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  1. 1. Shared services for government agenciesSolution brief
  2. 2. Shared services are gaining momentum withingovernment agencies. In a 2005 IDC report , 1it was noted that, in Canada, 39 percent ofthose government agencies responding to theIDC survey had already implemented sharedservices within their organization or were inthe process of rolling out shared services acrosstheir organization.“Customer Needs and Strategies: The Impact of Shared Services on the Canadian Government Sectors IT Consumption,” March 2005, IDC #CA400GOV.1
  3. 3. Shared services Government agencies today are facing many of the Optimizing business processes—such as HR, payroll, same challenges as enterprise organizations—limited purchasing and finance—is another important part budgets; the need to modernize, consolidate or optimize of shared services. Shared services can increase your IT infrastructures; and the need for improved processes. organization’s performance by helping you to identify Additionally, government agencies are under pressure to IT and business performance problems and understand provide secure access to information to other government the potential impact of those problems. This optimization agencies and to the public at large. can help you to demonstrate measurable improvements in business performance and to communicate those By implementing HP shared services solutions, government enhancements back to your department teams. agencies can improve the effectiveness and efficiency of their processes by sharing best practices, enhance Although the adoption rate of shared services varies by collaboration by making inter-agency communications country and region, some countries have aggressively easier, make more informed decisions and improve embraced shared services and are moving from initial access to information and government services. HP shared deployments to implementing more sophisticated financing services solutions also enable agencies to share data and approaches such as pay-per-use models. And many applications, fostering inter-agency cooperation and the governments are evaluating how shared services can creation of a single view of government data. benefit their organizations and their constituents. Shared services Benefits of shared services Shared services are a business approach and an IT Economies of scale—Shared services can help minimize architecture designed to allow agencies to share key parts capital and operating costs and encourage inter-agency of their infrastructure, applications and business processes cooperation by achieving economies of scale by sharing within their own organization, with other agencies and services within your agency and across agencies. with the general public. Higher constituent satisfaction—Sharing of expenses across Consolidation of IT systems and infrastructure—including agencies allows everyone to take advantage of the latest hardware, applications and network services—helps technology without incurring substantial capital expenditures agencies and their partners to make the best possible use as costs are spread across all of the agencies utilizing the of their resources. IT consolidation eliminates redundancy, resources. Services and information can be made available reduces system complexity, lowers costs and frees up to the public and other agencies, creating higher levels of resources to be used elsewhere within the agency and constituent satisfaction. across agencies. 3
  4. 4. Focus on core competencies—Government agencies that • E-mail—Share e-mail services to create a singular viewparticipate in shared services are able to spend less time of government employees and reduce processing costs.and fewer resources on their own IT infrastructures, focusing • Electronic fund transfers (EFT)—Use a common paymentinstead on core competencies needed to better serve or EFT gateway to provide strengthened security andconstituents. better ease of use.Knowledge transfer—A skill gap can occur when • IT datacenters/information management—Consolidateemployees leave an agency, either through retirement or IT assets and datacenters prior to incorporating additionalgeneral attrition. When employees leave their positions shared services. This allows for the most streamlined andthey take with them knowledge of specific processes or cost-effective infrastructure to be in place when sharedtechnologies; and those hired to replace them often do services are implemented.not have the same knowledge. In agencies that utilize • Document management systems—Share documentshared services, individuals are no longer relied upon as management processes so that government agenciesthe single source of information—more than one person can automate, standardize and improve specific workhas the knowledge required to maintain infrastructure processes and content and records management. Thisand processes. also helps to ensure regulatory records retention and archiving compliance.Shared services can be leveraged in a number of differentbusiness areas, including: • Printing services—Centralize printing infrastructure of government agencies so that individual departments• ERP—Share common back office applications such as do not have to purchase their own printing devices. general ledger or accounts payable to reduce cost per Sharing printing services can help reduce printing costs, transaction and streamline transactions that need to achieve economies of scale and increase the efficiency span multiple agencies. of printing processes.• Payroll/HR—Use a common payroll service to help • Helpdesk—Centralize IT support to help reduce complexity reduce errors that stem from re-entering employee data by providing a single point of accountability for service when they move from one department or agency to delivery and vendor management. Benefits include another, and reduce the cost per paycheck. lowered costs, consistent levels of service and support• Procurement—Share procurement services for indirect solutions that are organized around an agency’s or non-critical items to achieve volume discounts not business needs, rather than its existing technology. attainable by individual groups.• Geographic Information Systems (GIS)—Implement a common base geofile that provides consistency and savings for all agencies and improves citizen service by having consistent views of properties, district, county, building locations, borders, highway easements, etc. 4
  5. 5. HP solutions for e-Government A framework and approach e-Government framework e-Government framework for e-Government The foundation for HP’s solutions for civilian agencies is the Citizen access portal HP e-Government Framework. This framework provides a portfolio of pre-tested, pre-integrated hardware, software and services. It leverages portals, integration technologies and Web services, along with proven implementation methodologies and HP’s Pre-integrated hardware, best practices from around the world. The HP e-Government Integration layer software and services Framework enables you to design, build, deploy and manage a collaborative environment that brings together data, people and processes. It helps drive efficiencies within and across agencies while allowing citizens to access services in a seamless manner. Back office and legacy systems Solutions to design, build, deploy and manage infrastructure and services Shared services HP’s shared services strategy • IT management consolidation—manage and monitor dynamic workloads holistically across the IT environment. HP’s shared services strategy is to offer constituents a wide range of services—from conducting feasibility studies, • IT utility consolidation—adjust storage and server to evaluating possible working models to managing capacity instantly to meet increased business demands. outsourcing arrangements—all of which may be tailored • Mainframe alternative—create a more flexible IT to meet an agency’s budget and business needs. infrastructure by migrating and consolidating mainframes and the applications that run on them. And with its broad portfolio of solutions and proven expertise, HP can help agencies implement shared services • Servers and storage consolidation—combine rapidly within their organizations. Following is a selection of key proliferating servers and storage devices into a simplified, solution offerings within the shared services portfolio. flexible IT infrastructure. • Workplace consolidation—simplify processes and IT consolidation technologies to better manage the lifecycle of end-user In order to improve access to government data and services, technologies. agencies need integrated systems that make it easy to collaborate and share information. HP’s IT consolidation Enterprise integration solutions offer industry-leading technologies, flexible Agencies face the challenge of making different applications service plans and financing options to help reduce the and devices work together—not only within an agency but complexity of managing diverse IT environments. And across agencies. HP helps guide government agencies whether your project is consolidating constituent data, from complex or legacy systems to consolidated, open disparate application servers, network infrastructures or systems that are designed for interoperability. HP helps other consolidation work, HP will partner with first-rate agencies achieve results quickly, so they can align their agencies throughout the entire IT lifecycle to ensure the IT infrastructures with their business needs. work is done properly. Examples of IT consolidation solution areas include: • Application and database consolidation—reduce redundancies by consolidating multiple applications and databases into a cohesive IT environment. • Datacenter consolidation—gain greater control over data systems and reduce costs by centralizing IT facilities and operations. 5
  6. 6. Security Flexible business models Using shared services across multiple agencies or bureaus HP offers flexible business models that allow agencies requires a robust security implementation to ensure that to share the cost of services in an equitable manner. the shared services are continuously available to the right These offerings span from creative financing and leasing people at the right time. Security policies must be inclusive programs to managed services and public-private of multiple and sometimes conflicting requirements—and partnerships. HP’s flexible business models help you those policies must be deployed consistently throughout obtain and deploy the solutions you need, when you the entire government environment. HP’s security offerings need them. span productivity devices, datacenters, as well as wired LAN and wireless LAN. HP’s services help agencies meet HP Financial Services In some situations, the most economical and efficientESDlife portal short-term needs and long-term goals—in such areas as infrastructure is for you to host and operate the solution security training, policy definition, ethical hacking,Hong Kong Special Administrative yourself. In other instances, a pay-per-use model providesRegion Government has imple- trustworthy infrastructure design, platform hardeningmented the world’s first bilingual and secure and managed IT infrastructure. HP also offers the most benefit to your organization. Either way, HP canpublic and commercial services multi-vendor support for market-leading security products. accommodate your needs. HP Financial Services offersportal for their community— flexible financing models, including leasing and transaction-ESDlife (www.esdlife.com).The portal provides 6.8 million Proven methodologies based pricing, to enable your organization to gain theHong Kong citizens with the HP offers standardized, repeatable methodologies to solutions you need on terms that are right for yourconvenience of accessing public, help you assess your needs and define and implement circumstances.private and cyber-communityservices. The ESDlife portal is your e-Government solution. When you work with HP,the result of a joint effort by you gain access to proven best practices for managing Managed ServicesHewlett-Packard HK SAR Ltd., complex integrations of information, processes and HP Services offers a comprehensive portfolio of managedHutchison Whampoa Ltd. and people across organizations. services, including strategic outsourcing and innovativethe Hong Kong SAR Government,taking advantage of a state-of- utility pricing solutions. These services help you simplifythe-art network infrastructure IT Services Management management and facilitate the ongoing alignment of ITthat enables 20,000 transactions Government processes are rapidly changing. HP IT Services with your overall business strategy. You gain improvedper hour-from payment of govern-ment bills, appointment bookings, Management (ITSM) solutions bring you the technology business agility that responds quickly to change andservice applications, information and expertise you need to align IT with changing business opportunity.lookup, change of personal needs. HP’s best-practices approach bases your ITSMparticulars, general inquiriesand more. implementation on the IT Infrastructure Library (ITIL), the de facto standard for IT Service Management. 6
  7. 7. Why HP? Integration and consolidation expertise HP can help you integrate new and legacy systemsProven methodologies, repeatable solutions while enabling secure access to information, data andHP’s end-to-end portfolio offers shared services solutions applications from different agencies. Streamlining resourcesthat can help your organization become more productive, and applications result in lower shared costs and a moregain access to a wider breadth of services and share adaptive IT infrastructure—one that can quickly respondinformation and resources across agencies. HP understands to and capitalize on change. Through the use of ITSMthat each agency’s needs are unique and provides and ITIL standards, migration standards and provenimplementations tailored to meet your individual shared solutions, HP partners with you to enable agency-to-services requirements. agency interoperability.World class support Open standards, best practicesHP’s first-rate support and services can help cut the cost HP embraces open systems, standards-based technologyand complexity of supporting hardware, software and and heterogeneous environments. By developing solutionsnetwork environments across agencies. HP offers a based on open technology standards, HP helps ensurecomprehensive portfolio of services for diverse IT that your processes, applications and IT infrastructuresenvironments including 24x7 rapid response coverage work within your agency and across agencies. HP’s ITand flexible service plans to suit your needs and budget. consolidation best practices and standardized, repeatableHP also supports products from a variety of other vendors, methodologies allow you to maximize the value of yourresulting in just one service contract to maintain, a shared services investment by providing secure accesssingle point of accountability, lower costs and better to the resources you need, when you need it.overall service. For more information To learn more about HP’s shared services solutions, please contact your HP sales representative or local HP partner, or visit www.hp.com/go/government. 7
  8. 8. For more information, please visit: www.hp.com/go/government© Copyright 2005 Hewlett-Packard Development Company, L.P. The information contained herein is subject tochange without notice. The only warranties for HP products and services are set forth in the express warrantystatements accompanying such products and services. Nothing herein should be construed as constituting anadditional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.4AA0-2075ENW, September 2005