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Government Shared Services - Project Overview

Harry Mwangi Project Manager –Government Shared Services

Agenda
• Defining Shared Services • Project Overview – Overview – Objectives – Key Activities and Milestones – Key Deliverables • Questions

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What is Government Shared Services?

the consolidation of administrative or support functions – such as human resources, finance, information technology and procurement – from several departments or agencies into a single, stand-alone organizational entity whose only mission is to provide services as efficiently and effectively as possible.


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Kenya Government Shared Services Project Objectives
1. Formalize a Government of Kenya Shared Services strategy and blueprint, 2. Develop internal capacity to effectively and efficiently undertake government wide consolidation of IT, 3. Implement pilots for the provision of horizontal, cross departmental support services, 4. Provide a high-level roadmap for transitioning identified functional areas into a shared services paradigm, 5. Align the Shared Services strategy/blueprint and roadmap with other Government-led technology initiatives, 6. Prepare a detailed business plan for establishing a Shared Services Center inline with global leading practices (Ireland, Gauteng SA, NYC US,
UK)

7. Facilitate the deployment of the Shared Services Center through a competitive procurement process to entrust its management to a suitable entity.
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Government of Kenya – Current State IT
Government Ministry Government Ministry Government Ministry Government Ministry IT Dept. IT Dept. ITIT Dept. Dept. Procurement Procurement Procurement Procurement User Tools User Tools User Tools User Tools Applications Applications Applications Applications Data Mgmt Data Mgmt Data Mgmt Data Mgmt Hosting Hosting Hosting Hosting Infrastructure Infrastructure Infrastructure Infrastructure Standards Standards Standards Standards

Kenya’s Multiple Government Ministries/Clusters

•People •Processes •Tools •Systems

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Likely Candidates For Shared Services
Procurement
Sourcing Contract Management •Supplier Management
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Compliance Management Procurement Card Processing •Purchase Order Processing
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Travel & Expense Reporting

Finance

Accounts Payable Accounts Receivable •Cash Management •Financial Reporting
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Fixed Assets General Ledger •Internal Audit •Rates & Regulatory
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Regulatory Reporting Sales Compensation Admin. •Stock Option Admin. •Tax Compliance
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Information Technology

Application Development Communications •IT Service Management •Technical Support
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H/W & S/W Acquisition Hosting •Software Design •Standards
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Technology / Development Data centre Operations •Application Maintenance •Desktop Support
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Human Resources

Training & Education Benefits Administration •Compensation •Data Management
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Employee Records Employee Relations •Labor Management •On Boarding
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Payroll Processing Recruiting •Relocation Services •Talent Management
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Customer Service

Call Centres Credit & Collections •Customer Analysis •Customer Support
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Inbound Sales Returns Processing •Order Management •Outbound Sales
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Other

External Training & Education Distribution •Internal Communication •Inventory Management
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Legal Manufacturing •Marketing •Public Relations
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Product Design Real Estate •Warehousing •Warranty Management
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Government of Kenya – ILLUSTRATIVE Shared Services
Government Ministry Government Ministry Government Ministry Government Ministry IT Dept. IT Dept. ITIT Dept. Dept. Procurement Procurement Procurement Procurement User Tools User Tools User Tools User Tools Applications Applications Applications Applications Data Mgmt Data Mgmt Data Mgmt Data Mgmt Hosting Hosting Hosting Hosting Infrastructure Infrastructure Infrastructure Infrastructure Standards Standards Standards Standards Shared Processes Shared Tools and Applications Shared Support IT Shared Services Centre Government Ministry Government Ministry Government Ministry Government Ministry

Ministry-specific processes and applications Ministry-specific processes and applications Ministry-specific processes and applications Ministry-specific processes and ap

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B e n e fi o f S h a re d S e rvi s: - o p ti i ts ce m ze se rvi d e l ve ry , a ch ie v e co st- e ffe ctiv e n e ss , ce i
fle x ib ility , q u a lity se rv ice s to a ll “ clie n ts ”
Centralized Model

Shared Services Defined

Achieving Higher Performance
Shared Services Model

Combines the best of both models: §Reduces redundancy through process and technology standardization §Consolidates and redesigns non-core support functions into service centers §Redesigns the retained organization and responsibilities in the operating units

Scale & Efficiency

Distributed Model

§Drives shared responsibility for results using two-way Service Level Agreements §Operates like a business with high focus on client service and cost management

Service & Responsiveness 85% of the Governments surveyed (including Kenya) believe shared services is or will be important to supporting their organization’s strategic goals.
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Shared Services help Governments be more client-centered, outcome-oriented and accountable, by allowing Governments to focus on their core responsibilities and to operate more efficiently.

Shared Services allow Governments to “do more with less,” shifting more focus to value-added services for constituents.

Economic
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Strategic
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Quality
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Speed
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Higher productivity Lower cost location Reduced expenses Reduced systems infrastructure costs Leverage investments related to ERP systems, other technology

Shift funding/focus from back office to front office Support meeting increased demand with fewer FTE’s Achieve process and systems standardization Enable new/re-organized entities

Improved information for decision making Better customer service Reduced error rates quality at source Develop centres of expertise and innovation

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Reduced cycle times: −Close −Authorizations −Procurement −Payments −Billing −Sourcing

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Thank you

Questions?

www.ict.go.ke

sharedservices@ict.go.ke

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