dcenr external service delivery plan -...

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.

2

Functions currently delivered externally No. Action/Deliverable Detailed Description

(define scope,

volumes, headcount)

Level at which

contract administered

(eg. Local, Regional,

National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Cross-Departmental Function – Facilities Management 1 Catering Adelaide Road catering

delivered externally

Local Yes N/A Denis Maher

2 Cleaning Cleaning delivered

externally for Department’s

four buildings (Adelaide

Road, Beggars Bush,

Sandyford Core Store and

Elm House)

Local Yes [Redacted] Denis Maher

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 [Redacted] Denis Maher

4 Buildings maintenance OPW National - OPW Denis Maher

5 Reception N/A - in-house N/A

6 Maintenance OPW National - OPW

7 Mech and elec OPW National - OPW

8 Switch Delivered Externally Local

Cross-Departmental Function - Procurement/logistics

1 Procurement N/A N/A to DCENR N/A N/A N/A

2 Logistics/fulfilment N/A N/A to DCENR N/A N/A N/A

3 Petroleum data sales Data Agent Local No [Redacted]

Cross-Departmental Function - Human Resource 1 Payroll Outsourced to Civil Service National Yes N/A Patricia Cronin

3

No. Action/Deliverable Detailed Description

(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Payroll Shared Services

2 Training Delivery of training

outsourced to specialist

training companies

Local Yes [Redacted] Patricia Cronin

3 Recruitment Recruitment services

provided by the Public

Appointments Service

N/A N/A Patricia Cronin

Cross-Departmental Function - Customer Relationship Management 1 Appointment booking N/A to DCENR

2 Out of hours calls N/A to DCENR

3 Level 0, Level 1 calls N/A to DCENR

Cross-Departmental Function - Finance/Business Processes

1 Debt collection N/A Yes

2 Billing N/A N/A No - Specialist

Petroleum and

Mining

licencing

billing – small

volume – less

than 500

billing

transactions

per annum

N/A N/A

3 Records management/scanning/filing OPW - Iron Mountain National - OPW Not yet –

Large scale

Cross-Departmental Function – Inspections and enforcement, licensing

4


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

1 Inspections N/A N/A N/A N/A N/A

2 Petroleum licensing N/A N/A No – specialist

Petroleum

billing – small

volume – less

than 250

billing

transactions

per annum

N/A N/A

3 Mining Licensing N/A N/A No – specialist

Petroleum

billing – small

volume – less

than 250

billing

transactions

per annum

N/A N/A

Cross-Departmental Function – Information and Communication Technology

1 Help Desk & Deskside Support Outsourced to Department

of Agriculture

Local Not yet –

Large scale

Cost Neutral Valarie McIlwee

2 System support System support (Agresso

etc.) outsourced to third

party

companies/Department of

Agriculture

Local Not yet –

Large scale


3 System Integration N/A N/A N/A N/A N/A

4 Network Administration Outsourced to Department

of Agriculture

Not yet –

Large scale


5 Print Service Management Outsourced to Department

of Agriculture /[Redacted]

Not yet –

Large scale


5


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

6 Application Development Largely outsourced to

Department of Agriculture

N/A Not yet –

Large scale


7 Application Testing Largely outsourced to


N/A Not yet –

Large scale


8 Application Management Largely outsourced to


N/A Not yet –

Large Scale


9 Hosting Outsourced to Department

of Agriculture

Local Not yet –

Large Scale


10 Cyber Security In-house N/A Not yet –

Large Scale

N/A N/A

11 IT Project Management In-house N/A Not yet –

Large Scale

N/A N/A

Departmental Specific Function 1 Internal Audit Head of Internal Audit

Audits – [Redacted]

Local – in partnership with

the Department of Children

and Youth Affairs

Government Procurement

Framework

Yes [Redacted]

[Redacted]

Martin Finucane

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)

Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner

Cross-Departmental Function 1 - Facilities Management 1 Catering N/A - Already delivered externally

2 Cleaning N/A - Already delivered externally

3 Security N/A - Already delivered externally

4 Building Maintenance N/A - Already delivered externally

(OPW)

5 Switch N/A - Already delivered externally

(NCBI)

6

Cross-Departmental Function 2 - Procurement/logistics

1 Procurement N/A

2 Logistics / fulfilment N/A

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 N/A

7

No. Action/Deliverable Detailed Description (define



Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner

2 Out of hours calls N/A

3 Level 0, Level 1 calls N/A

Cross-Departmental Function 5 - Finance/Business Processes

1 Debt collection N/A

2 Billing N/A

3 Records

management/scanning/filing

N/A - Already delivered externally

(OPW)

Cross-Departmental Function 6 – Inspections and enforcement, licensing

1 e.g. inspections N/A to DCENR

Cross-Departmental Function 7 – Information and Communication Technology

1 Help Desk & Deskside

Support

Already delivered externally by


2 System support Apart from bespoke system delivered

by third party companies

3 System Integration N/A

4 Network Administration Already delivered externally by


5 Print Service Management Already delivered externally by

Department of Agriculture/

[Redacted]

6 Application Development Already delivered externally by


7 Application Testing Already delivered externally by


8 Application Management Already delivered externally by

8




Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner


9 Hosting Already delivered externally by


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.


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.

10

Functions currently delivered externally No. Action/Deliverable Detailed Description (define

scope, volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Cross-Departmental Function – Facilities Management Catering

N/A

Cleaning

Outsourced Facilities Management

contract provides the following

services to DHDA (8 separate

properties within the Digital Hub

campus):

Building Services Maintenance

including health, safety &

environmental management (2x

maintenance personnel present during

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):

Local

(Contract expires Mar 2017) Yes

€ 122,011

Operations

Manager

Security, including reception

€ 223,232

Buildings maintenance

€ 239,537

Mech and elec

€69,223


Help Desk & Deskside

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) System support

11


scope, volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

System Integration

Network Administration

Hosting

Website support and maintenance

services

Local

(Contract expires Aug 2015)

Yes €2,000 pa to cover annual

maintenance and technical

support.

IT Project Management Available on an as needed basis

under the ICT Managed Services

contract

Local

(Contract expires July 2018)

Yes €504/day Client Services

Manager (with

responsibility for

IT)

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)

No - Unique € 77,590

12




Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner

Nil

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.


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 contracts, 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.

14


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Cross-Departmental Function – Facilities Management Catering Outsourced by the IDA as

our landlord & Shared

Service with IDA/SFI

Local €13,359.00 William Walsh

Cleaning Outsourced by the IDA as

our landlord & Shared

Service with IDA/SFI

Local €12,448.00 ‘’

Security Aramark – Outsourced by

IDA & Shared Service

Local €44,280.00 ‘’

Buildings maintenance Aramark – Outsourced by


Local Included in €44K above ‘’

Maintenance Aramark – Outsourced by



Mech and elec Aramark – Outsourced by



Cross-Departmental Function - Human Resource Payroll Outsourced to Core HR. N/a €25,510.00 ‘’

Recruitment Outsourced to Public

Appointments Service

National €8221.83 ‘’

Cross-Departmental Function - Customer Relationship Management Programme Administration Outsourced to Fexco

Outsourced to KSN

National

National

National

2 Contracts –

BER & BEH

1 Contract

WHS

€219,912.96

€556,688.00

€280,800.00

‘’

Cross-Departmental Function 6 – Inspections and enforcement, licensing

Retrofitted Insulation works -

inspections

Outsourced Retroiffting

works to KSN (Specialist

National €663,479.00 ‘’

15


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Inspection firm)

Cross-Departmental Function 7 – Information and Communication Technology

Help Desk & Deskside Support Outsourced to Unity National Not yet –

Large scale €37,595.00 ‘’

System support Outsourced to Version 1 National Not yet –

Large scale €271,220 Aidan Keogh

System Integration Outsourced to DSS National €166,860.50 ‘’

Network Administration Outsourced to Kerna

Communications Ltd

National Not yet –


Print Service Management OGP framework - Xerox National Not yet –


Application Development Open Sky

Version 1

Ultan Technologies

MHance


Large scale €192,508.00

€44,881.40

€23,023.00

N/A

‘’

Application Testing Open Sky

Version 1

Ultan Technologies

MHance


Large scale €19.569.00

N/A

N/A

N/A

‘’

Application Management Open Sky

Version 1

Ultan Technologies

MHance


Large Scale €18,080.00

€27,688.00

€16,250.00

€20,976.00

‘’

Hosting Outsourced to Local

Government Management

Agency – Most hosting

services moved to Revenue

at no cost to SEAI


Large Scale €12,853.00 ‘’

Cyber Security Outsourced to Espion National Not yet –

Large Scale €28,100.00 ‘’

16


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

IT Project Management Open Sky

Version 1

Ultan Technologies

MHance

Not yet – Not

yet – Large

Scale

€19,569.00 ‘’

No new services proposed for external delivery assessment.

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 3

2014. It is IFI’s intention to recruit back to its ceiling level in January 2015.

18

Inland Fisheries Ireland


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Cross-Departmental Function 1 – Facilities Management 1 Catering

None Yes € X

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

National

National

National

Regional

Galway

Galway

Galway

Ballina

Ballina

Ballina

Limerick

SWRBD

Yes € 22,505

€465

€4,800

€1,000

€2,000

€2,000

€227

€4,015

€1,508

€3,900

€420

€2,100

€5851

[Redacted]

3 Security Annual maintenance and

monitoring of intruder

systems.

Opening and Closing HQ,

drive by and after hours

entry

Warehouse

Lab

National

National

National

National

Yes € 12,500

€7,300

€218

€3,995

[Redacted]

[Redacted]

19

Dublin Field Bases

Security HQ & Districts

Security HQ & Weir

Regional

Galway

Ballina

€600

€6,950

€654

[Redacted]

4 Buildings maintenance Fire alarm system

maintenance at 32 buildings

Fire extinguisher annual

service at 59 buildings.

Dublin Field Bases

Limerick

Limerick

Ballina

National

National

Regional

SHRBD

SHRBD

WRBD Ballina

Yes

Yes

€8,700

€2,100

€360

€2,100

€2,300

[Redacted]

5 Reception

6 Maintenance ( Service Charges incl

Landscaping)

HQ Only

Galway Weir Flower Beds

Macroom HQ & Inishleena

National

Galway

SWRBD

No

No

€13,000

€1,000

€4175

[Redacted]

7 Mech and elec HQ Only National Yes Subject to tender at present

( new facility) expect

€40,000 approx

[Redacted]

8

Cross-Departmental Function - Customer Relationship Management 1 Out of hours calls 24 Hour Hotline National Yes €1,400

[Redacted]


1 Records management/scanning/filing National Not yet –

Large scale

€6,000 at present expecting

to rise to €11-12k


1 Help Desk & Desk side Support District ICT Support Limerick + Macroom

Galway

Ballyshannon + Cavan

€15,663.00

€4,086.00

€4,364.08

[Redacted]

2 System support IT system support & Ballina To be taken €3,405 [Redacted]

20

Maintenance

Bradan support at 4 outlets

CCTV Ballina weir

Ballina

Ballina

over centrally

in 2015

€908

€555

[Redacted]

3 System Integration

4 Network Administration System Admin on site City

West

Dublin Not yet –

Large scale

€45,018 [Redacted]

5 Print Service Management Printing of Bass Warrants Galway Not yet –

Large scale

€130.00 [Redacted]

6 Application Development Sharepoint Dev Dublin Not yet –

Large scale

€7,000 [Redacted]

7 Application Testing Not yet –

Large scale

8 Application Management Not yet –

Large Scale

9 Hosting Web Hosting-Aasleagh

Website

Galway Not yet –

Large Scale

€135.00 [Redacted]

10 Cyber Security Not yet –

Large Scale

11 IT Project Management Not yet –

Large Scale

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

2013

2014

ERBD

Galway

Ballina

Galway

Ballina

Galway

NWRBD

NWRBD

SHRBD

SHRBD

IFI Citywest

€4,740

€645

€387

€6,030

€6,629

€16,260

€5,373

€5,760

€4,000

€2,160

€1,500

[Redacted]

21

SMT/RBDT Governance

Training

IFI Citywest €3,000

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



Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner

Nil

23

External Service Delivery Plan Template - Comreg


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Cross-Departmental Function – Facilities Management Cleaning 1 buildings clean 2400

approx. square meters at a

cost of €10 per square meter

Local Yes € 24K incl. VAT

Security x buildings have security for

y hours at a cost of €z per

hour

Yes € X

Cross-Departmental Function - Human Resource Payroll Payroll processing of Salary

Reports, payslip generation,

EFT Transfer etc

Local €7K incl VAT

Cross-Departmental Function - Customer Relationship Management [Redacted] [Redacted] [Redacted] [Redacted] [Redacted]


Internal Audit Internal Audit Services –

approx.. 25 Man days

Local €18K incl VAT


Help Desk & Deskside Support Help Desk & project

implementation services

Local Not yet –

Large scale

€192,000 incl VAT

[Redacted]

[Redacted] [Redacted] [Redacted] [Redacted]

24


(define scope,

volumes, headcount)

Level at which



National)

Suitability

for multi-

department

contracts

Annual value of

contract(s) (€)

Senior

Responsible

Owner

Application Development Development of bespoke

Spectrum Management and

license issue software

Local Not yet –

Large scale

€250,000 incl VAT

[Redacted] [Redacted] [Redacted] [Redacted] [Redacted]

IT Project Management It Project Management Local Not yet –

Large Scale

€130,000 incl VAT

25




Key Steps for

Implementation and

Associated

Timelines

(Start/End Dates)

Suitability

for Shared-

Service

Suitability

for multi-

department

contracts

Expected

€ Saving

(inc.

asmptns)

Senior

Responsi

ble

Owner

Nil

dcenr external service delivery plan -...

Documents