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Shared Services Model: Shared Procurement Portal PowerPoint Presentation
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Shared Services Model: Shared Procurement Portal

Shared Services Model: Shared Procurement Portal

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Shared Services Model: Shared Procurement Portal

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  1. Shared Services Model:Shared Procurement Portal Washington Finance Officers Association2008 Conference

  2. Today’s Agenda • Experience • eCityGov Alliance (Interlocal Agency) • Municipal Employee Benefit Trust (MEBT) • Here & Now • Old Model • What if we could…..? • Opportunities

  3. Perpetual funding crisis Demand for new service channels - Internet All doing the same things; differently Networked world Lowers barriers New service delivery models Not like business Monopolistic Highest levels of service CAN collaborate Here and Now

  4. Core Elements: Shared vision & risk Executive ownership All benefit Long-term effort Imbedded core service Other Characteristics Interlocal agreement Governance Funding Resource intensive Shared Service Defined • Not • Outsourcing • Joint venture • Private ASP

  5. When I was new…

  6. Agency Centric Model • Most costly solution • Maximizes vendor revenue • Digital divide • Marginal customer service improvement • Does not address root customer service issues • Particularly multi-agency services

  7. Regional Perspective • King County • 39 cities • 28 fire districts • Port of Seattle • 4 hospital districts • 20 school districts • 43 water and sewer districts • 68 separate public safety agencies

  8. What if we could…? • Reduce operating costs • Leverage technology investments • Link together islands of public information and service Goal: Significantly improve customer service

  9. Shared Service Example • One-stop service • X-boundary • 24/7/365 access • Optimized workflows • Pertinent information & resources • Staff efficiencies

  10. Before Taking the Leap…. • Governance & Decision Making • Business Roadmap • Fees & Other Costs • Agency • Customer • Technical Infrastructure • Security • Emergency Management • Support & Training • Backend Integration

  11. Procurement Portal – Vision • Shared, web based portal • Cost effective • Improve vendor & contractor access • Improve the customer experience; • Creating a one-stop service • Aligning & streamlining business practices • Expand & enhance services

  12. SPP – More than Just Another Portal • Member managed • Private member web site • Member cooperative purchasing • Contract piggybacking • Dedicated support staff • Member & vendor support • Vendor account validation • Training • Hosted by government for government

  13. 2,100 business registered Available to all members Email select group (or all) Robust search and report Emergency management 6 Vendor Rosters Small Works Professional Services/Architectural & Engineering (A&E) General Services Supply/Vendor Information Technology Legal SPP Features

  14. SPP Customer Benefits • Convenient, one-stop registration • FREE to businesses • Immediate access to all member agencies • eMail notification of new opportunities • User support • Upload Statement of Qualifications • Automatic status notifications

  15. Agency Benefits • Centralized or de-centralized purchasing • Retain local identity & legislative control • Potential new features & services • Independent purchasing cooperative • Online bid status • Online bid submittal & review

  16. Operational transparency Audit trail Regularity compliance Internal efficiency Economic development Public trust Customer convenience Political brownie points Bigger Picture

  17. Planned Enhancements • Online bid & RFP posting • Proposal tracking & screening • Contract database • Online bidding • Surplus auction

  18. Resources • Making Local Government More Workable through Shared Services, GFR, Feb. 2006, John Ruggini • Beyond Silos; Cross-boundary Internet Service Portals, GFR, June 2008, John Backman - http://www.gfoa.org/gfr • Interlocal Service-Sharing Agreements, ICMA IQ Report, 2006 - http://bookstore.icma.org/ • Local Government Information Systems (LOGIS) – Minnesota, www.logis.org • Hosted IT systems • N. Central Texas Council of Governments (NCTCOG) – www.nctcog.org • Software plus Service – ERP system (in development) • Regional GIS • GovMax, Sarasota County, Florida – www.govmax.net • Hosted, web budget development service • eCityGov Alliance, Puget Sound Region, Washington – www.eCityGov.net • 7 web-based, cross-boundary service portals • Open eGov, Newport News, Virginia - http://nngov.com/egov • Open Source Web Content Management System (free) • “Governing by Network – The New Shape of the Public Sector”, by Stephen Goldsmith and William D. Eggers

  19. eCityGov Alliance Services eCityGov.net MyBuildingPermit.com MyParksandRecreation.com NWMaps.net NWProperty.net WAGovBiz.net orSharedProcurementPortal.com HSConnect.net GovJobsToday.com(just launched) John Backman Executive Director eCityGov Alliance jbackman@CityGov.net 425.452.7821 Lyman Howard Assistant City Manager City of Sammamish lhoward@ci.sammamish.wa.us 425.295.0590 Jamie Robinson Contract Manager & SPP Committee Chair City of Bellevue jrobinson@bellevuewa.gov 425.452.6843

  20. Stand alone Capital intensive Operational separation Full service Leveraged Hosting agency Staff pooling Matrix’d support Organizational Spectrum Pierce County GIS GovMax eCityGov Alliance Open eGov Regional 911 LOGIS NCTCOG

  21. Staff Participation Internal leadership Changing & aligning business processes Span of control Organizational Structure Culture Change Issues

  22. Preferred Outcomes • Institutionalized, core service • Deep intra-agency trust • Enhanced service • Cost avoidance, perhaps savings • New service channel(s) • Political & community trust