hp's shared services strategy

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Shared services for government agencies Solution brief

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Page 1: HP'S SHARED SERVICES STRATEGY

Shared services for government agenciesSolution brief

Page 2: HP'S SHARED SERVICES STRATEGY

Shared services are gaining momentum withingovernment agencies. In a 2005 IDC report1, it was noted that, in Canada, 39 percent of those government agencies responding to theIDC survey had already implemented sharedservices within their organization or were in the process of rolling out shared services acrosstheir organization.

1“Customer Needs and Strategies: The Impact of Shared Services on the Canadian Government Sector's IT Consumption,” March 2005, IDC #CA400GOV.

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Government agencies today are facing many of the same challenges as enterprise organizations—limitedbudgets; the need to modernize, consolidate or optimizeIT infrastructures; and the need for improved processes.Additionally, government agencies are under pressure toprovide secure access to information to other governmentagencies and to the public at large.

By implementing HP shared services solutions, governmentagencies can improve the effectiveness and efficiency oftheir processes by sharing best practices, enhancecollaboration by making inter-agency communicationseasier, make more informed decisions and improve access to information and government services. HP sharedservices solutions also enable agencies to share data andapplications, fostering inter-agency cooperation and thecreation of a single view of government data.

Shared servicesShared services are a business approach and an ITarchitecture designed to allow agencies to share key partsof their infrastructure, applications and business processeswithin their own organization, with other agencies andwith the general public.

Consolidation of IT systems and infrastructure—includinghardware, applications and network services—helpsagencies and their partners to make the best possible useof their resources. IT consolidation eliminates redundancy,reduces system complexity, lowers costs and frees upresources to be used elsewhere within the agency andacross agencies.

Optimizing business processes—such as HR, payroll,purchasing and finance—is another important part of shared services. Shared services can increase yourorganization’s performance by helping you to identify IT and business performance problems and understandthe potential impact of those problems. This optimizationcan help you to demonstrate measurable improvements in business performance and to communicate thoseenhancements back to your department teams.

Although the adoption rate of shared services varies bycountry and region, some countries have aggressivelyembraced shared services and are moving from initialdeployments to implementing more sophisticated financingapproaches such as pay-per-use models. And manygovernments are evaluating how shared services canbenefit their organizations and their constituents.

Benefits of shared servicesEconomies of scale—Shared services can help minimizecapital and operating costs and encourage inter-agencycooperation by achieving economies of scale by sharingservices within your agency and across agencies.

Higher constituent satisfaction—Sharing of expenses acrossagencies allows everyone to take advantage of the latesttechnology without incurring substantial capital expendituresas costs are spread across all of the agencies utilizing theresources. Services and information can be made availableto the public and other agencies, creating higher levels ofconstituent satisfaction.

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Shared services

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Focus on core competencies—Government agencies thatparticipate in shared services are able to spend less timeand fewer resources on their own IT infrastructures, focusinginstead on core competencies needed to better serveconstituents.

Knowledge transfer—A skill gap can occur whenemployees leave an agency, either through retirement orgeneral attrition. When employees leave their positionsthey take with them knowledge of specific processes ortechnologies; and those hired to replace them often donot have the same knowledge. In agencies that utilizeshared services, individuals are no longer relied upon asthe single source of information—more than one personhas the knowledge required to maintain infrastructure and processes.

Shared services can be leveraged in a number of differentbusiness areas, including:

• ERP—Share common back office applications such asgeneral ledger or accounts payable to reduce cost pertransaction and streamline transactions that need tospan multiple agencies.

• Payroll/HR—Use a common payroll service to helpreduce errors that stem from re-entering employee datawhen they move from one department or agency toanother, and reduce the cost per paycheck.

• Procurement—Share procurement services for indirect or non-critical items to achieve volume discounts notattainable by individual groups.

• Geographic Information Systems (GIS)—Implement acommon base geofile that provides consistency andsavings for all agencies and improves citizen service byhaving consistent views of properties, district, county,building locations, borders, highway easements, etc.

• E-mail—Share e-mail services to create a singular viewof government employees and reduce processing costs.

• Electronic fund transfers (EFT)—Use a common paymentor EFT gateway to provide strengthened security andbetter ease of use.

• IT datacenters/information management—ConsolidateIT assets and datacenters prior to incorporating additionalshared services. This allows for the most streamlined andcost-effective infrastructure to be in place when sharedservices are implemented.

• Document management systems—Share document management processes so that government agenciescan automate, standardize and improve specific workprocesses and content and records management. Thisalso helps to ensure regulatory records retention andarchiving compliance.

• Printing services—Centralize printing infrastructure ofgovernment agencies so that individual departments do not have to purchase their own printing devices.Sharing printing services can help reduce printing costs,achieve economies of scale and increase the efficiencyof printing processes.

• Helpdesk—Centralize IT support to help reduce complexityby providing a single point of accountability for servicedelivery and vendor management. Benefits include lowered costs, consistent levels of service and supportsolutions that are organized around an agency’s business needs, rather than its existing technology.

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e-Government framework

Shared services

Solutions to design, build, deploy and manage infrastructure and services

Back office and legacy systems

Citizen access portal

Integration layer

A framework and approachfor e-Government

Pre-integrated hardware, software and services

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HP’s shared services strategyHP’s shared services strategy is to offer constituents a wide range of services—from conducting feasibility studies,to evaluating possible working models to managingoutsourcing arrangements—all of which may be tailored to meet an agency’s budget and business needs.

And with its broad portfolio of solutions and provenexpertise, HP can help agencies implement shared serviceswithin their organizations. Following is a selection of keysolution offerings within the shared services portfolio.

IT consolidationIn order to improve access to government data and services,agencies need integrated systems that make it easy tocollaborate and share information. HP’s IT consolidationsolutions offer industry-leading technologies, flexibleservice plans and financing options to help reduce thecomplexity of managing diverse IT environments. Andwhether your project is consolidating constituent data,disparate application servers, network infrastructures orother consolidation work, HP will partner with first-rateagencies throughout the entire IT lifecycle to ensure thework is done properly.

Examples of IT consolidation solution areas include:

• Application and database consolidation—reduce redundancies by consolidating multiple applicationsand databases into a cohesive IT environment.

• Datacenter consolidation—gain greater control overdata systems and reduce costs by centralizing IT facilities and operations.

• IT management consolidation—manage and monitordynamic workloads holistically across the IT environment.

• IT utility consolidation—adjust storage and servercapacity instantly to meet increased business demands.

• Mainframe alternative—create a more flexible IT infrastructure by migrating and consolidatingmainframes and the applications that run on them.

• Servers and storage consolidation—combine rapidlyproliferating servers and storage devices into a simplified,flexible IT infrastructure.

• Workplace consolidation—simplify processes and technologies to better manage the lifecycle of end-usertechnologies.

Enterprise integrationAgencies face the challenge of making different applicationsand devices work together—not only within an agency butacross agencies. HP helps guide government agenciesfrom complex or legacy systems to consolidated, opensystems that are designed for interoperability. HP helpsagencies achieve results quickly, so they can align their IT infrastructures with their business needs.

HP solutions for e-Government

e-Government frameworkThe foundation for HP’s solutions for civilian agencies is the HP e-Government Framework. This framework provides a portfolioof pre-tested, pre-integrated hardware, software and services.It leverages portals, integration technologies and Web services,along with proven implementation methodologies and HP’s best practices from around the world. The HP e-GovernmentFramework enables you to design, build, deploy and manage acollaborative environment that brings together data, people andprocesses. It helps drive efficiencies within and across agencieswhile allowing citizens to access services in a seamless manner.

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SecurityUsing shared services across multiple agencies or bureausrequires a robust security implementation to ensure thatthe shared services are continuously available to the rightpeople at the right time. Security policies must be inclusiveof multiple and sometimes conflicting requirements—andthose policies must be deployed consistently throughoutthe entire government environment. HP’s security offeringsspan productivity devices, datacenters, as well as wiredLAN and wireless LAN. HP’s services help agencies meetshort-term needs and long-term goals—in such areas assecurity training, policy definition, ethical hacking,trustworthy infrastructure design, platform hardeningand secure and managed IT infrastructure. HP also offersmulti-vendor support for market-leading security products.

Proven methodologiesHP offers standardized, repeatable methodologies to help you assess your needs and define and implementyour e-Government solution. When you work with HP, you gain access to proven best practices for managingcomplex integrations of information, processes andpeople across organizations.

IT Services ManagementGovernment processes are rapidly changing. HP IT ServicesManagement (ITSM) solutions bring you the technologyand expertise you need to align IT with changing businessneeds. HP’s best-practices approach bases your ITSMimplementation on the IT Infrastructure Library (ITIL), the de facto standard for IT Service Management.

Flexible business modelsHP offers flexible business models that allow agencies to share the cost of services in an equitable manner. These offerings span from creative financing and leasingprograms to managed services and public-privatepartnerships. HP’s flexible business models help youobtain and deploy the solutions you need, when youneed them.

HP Financial ServicesIn some situations, the most economical and efficientinfrastructure is for you to host and operate the solutionyourself. In other instances, a pay-per-use model providesthe most benefit to your organization. Either way, HP canaccommodate your needs. HP Financial Services offersflexible financing models, including leasing and transaction-based pricing, to enable your organization to gain thesolutions you need on terms that are right for yourcircumstances.

Managed ServicesHP Services offers a comprehensive portfolio of managedservices, including strategic outsourcing and innovativeutility pricing solutions. These services help you simplifymanagement and facilitate the ongoing alignment of ITwith your overall business strategy. You gain improvedbusiness agility that responds quickly to change andopportunity.

ESDlife portal Hong Kong Special AdministrativeRegion Government has imple-mented the world’s first bilingualpublic and commercial servicesportal for their community—ESDlife (www.esdlife.com). The portal provides 6.8 millionHong Kong citizens with the convenience of accessing public,private and cyber-community services. The ESDlife portal is the result of a joint effort byHewlett-Packard HK SAR Ltd.,Hutchison Whampoa Ltd. and the Hong Kong SAR Government,taking advantage of a state-of-the-art network infrastructure that enables 20,000 transactionsper hour-from payment of govern-ment bills, appointment bookings,service applications, informationlookup, change of personal particulars, general inquiries and more.

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Why HP?Proven methodologies, repeatable solutionsHP’s end-to-end portfolio offers shared services solutionsthat can help your organization become more productive,gain access to a wider breadth of services and shareinformation and resources across agencies. HP understandsthat each agency’s needs are unique and providesimplementations tailored to meet your individual sharedservices requirements.

World class supportHP’s first-rate support and services can help cut the cost and complexity of supporting hardware, software andnetwork environments across agencies. HP offers acomprehensive portfolio of services for diverse ITenvironments including 24x7 rapid response coverageand flexible service plans to suit your needs and budget.HP also supports products from a variety of other vendors,resulting in just one service contract to maintain, a single point of accountability, lower costs and betteroverall service.

Integration and consolidation expertiseHP can help you integrate new and legacy systems while enabling secure access to information, data andapplications from different agencies. Streamlining resourcesand applications result in lower shared costs and a moreadaptive IT infrastructure—one that can quickly respond to and capitalize on change. Through the use of ITSMand ITIL standards, migration standards and provensolutions, HP partners with you to enable agency-to-agency interoperability.

Open standards, best practicesHP embraces open systems, standards-based technologyand heterogeneous environments. By developing solutionsbased on open technology standards, HP helps ensurethat your processes, applications and IT infrastructureswork within your agency and across agencies. HP’s ITconsolidation best practices and standardized, repeatablemethodologies allow you to maximize the value of yourshared services investment by providing secure access to the resources you need, when you need it.

For more informationTo learn more about HP’s shared services solutions, pleasecontact your HP sales representative or local HP partner,or visit www.hp.com/go/government.

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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