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SHARED SERVICES A Practitioners Experience

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SHARED SERVICES A Practitioners Experience

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    1. SHARED SERVICES A Practitioner's Experience Arthur Cairns Civil Contingencies Co-ordinator

    2. 8/09/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 2

    3. Key Drivers Duties imposed by the Civil Contingencies Act 2004 Identification during Exercise Cutty Sark of limited resources available to the local authorities Scottish Government strategy for shared service on transforming public services Ayrshire has a higher proportion of the known hazardous sites, COMAH REPPIR, that other areas Scottish Government guidance document - Preparing Scotland. 8/9/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 3 COMAH - Control of Major Accident Hazard Regulations (Top Tier and Lower Tier) REPPIR Radiation Emergency Preparedness and Public Information RegulationsCOMAH - Control of Major Accident Hazard Regulations (Top Tier and Lower Tier) REPPIR Radiation Emergency Preparedness and Public Information Regulations

    4. Early Work Reasons in support of the Joint Team: Resilience Minimise duplication of work Streamline systems for plan updates, emergency directories, communication methods Pool existing expertise to draw on best practice Unify existing standby officer arrangements Increase capacity for future specialisation Team development opportunities 4 AYRSHIRE CIVIL CONTINGENCIES TEAM 8/9/2009 19th June, 2006 invitation to present the paper proposing the creation of an Ayrshire Joint Civil Protection Team. A number of benefits and were identified Getting a foot in the door is good but it is only the start We must all learn fast from our experiences and apply that learning (and SHARE) for improved performance 19th June, 2006 invitation to present the paper proposing the creation of an Ayrshire Joint Civil Protection Team. A number of benefits and were identified Getting a foot in the door is good but it is only the start We must all learn fast from our experiences and apply that learning (and SHARE) for improved performance

    5. Early Work Identify Teams Terms of Reference: Develop and maintain a strategy Develop a culture to maintain enthusiasm, readiness and effective response Deliver civil contingencies training and awareness courses Improve communications, co-ordination and co-operation Undertake regular self assessment and report on service delivery 5 AYRSHIRE CIVIL CONTINGENCIES TEAM 8/9/2009 19th June, 2006 invitation to present the paper proposing the creation of an Ayrshire Joint Civil Protection Team. A number of benefits and were identified Getting a foot in the door is good but it is only the start We must all learn fast from our experiences and apply that learning (and SHARE) for improved performance 19th June, 2006 invitation to present the paper proposing the creation of an Ayrshire Joint Civil Protection Team. A number of benefits and were identified Getting a foot in the door is good but it is only the start We must all learn fast from our experiences and apply that learning (and SHARE) for improved performance

    6. 5 What Is Shared Services? Shared services is a consolidation of administrative or support functions, activities, services, or resource into one stand-alone unit. Shared service is not centralisation The shared service provider and the customers of the shared service enter into a joint service-level agreement The goal of most shared service efforts is to increase efficiency and effectiveness. 8/9/2009

    7. What Is Shared Services? It tends to be harder to implement a shared services model in the public sector because of: A lack of up-front investment in the transition process A lack of commitment to long-term change

    8. 8 Senior- Level Support A crucial factor in shared services implementation is senior-level support Obstacles that can be overcome through executive support include: 8/9/2009

    9. 8/9/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 9

    10. STEERING GROUP Executive Director Deputy Chief Executive General Manager

    11. Project Timeline 2006 /2007 Summer Quarter Survey existing Council property Autumn Quarter Identify suitable office accommodation Winter Quarter Identify Architect and builders 2008 Spring Quarter Begin Legal discussions Conditions of Service Establish budgets Summer Quarter Examine Health & Safety Protocols Discuss Insurance Protocols Autumn Quarter Finalise H&S Insurance December 2008 Finalise Legal discussions Commence operational standby 2009 January Begin refurbishment of office facility April Fully operational 8/9/2009 11 2006 Steering Group appointed August 2006 Paper presented to Steering Group Late 2006 Steering Group wished to discuss paper further EPO to stay with own Council Must stay within existing budget April 2007 Manager appointed July 2007 Manager took up post in another council October 2007 facility at Prestwick Airport discussed November 2007 NAC Architect Department drew up plans Feb 2008 New Manager took up post Went to tender March 2008 Legal Lease and MOU2006 Steering Group appointed August 2006 Paper presented to Steering Group Late 2006 Steering Group wished to discuss paper further EPO to stay with own Council Must stay within existing budget April 2007 Manager appointed July 2007 Manager took up post in another council October 2007 facility at Prestwick Airport discussed November 2007 NAC Architect Department drew up plans Feb 2008 New Manager took up post Went to tender March 2008 Legal Lease and MOU

    12. Success and Barriers Success hinges on: Enough trust, interdependency and mutual benefits Strong and persistent political support Well planned and effective governance Will to carry through to completion 8/9/2009 12

    13. Success and Barriers Barriers include: Fear of loss of identity/control Customisation vs compromise Complexity of the process Conflicting objectives Uncertain benefits Effort to maintain and coral partners 17 April Moved into new premises 24 April Swine Flu hit us ACCT to be the link between agencies and 3 Authorities17 April Moved into new premises 24 April Swine Flu hit us ACCT to be the link between agencies and 3 Authorities

    14. The Future ? AYRSHIRE CIVIL CONTINGENCIES TEAM 14 8/9/2009 2 November Official Launch of our office by Kenny MacAskill2 November Official Launch of our office by Kenny MacAskill

    15. 8/09/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 15

    16. 8/09/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 16

    17. ANY QUESTIONS 8/9/2009 AYRSHIRE CIVIL CONTINGENCIES TEAM 17

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