Common Services Project Update February 27, 2015
Agenda for Today’s Meeting Common Services Project Agenda Item Time Welcome and Introductions Overview of Upcoming Communication and 10:30 – 11:00 Engagement Activities Organizational Readiness Team Common Services Presentation 11:00 – 12:00 Questions/Comments
Common Services Review – Background A rapid assessment of the current state will be completed during the month of February; more detailed analysis will follow into Spring 2015 • The Government of New Brunswick kicked off the Common Services Review project January 13, 2015 • In-scope services for this review are the key back office functions delivered by NBISA, Facilicorp and/or government departments: – Information Technology – Finance – Human Resources – Supply Chain • The project team will be working to analyze how a broader shared services organization could operate across government, with the intent of understanding what savings and service improvements could be derived from such an endeavor • The project will be leveraging all work completed to date on shared services in New Brunswick (i.e. previous shared services analysis, lessons learned from NBISA / Facilicorp, any other pertinent studies or reports) • The Province will also be drawing on expertise from Ernst & Young (EY) to assist with business case development, benchmarking and detailed future state design.
Common Services – Project Team Legend Strategic Program Review Committee GNB Len Hoyt – Chair Executive Steering Committee EY Gordon Gilman – Project Lead Gordon Gilman Kelly Cain – Human Resources Executive Project Lead Jean-Marc Dupuis – Finance Steve Maynard E & Y Lead Derrick Jardine - FacilicorpNB Christian Couturier - OCIO Andrea Seymour - Horizon DM / CEO Committee Alain Bechard - Vitalité Sub-Streams IT Savings Group Project Management Office IT Investment Portfolio Colleen Benson, PM QA / Subject Matter Expertise Group Colin Bradley, PM Claude Francoeur IT Risk Group Barbara Kieley Change Management/Engagement Venkat Chandra Carla Geldart IT Long-term Plan Group Juliet Nicol IT Leads Supply Chain Leads Finance Leads HR Leads Jill Ritchie - FacilicorpNB Jeff Trail – NBISA Pam Gagnon – NBISA Dave Nowlan – Part I Lee Burry – Part I David Dumont – FacilicorpNB Rob Arsenault – Part 1 Venkat Chandra, EY Juliet Nicol, EY Rhys Morgan, EY Peter Tonev, EY Subject Matter Experts representing each work stream Ann Dolan – FacilicorpNB Amy Beswarick – DHR Michel Levesque - FacilicorpNB Joanne Stone – Health Renée Laforest – Health Mark Gaudet – DTI Rick Ouellette -(ECO Mike Murray – PETL Kim Embleton – SD Robert Penny – EECD Liz Byrne-Zwicker - NBISA Josée Pelletier - FacilicorpNB Dan Keenan – Horizon Yvonne Samson – SD Lachlan MacQuarrie-McLeod - JUS Vicki Squires – Horizon Philip Hawkins – FacilicorpNB Ross Jefferson - FacilicorpNB Rob Boyle - DGS Rejean Bedard – Vitalité Alain Bechard – Vitalité Marc-Alain Mallet - DGS Diane Nadeau - ECO Jaques Duclos - Vitalité 4 Ken Fitzpatrick – DGS/NBISA Joanne Lynch - DGS
Communication & Engagement 5
Detail on Stakeholder Engagement Activity A high level plan has been developed for customer and employee engagement over the next two months. A detailed plan will be continued to be built over the next week Customer / Timeline Stakeholder groups (Parts I-IV) Level and details on engagement Employee (estimated) • 14 DMs have already been interviewed – those already interviewed will be followed up with for a ‘deeper dive’ • DMs / CEOs / Presidents that have yet to be interviewed February 23 A DMs / CEOs / Presidents Customer will be asked questions consistent with those asked to – March 30 the latter 14 individuals (one on one interviews • Additional customized questions will be asked to obtain relevant insight from the individuals • Mode of engagement will be customized – two key March 13 – options available: B ADMs / VPs / COOs Employee A. Focus / break out groups with 4-5 individuals; OR March 28 B. Workshop with entire group of ~20 individuals • Mode of engagement will be: o large workshops to accommodate the volume of March 9 – stakeholders C Directors and below Employee o On-line activities (Arm-Chair Dialogues & March 28 questionnaire) Note: Several employee (IT Directors, HR Directors Part I) & customer (SEO, DM, ADM, VP Corporate) engagements and workshops, have taken place since January 2015
Communication & Engagement Activities • Memo from Clerk • Launch of GNB SharePoint site Week of • Planning for face to face Engagement Sessions Feb 16 • Planning for face to face Engagement Sessions • Feb 27 - Update Meeting - Common Services Leaders Week of • SharePoint – Status Update Feb 23 • Planning for face to face Engagement Sessions • Finalize prep work for face to face Engagement sessions & on-line questionnaire Week of • Memo from Gordon to advise of upcoming sessions – sign up online for ENG or FR March 2 • Face to face Engagement Sessions • Launch of on-line questionnaire Week of • March 13 - Leadership Dialogue – HR, Finance, IT & SC (all levels of management) March 9 • Face to face Engagement Sessions • SharePoint – Status Update Week of March 16 • Face to face Engagement Activities • March 25 - Update Meeting - Common Services Leaders Week of March 23 • Face to face Engagement Activities • Organize “What We Heard” from each session • Summarize by theme/stream and share with: Employees (SharePoint), PMO, Work Stream Leads, March 30 to April 17 Transition Teams 7
SharePoint Update • TODAY – E-mail message with link to SharePoint following this meeting • SharePoint additions today: – Common Services Presentation – New Q&A’s • Next week: Terms of Reference 8
Organizational Readiness Prepare Inform People Engage Coach Process 9
Strategic Organizational Readiness
Organizational Readiness Team Goals • Work through the senior Human Resources community to inform and re-enforce work associated with the Strategic Program Review and Centralization Initiatives • Led by DHR the Organizational Readiness Team will plan for the active management of the potential and actual organizational changes. • Enable and mobilize the HR community to manage through large scale transitions • Official link to the workforce through HR Directors
Deliverables • Develop a clear path and identify milestones over the next three years to ensure active management of organization readiness. Early on the Executive Working group will focus on strategic items eventually moving into a more tactical direction. • Develop a framework and tracking mechanism for Departmental Organization Readiness Plans • Enhance the HR community capacity, preparedness and expertise and support leadership development to enable the organizational readiness • Develop a comprehensive communications plan • Develop a clear employee engagement plan in conjunction with the communications plan
Deliverables • Provide advice and guidance on organizational structure and related processes for meeting the needs of the “new” structures • Support the transition through labour relations - collective agreement management, case law research and communication with the union • Support the transition through the Workforce Adjustment Strategy and enhance the workforce adjustment process to meet the current needs of the organization • Support the transition through redeployment and enhance the redeployment process to meet the current needs of the organization • Develop or revise Human Resource policies
Composition • HR Directors • DHR Directors and Subject Matter Experts • NBISA • Liaisons – Common Services, SPR, Opportunities NB, Enforcement and Inspection etc.
Alignments to date • Opportunities NB Corporate HR contact – Barbara LaPointe • Aligning broader HR expertise to support the Enforcement and Inspection initiative – Andrew Currie • Centralization - HR working group – Lee Burry • Organizational Readiness Planning team developed • Change management development series: – DM/ADMs – HR Directors / HR Community – Managers and Directors
Common Services Project February 27, 2015
“A world class model for government shared services.” FROM TO Departmental Silos One Organization ORGANIZATION Single Leadership Multiple Leadership Structures Differing Levels of Service Consistent and Equitable Service Variation and Duplication Standardization PROCESSES Reactive Strategic Traditional Drivers Evidence Based Decision Making Generalists Subject Matter Experts PEOPLE Fragmented Teams Centre of Excellence
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