Financial and Procurement Shared Services Comptrollers Conference November 2010.

Financial and Financial and Procurement Shared Procurement Shared ServicesServicesComptrollers ConferenceNovember 2010

AgendaAgendaWhat you heard last year Project background and benefits refresherLessons LearnedWhere are we now…

◦ Governance◦ Service Partnership Agreements◦ Functional Design

Key MilestonesClient ExpectationsBreakout activities

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What you heard last What you heard last year…year…

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What you heard last What you heard last year….year….Original work had been completed in

2007 (pre-SAM) which will be used as a starting point◦ Which we will leverage later this afternoon

Recognize that we operate differently now post SAM◦ All detailed work was done in the FIS world

and while much should still be relevant we need to vet that and identify new and changed activities.

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BackgroundBackground - Benefits- BenefitsRetention and development of a

skilled staff with consistent experience and training

Team of experts Clear progression path Involved in continuous improvement of

daily activities Backup support

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BackgroundBackground - Benefits- BenefitsImproving the quality of internal

service delivery to managers and employees

Enable departments to focus on delivering programs and services

Service focus Leverage specialist skills

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BackgroundBackground - Benefits- BenefitsImprove Government-wide information

and reporting

Improved technology leverage

Standardize practices and processes

Leverage best practices

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Background – A Shared Background – A Shared Service ModelService Model

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Background – A Shared Background – A Shared Service ModelService ModelThe focus of shared service centres:

◦ Customer Service◦ Employee development and retention◦ Partnership

Joint Accountability and Responsibilities

◦ Performance Measurement◦ Continuous Improvement

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Background – ScopeBackground – Scope* No decisions have been made on the

Scope as the function design has yet to be finalized or discussed

Financial Shared Services could… Provide common financial processing functions Include Accounts Payable, Accounts Receivable,

Expenses, and some aspects of revenue and collections, asset management, general ledger and project costing support

Financial Shared Services probably won’t provide… Departmental budgeting Program financial analysis and variance reporting AP and AR for program specific applications

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Background – ScopeBackground – Scope* No decisions have been made on

the Scope as the function design has yet to be finalized or discussed

Procurement Shared Services could… Be responsible for procurement of goods and

services Responsible for developing/maintaining

procurement policy and purchasing directive Contract administration for goods purchasing

Procurement Shared Services probably won’t provide…

Development of technical requirements

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Lessons LearnedLessons LearnedPrevious GNWT Initiatives

◦ Technology Service Centre◦ Human Resources

Departments will be left with residual resources◦ Residual resources will remain with

departments for responsibilities not moved to service centres

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Where we are now…Where we are now…Project Management Teams

◦ Financial Shared Services Procurement Shared Services

◦ Warren St. Germaine – Executive Project Lead Mike Burns – Executive Project Lead

◦ Jamie Koe – Project Manager John Vandenberg – Project Manager

◦ Louise Lavoie – Assistant Comptroller General

Advisory Committees◦ Joint Senior Management Steering Committee

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Where we are now…Where we are now…Advisory Committees

◦ Financial Business Advisory Committee Jamie Koe (Chair) Finance Nancy Magrum ITI/ENR Jim Martin DOT Kim Schofield Justice Sheldon Grayston NWTHC Blair Chapman HR Anne Mould Justice Sheila White Finance – Regional Rep

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Where are we now…Where are we now…Advisory Committees

◦ Procurement Business Advisory Committee John Vandenberg (Chair) PWS Daniel Auge DOT Colin Gordon Justice David Jarvis ITI/ENR Martina Simons DOT Joe Tkachuk H&SS Art Durkee PWS Steve Lewis PWS Michelle Beard HR

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Where are we now…Where are we now…Communications Plan (ongoing)

◦ Bear Facts announcement on August 20th, 2010

◦ SharePoint site activated on August 20th

◦ Standing agenda item on RMC’s and DFA meetings

SharePoint Site Address(http://finportal/shared- services/default.aspx)

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Where we are now…Where we are now…Governance Structure

◦ Discussion paper provided to all Departments and the NWTHC

◦ Governance options presented

Executive Governance Committee

Advisory Committees

User Committees

◦ Milestone is to finalize the Governance Structure in December 2010

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Where are we now…Where are we now… Service Partnership Agreements

◦ Discussion paper provided to all Departments and the NWTHC

◦ Presented a potential template for Shared Services Service Partnership Agreements Goals Principles Proposed Template Detailed Services to be incorporated into template once agreed to

◦ Focus group consultations held in Yellowknife November 8-10

◦ Finalize Service Partnership Agreement template in December 2010

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Key MilestonesKey Milestones*No final decisions have been made on timeframes.

Project team staffing April 2010 Complete

Communications Plan June 2010 Ongoing

Change Management Plan June 2010 Ongoing

Define FSSC governance model Dec. 2010

Service Level Agreements - Draft Dec. 2010

Finalize FSSC scope/Departmental Scope March 2011

Develop organizational & staffing requirements May 2011

Determine infrastructure requirements May 2011

Determine staff impacts May 2011

Finalize Service Level Agreements June 2011

Staffing activities May-June 2011 Phased?

Implementation July 2011 Phased?

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Next StepsNext Steps Finalize governance structure

Finalize Service Partnership Agreement template

Develop and consult on functional design◦ No decisions have been made on final services to be

provided◦ Will be developed in consultation with departments

Design service centres◦ No decisions have been made on organizational design◦ No office planning decisions have been made◦ No decisions have been made on staffing impacts

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Questions?

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Client ExpectationsClient ExpectationsDiscussion

◦ Imagine that you are the client of a Financial or Procurement Shared Service Centre

◦ Ask yourself the following questions: What will I expect from shared services? How will these expectations change over the next few

years?

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ActivityActivityBreakout Group Activity

◦ Functional Design Group 1 - Functional Design for Financial Shared Services

Directors of Finance, Controllers, Finance Managers

Group 2 - Functional Design for Procurement Shared Services Procurement Focused Employees

◦ Time Collection Trial Groups of 6-8 people

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