1 shared services is a collaborative strategy about optimizing staff, equipment and facilities and...

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Shared services is a collaborative strategy about optimizing staff, equipment and facilities and other corporate or public resources across jurisdictions to improve operational efficiencies and service delivery.

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How we got here-

www.beyondboundaries.ohio.gov

Govt Spending:$47.8 billion (1993)$107.2 billion (2009)

Gross State Product:$268 billion (1993)$462 billion (2009)

Population:11.1 million (1993)11.5 million (2009)

3www.beyondboundaries.ohio.gov

3,962

20,232

784,000

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A glimpse at the future-


Fiscal Gap- US GAO “State and Local Governments’ Fiscal Outlook” April 2012 http://gao.gov/assets/590/589908.pdf

The fiscal gap is an estimate of the action needed today and maintained for each year to achieve fiscal balance over the next 50 years

…equivalent to a 12.7 percent reduction…

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Ohio’s situation has been studied and well documented…

This isn’t a Partisan Issue: “Ohio’s individual cities and townships have taken on expenses that are

unsustainable, and the state’s ability to assist them is limited. Regional approaches to collaboration and coordination are necessary to preserve services to Ohioans and achieve affordability.” p.19 Compact with Ohio Cities Task Force, January, 2010

This isn’t a New Issue: What the state has generally not done is step back and redesign major systems

and their governance and finance structures with a goal of improving program and policy effectiveness.” Redesigning Ohio , December 2010

This is a Leadership Issue: “The Commission, as a whole, concluded from testimony and research that the

citizens of Ohio, in numerous cases, already enjoy some of the benefits of collaboration currently permissible under current law. It also determined, however, that in many cases, it wasn’t the ‘rules of the game’ that inhibited cost-saving collaboration, but rather the ‘players in the game.” Commission on Local Government Reform and Collaboration, 2010


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Our world is changing…

When the speed of change outside the organization exceeds the speed of change within ... The end is in sight! Jack Welch, C.E.O., General Electric


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The Roadmap to Change- Beyond Boundaries

Beyond Boundaries: A Shared Services Action Plan for Ohio Schools and Governments

Ten Recommendations; Major Recommendations included in the MBR- HB 487 & HB 509; Regional Shared Service Centers; Results of the Shared Services Survey:

32 types of governments identified, 5,867 potential respondents, 1,789 completed, 15 Questions, 9 categories, 91 examples of types of shared services, Highest rates in Technology, Joint Purchasing, Instructional Support,



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Broad Themes of the Plan

Sharing Services Should Be Simple; Creating a Network of Regional Shared

Services Centers; Applying Market Forces to Ensure Positive

Results; Keeping the Momentum of Shared Services; Following the Shared Services Model.


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Beyond Boundaries: Ten Recommendations


Recommendation Status

1) Use Shared Service Authority (p. 11) HB 153, Revised HB 225

2) Remove Additional Barriers (p. 12) HB 487, HB 509, FY 14-15 budget

3) Review Educational Service Centers (ESCs) and Information Technology Centers(ITCs)- create Regional Shared Service Centers (RSSCs) (p. 13)

New Legislation, ODE Policy, and FY 14-15 Budget

4) Apply Market forces to RSSCs (p. 14) ODE policy and FY 14-15 budget

5) Develop Tools-2 portals (p. 18) HB 487

6) LGIC Bonus Points (p. 20) LGIC Policy (January, 2012)

7) Create Benchmarks (p. 20) TBD

8) Create Triggers (p. 21) HB 509

9) State Associations Support Effort (p. 21) TBD

10) Use Shared Services Model (p. 24) State and Local Policy

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Statewide Examples of Shared Services Potential

The Management Council of the Ohio Education Computer Network estimates that regional coordination of shared technology services, along with development of regional datacenters and shared “cloud services” could yield at least $91 million in accumulated savings over the next five years.

A 2010 study by RCC Consultants indicates that utilizing MARCS (Multi-Agency Radio Communication System) at a statewide level through coordination of a “system of systems” could yield over $500 million in savings to ongoing capital and operating expenses for the state and local governments between now and 2020.

A study by the Mercer Group indicated potential savings from pooling healthcare insurance purchases among Ohio school districts and institutions of higher education could result in savings of up to $318 million, or about six percent in costs, over a two-year period.


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“Regionalism” (Fear Factor)


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“Shared Services” (The Vision)


Center of Excellence

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“Our business model has changed permanently. In order for us to maximize our service to students and our impact on the community, we need great partners.

If shared services with like-minded partners enables us to do something better, faster, and cheaper, we’re compelled to consider it. My guess is in some cases we’ll be buyers, in other cases we’ll be sellers.”

– David T. Harrison - President, Columbus State Community College.


15www.beyondboundaries.ohio.gov

Be Aggressive and Connect the dots…

“Budget Bingo”

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Shared Services Categories

Technology- 19* Administration- 26 Public Works- 34 Public Safety- 67 Education – Instructional Support- 17 Economic Development- 23 Health and Human Services- 15 Fleet Management and Operations- 20 Facilities- 6 Other-11

* Examples listed in shared Services Idea Center


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Budget Bingo

Organization #Technology

Administration

Public

Works

Public

Safety

Education

–Supp

ort

Economic

Developme

nt

Human

Services

Fleet Manageme

ntFacilit

iesTraditional School District 614 H H H L H L H HJoint Vocational School District 49 H H H L H L H HEducational Service Center (ESC) 56 H H H L H L H HInformation Technology Center (ITC) 21 H H H L H L H HCounty Office (Commissioner) 88 H H H H H H H HCounty Office (Auditor, Recorder, Treasurer) 88 H H L MCounty Office (Engineer) 88 H H H H H HCounty Office (Sheriff, Prosecutor, Clerk, Coroner) 88 H H M H H HCounty Office (Treasurer) 88 H H L LMunicipality or Village 932 H H H H H H H HCourt 720 H H M L L HTownship 1308 H H H H H M H HHospital 17 H H M H L H H L HCollege or University 37 H H H M H M L L HJoint Fire or Ambulance District 130 H H M H L H HLibrary District 251 H H M L H M HMetropolitan Housing Authority 15 H H M H L M HPark District 90 H H M H H LSolid Waste Management Authority 52 M H L L LTransit Authority 46 H H H H H MWater and Sewer District or Authority 42 H H H L H LMetropolitan Planning Organization 23 H H H L H L LCouncil of Governments (COG) not listed above ??? ? ? ? ? ? ? ? ? ?

Local Health Districts 126 H H L H H L M

Board of Developmental Disabilities 88 H H L L H H M H


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Shared Services Success-

City of Green (popn. 25,000) and Green City Schools (enrollment 4,000) Shared administration building, pooled health care, county building, county health, Sheriff

provides police services, dispatch Results: 7% to 8% savings in $24.6 million annual budget

City of Tallmadge (popn. 17,537) (GRF $13.2 Million, all funds $28.7 Million) Shared dispatch, county building, regional income tax, JEDD, IT consolidation and upgrade,

shared heavy equipment (with 12 communities) Results: 2008 General fund balance $2.2 million July 2012 balance $5.1 Million with NO tax

increases, NO layoffs.

Harrison Hills Schools (enrollment 2,031, budget $15 Million)

Over a Dozen Shared Service projects with other schools, local governments and county agencies

Results: Turnaround from Fiscal Caution to $717,900 “Taxpayer Savings”

Summit County and it’s townships, cities and villages(543,000 popn) Akron, Barberton, County combined Health District 25 Communities have combined building departments Results: American City and County Award, reduced fees, increased services


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State Support (Tools)

Beyond Boundaries.ohio.gov SkinnyOhio.org (Auditor of State Dave Yost) Local Government Innovation Program Public Notice Website and Public Notice Newspaper

Publishing DAS Office of Information Technology MARCS Public Employees Health Care Program Local Government Debt Collection- Attorney General Joint Purchasing Portal


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Beyond Boundaries.Ohio.gov

Report, news stories, examples, visits, links:


http://www.beyondboundaries.ohio.gov/index.aspx

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SkinnyOhio.org

Access Tools and Information and the Shared Services Idea Center


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Local Government Innovation Program

$45 Million Fund- Access applications, results, projects, calendar here: http://development.ohio.gov/cs/cs_localgovfund.htm


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Public Notice Website

Publish first Ad in paper, then refer here. Searchable, RSS feed http://publicnotice.ohio.gov, http

://business.ohio.gov/efiling/help/createacct.stm (Create account)


http://publicnotice.ohio.gov/

http://business.ohio.gov/efiling/help/createacct.stm

http://business.ohio.gov/efiling/help/createacct.stm

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DAS Office of Information Technology (OIT)

• Specific opportunities for technology services include:• Shared servers/infrastructure, Data center activities/migration, • VoIP, Networking efforts, Virtualization and e-Mail

http://das.ohio.gov/Divisions/InformationTechnology/StateofOhioITServiceCatalog.aspx


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MARCS


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Public Employees Health Care Program

Since July 2011, the Public Employees Health Care Program (PEHCP) has focused on three main areas. Best Practices Survey: administered in May 2012 Advisory Committee will begin meeting soon DAS will propose revisions in FY14-15 budget to 9.901

The PEHCP mission is to reduce health care costs for public employers with flexibility and through the expansion of regional pooling efforts.

Findings and Alternatives for schools and local governments will be posted through Purchasing portal

For more information contact: Cheryl Reeves

Public Employees Health Care Program

614-644-8608

[email protected]


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Debt Collection- Attorney General

Local governments can certify debt to the Attorney General for collection when the receivable becomes 45 days past due. ORC Section: 131.02

Contact: Sherry Phillips (Attorney General’s Office)

Phone: (614) 466-5160

Email: [email protected]


mailto:[email protected]

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Joint Purchasing Portal

Some examples of shared administrative services available through the purchasing portal: Grant administration Purchasing opportunities and contracts Printing Services HR and benefits management Business services Insurance Food service

Searchable site by keyword, program name or other identifiers

Anticipated Go-Live January 2013


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Be Creative

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Job-A-Bego


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P.L.A.Y (play and language for autistic youngsters)


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Questions? Contact me


[email protected]

614-949-1182

Twitter: @crandycole


mailto:[email protected]

1 shared services is a collaborative strategy about optimizing staff, equipment and facilities and...

Documents

shared services survey

momentum of shared services

shared services model

shared services action

percent reduction slide

use shared service authority

types of governments

ohio schools