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Transcript of PRE-CONDITIONS FOR REGIONAL SHARED SERVICES Creating an environment for regional collaboration Don...
PRE-CONDITIONS FOR REGIONAL SHARED SERVICES
Creating an environment for regional collaboration
Don PhillipsNorth-West, South-West & Central Regional Asset Management Group STEP Coordinator
Associate CT Management
National Local Government Asset Management and Public Works Conference. May 2013
Victorian Asset Management Regions
And nowShared
Services
Levels of Service
The Shared Services Holy Grail
• Well known benefits can be achieved through collaborative approaches, such as:
Mid – Long Term Benefits
• Expenditure savings through– Increased use of equipment and other assets– Joint contracts
• Greater capability of achieving best practice through – Improved decision making– Improved access to technology
• Sharing of risk• Better use of limited council resources and skills
– By reducing duplication– Through skill and knowledge sharing– Sharing of employees
Immediate Benefits
• Documents can be produced quicker– Only a single plan need be produced
• Better documents can result by pooling skills, knowledge and technology
If so Great, Why No Action?
• We recognize sharing opportunities must exist, so why has there been so little success in implementing shared services?– Councils still do AM, so no sense of urgency and a
subsequent lack of support?– Concern often over governance issues– Jobs threat to local staff– Perceived loss of local control
Journey for Wimmera Councils
Attempt #1
• Past history with Shared Services• 2008 attempt at regional cooperation with
asset systems• Failed, dramatically• Why? For all the reasons stated above
Attempt #2
• During 2012 another opportunity developed• Started with the Regional Asset Service AMP
template• 14/17 councils from the North-West and South-West
Regions are utilising the regional template• The Wimmera group of Councils at officer level
elected to work together to complete their own first Recreation & Open Space AMP
Common AMPs
• Soon realized since starting from scratch, rather than create separate plans, it was easier to work on one plan with the same processes, methodologies, hierarchies with provision for local input
• Then realized could apply the same approach to other AMPs, so revisited
• Can lead to shared opportunities
ASSET MANAGEMENT PLAN
PART A GENERAL INFORMATION
WIMMERA COUNCILS TEMPLATE
Amendment Register
Issue Date Details By Draft June 2012 Initial draft ME 1.0
Wimmera Discoveries
• Can work but requires cooperation and a willingness to compromise – eg the Road hierarchy problem
• The Councils can demonstrate they are undertaking the same activity, in the same manner
• Opportunities for the sharing of services can then be identified
How to Proceed?
• Develop a step-by-step Shared Services process– Take one step at time– Don’t jump to the end and look for reasons not to
continue– Emphasis that this is not take-over but a
‘knowledge base’ to support local decision making– Be prepared to compromise
Proposed Process“IF YOU BUILD IT, HE WILL COME”
1. Identify the sharing opportunity2. Demonstrate ‘sameness’3. Identify the aligned Councils4. Review skills capacity and resources available5. Establish the alliances6. Identify the tools and resources to create the
shared service7. Document the benefits8. Form the alliance
1. Identify Sharing Opportunity
Sharing opportunities may include:• Condition assessments• Renewal forecasting• AM reporting• AMPs• LTFP
1 Identify sharing
opportunity
2 Demonstrate 'sameness'
3 Aligned Councils
4 Skills, capacity & resources review
5 Establish the alliances
6 Identify the tools and resources required
7 Document benefits
8 Form alliance
2. Demonstrate ‘Sameness’
Sameness may be demonstrated through common • Hierarchies• Processes • Methodologies• Systems
1 Identify sharing
opportunity
2 Demonstrate 'sameness'
3 Aligned Councils
4 Skills, capacity & resources review
5 Establish the alliances
6 Identify the tools and resources required
7 Document benefits
8 Form alliance
3. Align Councils
• Council choose to participate• Aligned Councils may initially be those that
demonstrate ‘sameness’• Although this does not preclude a council
expressing an interest and being prepared to make changes and align itself with other councils. This is not about exclusion.
1 Identify sharing
opportunity
2 Demonstrate 'sameness'
3 Aligned Councils
4 Skills, capacity & resources review
5 Establish the alliances
6 Identify the tools and resources required
7 Document benefits
8 Form alliance
4. Skills, Capacity & Resources Review
• Assesses each council’s current internal available skills and capacity to deliver the identified sharing opportunity
• Any shortfall may indicate a sharing opportunity between councils
• Any available skill may be an opportunity to share an employee
1 Identify sharing
opportunity
2 Demonstrate 'sameness'
3 Aligned Councils
4 Skills, capacity & resources review
5 Establish the alliances
6 Identify the tools and resources required
7 Document benefits
8 Form alliance
Do you have the necessary skills,
resources and capacity within your Council?
You may undertake the
activity internally
Yes No
Option 1 - Use Regional Collaboration
– Form a group to work together to complete project
Option 2 – Use External Consultants
Group works together to
complete project Consultant Support (if required)
Can you share your skills and
resources?
Yes
MAV/STEP Program Support
Support
Skills, Capacity & Resources Review
Internal Capacity & Skills Matrix
No skill/Capacity available Options: 1. Training required (&
move to upper quadrant)
2. Possible regional collaboration
Skill available/Capacity available Options: 1. No assistance
needed 2. Act support to
others
No skill/No capacity Options: 1. Possible regional
collaboration
Skill available/No capacity Options: 1. Possible regional
collaboration
Not Available Available Internal Skills
Avai
labl
e
Not A
vaila
ble
In
tern
al
Capa
city
5 Establish the Alliances
Alliances may be:• Formed to address the specific skills and capacity
deficiencies • Formed to address an under-performing activity• Vary in the number of the interested councils
1 Identify sharing opportu
nity
2 Demons
trate 'samene
ss'
3 Aligned Councils
4 Skills, capacity
& resourc
es review
5 Establish the
alliances
6 Identify
the tools and
resources
required
7 Docume
nt benefits
8 Form alliance
6. Identify the Tools & Resources
Skill location may be:• External provider (contract), or• Internal provider (shared employee) Tools, equipment required:• Joint specification• Equipment purchase/sharing• Software purchase/sharing
1 Identify sharing opportu
nity
2 Demons
trate 'samene
ss'
3 Aligned Councils
4 Skills, capacity
& resourc
es review
5 Establis
h the alliance
s
6 Ident
ify the
tools and
resources
required
7 Docume
nt benefits
8 Form alliance
7. Document Benefits
1 Identify sharing opportu
nity
2 Demons
trate 'samene
ss'
3 Aligned Councils
4 Skills, capacity
& resourc
es review
5 Establis
h the alliance
s
6 Identify
the tools and
resources
required
7 Document benef
its
8 Form alliance
Benefits may be realised through:• Cost savings• Improved service delivery
8. Form Alliance
In forming the alliance councils will consider:• Governance structures • OH&S etc
1 Identify sharing opportu
nity
2 Demons
trate 'samene
ss'
3 Aligned Councils
4 Skills, capacity
& resourc
es review
5 Establis
h the alliance
s
6 Identify
the tools and
resources
required
7 Docume
nt benefits
8 Form allian
ce
Current Progress
• Facilitated through the STEP program• Discussion on opportunities held at Victorian South-West,
North-West and Central AM regional group meetings• Condition rating easy and obvious first test of the process
– South-West selected bridge assets– North- East and Central selected building assets
• Forums conducted to research and discuss options and select a common approach
Regional Forums Outcomes
• Develop a common brief, condition rating manual
• Options of ‘shared employee’, joint contract, software raised immediately
• Next steps, continue with shared services process
• May lead to software development
Summary
• We all struggle with resourcing and effective service delivery
• We do so many things the same, the opportunities for regional collaboration must be there
• A simple, step-by-step process, working from the bottom up has been developed
END