosscutting areas: Financial, HR, Public Procurement, State

Fleet Management, ICT and PMO, directly to various entities and/or in relation to General Secretariat's of some

ministries witch concentrate Common Services.

Service level

Efi

cie

nc

y s

ca

le

Retained

functions

Common

Services

Shared

Services

Administrative functions held in each

client organization

Administrative services performed by a

joint body, with transfer of responsibility

for the process implementation

Administrative services provided in

concentrated form by a third party in a

logic of service, to reach greater

efficiency, standardization and scale

economies

Centralized

Model

(Common

Services)

Shared

Services

Model

Distributed

Model


Shared ServicesStrategic View

eSPap proposes to take on an expanded role in coordinating the Shared Services operation in Public

Administration.

Network operation

Providing IT

solutions that support

the process

standardization and

maximize transversal

value

Redesign and

enforcement

administrative

processes by IT tools

and action with the

operational activity

Coordinated model

with Shared Services

units of the ministries

responsible for

generating scale and

efficiencies

Public Shared Services Operation

eSPap will lead the shared services network implementation strategy, which allows progressively achieve resource

savings, expense control and accuracy of information with gradual and controlled impact on the organization and people

from public administration.

Direct operation of a

limited set of

processes

characterized by

high specialization /

value generation

centralization

Efficiency enforcement

Cross ICT solutions

Optimized and

standardized

processes

Effectiveness focus


Finance Shared Services


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› Budget

› Financial Accounting

› Accounts receivable

› Accounts payable

› Cash flow monitoring

› Fixed Assets

› Project System management

› Controlling

› Purchase management

› Inventory management

› Sales and Distribution

Logistics

Integration, normalization and best practices in Finance Shared Services in Public Administration


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 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…

+ 390 public

departments in

GeRFiP

127 kM€ managed in

GeRFiP

+ 104.810 service

requests/year

+ 60.970 requests/year

for master data

creation

+ 13.490 support

requests /year


Human Resources Shared

Services


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 administration management

› Organizational management

› Hiring

› Personnel master data management

› Leaving

› Payroll

› Time management

› Travel management

› Recruitment and selection

› Training

› Personnel forecasting

› Personnel budgeting

› Performance Evaluation | Central PA

› Performance Evaluation | Local PA

Integration, standardization and best practices in Human Resources Shared Services in Public Administration.

* Available soon


eSPap | Human Resources Shared Services


› Best practices, processes standardization and regulatory

compliance for public sector;

› Access to more and better personnel and organization

information – 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 Public

Administration.

In figures…

20 public departments

using GeRHuP

13.300 workers

payed with GeRHuP

+ 33 M€ salaries

processed /month

220 entities using

GeADAP

+ 25.100 Performance

assessments in

GeADAP


Public Procurement


eSPap | Public Procurement


› 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 (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…

47,7 M€ annual cost

savings in 2014

13 FA in use

255 suppliers

+ 23.000 products in

catalog

+ 1.800 public mandatory

entities in the system

(SNCP)

623 voluntary entities in

the system (SNCP)

+28.600 registered users

to SNCP IS


State Fleet and Logistics


eSPap | State Fleet and Logistics


› 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…

27.000 vehicles in the

State fleet

450 entities

in the State fleet

management system

(SFMS)

12% average price

reduction compared to

the base price

160 centralized

procedures


Information and Communications

Technology


eSPap | Information and Communications Technology

Share of resources in developing information systems and rationalization of ICT infrastructure.

The shared services of ICT were developed not only for the use of the Ministry of Finance (MoF) but also for

the use of Public Administration (AP) as a whole.

Application

Development

› Development and Maintenance

› In-house solutions

› Out-of-the-box Solutions (packages)

› Data Processing Centre ICT

Infrastructure › Housing, operation, administration and monitoring of database,

security and communications systems

› Support services (email, filesharing, internet, access ...)


eSPap | Information and Communications Technology


› 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 …

+ 41 IS in exploitation

+ 970 networks under

management

+ 600 servers under our

management

+ 2.800 data bases

200 Tb in disk for data

store (scalable)

1,59 PUE (Power usage

effectiveness) in Data

Centre

© 2016 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.

Project Management Office

Project Management Platform

Strategic Management

Support

PMO Services

Specialized Support

& Training

Demand Management and

Team Scheduling

Portfolio managementEnhancement of In-house

Capabilities

Better Management

Less TCO

Less

Market-dependent

Partnerships with other

Public Entities

Resource Usage

Optimization

Together we share efficiency

eSPap

Av. Leite de Vasconcelos, 2 Alfragide

2614-502 AMADORA PORTUGAL

Tel.: (+351) 214 723 100

Fax: (+351) 214 723 103

[email protected]

www.espap.pt

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Deloitte MCS Limited is a subsidiary of Deloitte LLP, the United Kingdom member firm of DTTL.

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