Procurement & Contracts Management Manager

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1 Procurement & Contracts Management Manager, Road Safety Authority

INFORMATION BOOKLET AND APPLICATION DOCUMENTS PLEASE READ CAREFULLY

The Road Safety Authority intends to hold an Open competition for the position of

Procurement & Contracts Management Manager

Closing Date: 16

th

July 2015

The Road Safety Authority is committed to a policy of equal opportunity.

_______________________________________________________________________________________

CONTACT:AIDEEN CUMMINS, SENIOR CONSULTANT, COLLINS MCNICHOLAS RECRUITMENT & HR SERVICES GROUP OR [email protected]

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TABLE OF CONTENTS Page Overview of RSA 3 Post Description 4 Location 4 Duties of Post 5/6

Qualifications and Experience 7

Pay & Working Conditions 7/8/9

General Matters 9/10/11 How to apply 12 Closing Date 12 Selection Process 12 Security Clearance 13 Confidentiality 13 Candidates Obligations 14

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PROCUREMENT & CONTRACTS MANAGEMENT MANAGER

OVERVIEW OF RSA:

The Road Safety Authority was established on 13th September 2006 by Statutory Instrument (S.I.) Number 477 of 2006. The functions it carried out were transferred from the Department of Transport (DoT), the National Roads Authority (NRA) and the National Safety Council (NSC). The NSC was formally dissolved by the Minister for Transport on 10 October 2007, following the transfer of its remaining functions relating to fire safety awareness to the Department of Environment, Heritage and Local Government in late 2006. The Road Safety Authority was allocated €28.324m (Current) and €2.8m (Capital) in 2007 from the Department of Transport, Tourism and Sports. From that time the functions of the RSA as set out in the Road Safety Authority Act 2006 included, driver testing and training, vehicle standards and certain enforcement functions, road safety promotion, driver education and road safety research.

The Driver Certificate of Professional Competence (CPC) was introduced across the EU in 2008 for professional bus drivers and in 2009 for professional truck drivers to set and maintain high standards of road safety, health and safety and driving among professional drivers of buses and trucks. The RSA took responsibility for implementing Driver CPC in Ireland.

In 2011 the RSA was assigned responsibility for the Commercial Vehicle Roadworthiness Function from Local Authorities. The Road Safety Authority (Commercial Vehicle Road Worthiness) Act 2012 was signed into law on 30th May 2012. This act facilitated the functions of Local Authorities in relation to the roadworthiness testing of commercial vehicles (light and heavy commercial vehicles and buses) transferring to the RSA. The Act also reformed the way Commercial Vehicle Roadworthiness (CVR) testing centres and authorised testers are licensed. It provides for greater powers of enforcement to the RSA through targeted roadside inspections and inspections of commercial vehicle operators’ premises.

For the first time in Ireland, there was one agency established with responsibility for the overall regulation, control and authorisation of the commercial vehicle testing regime in the State with the functions of the Local Authorities in relation to commercial vehicle testing being assumed by the RSA. Coupled with this was the development of a new authorisation system in respect of test centres and testers, greater powers of enforcement through targeted roadside inspections as well as inspections at commercial vehicle operator’s premises.

Since January 2013 the RSA has been tasked with delivering the driving licence and learner permit service. Up to this point, the responsibility for the issuing of licences rested with Local Authorities through the network of Motor Taxation Offices (MTO). National Driver Licence Service or NDLS, is the name given to the new, dedicated service which will receive applications for learner permits and driver licences. The RSA is now responsible for the operations of this service and the management of a multi-million Euro contract with three different service providers.

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POST:

As Procurement and Contracts Management Manager, the successful candidate will fill a key senior management position in the Finance & Commercial Services Directorate of the RSA. He or she will take the lead in the development and maintenance of a procurement and contracts management policy and framework across the Authority.

This role will involve the creation of a centralised Procurement Services Division and Contracts Management Services Division to support the business, ensure value for money and develop a procurement strategy and process. This manager will work closely in supporting the business with the procurement and ongoing management of contracts. The business streams will have close involvement to both the procurement processes and the contracts management, however, this manager will provide support, methodologies and mentoring to ensure that these functions are conducted with consistency and to reduce the potential risks. There is scope, in time, to expand the role of the contracts management area to include Business Analysts and related services to reduce the dependencies on external engagement partners and to build internal expertise.

This role will develop an overall Procurement Strategy, a Contracts Management Strategy, policies and processes that will enable the Authority to streamline and obtain consistency in its overall approach to public procurement and contract management.

He or she will maintain a contracts database and closely liaise with RSA Finance with regard to supplier management.

Nature of Employment:

Permanent in accordance with the General Conditions of Employment with one year probation period.

Job Location: RSA Headquarters, Moy Business Park, Primrose Hill, Ballina, Co Mayo or other such place designated as appropriate by the Authority.

It is envisaged that the position of Procurement and Contracts Management Manager will involve domestic travel.

When absent from home and headquarters on duty appropriate travelling expenses and subsistence allowances will be paid subject to the normal Civil/Public Service regulations.

Department: Finance

Reporting to: Director of Finance & Commercial Services

Job Summary/ Purpose:

The Procurement & Contracts Management Manager will report to the Director of Finance & Commercial Services and as a member of the Directorate’s Management Team will take on all policy and administrative responsibility for procurement and contract management.

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KEY ELEMENTS OF THE JOB / DUTIES AND RESPONSIBILITIES:

 Create the RSA Public Procurement Strategy

 Update the RSA Public Procurement Policy & Process

 Engage with the Authority’s purchasing teams to ensure familiarity with the Authority’s procurement needs

 Work closely with the Authority’s Business Planning & Budget team to ensure there is awareness of public procurement/re-procurement well in advance of contract end dates

 Work closely with the Authority’s business directors so there is awareness of operational and capital plans and the public procurement requirements of each business directorate

 Ensure there is a consistent approach to public procurement across the Authority and there is consistent procurement administration and procurement files in place

 Work with Director of Finance & Commercial Services to ensure audit compliance with regard to public procurement law and regulations

 Develop, agree and implement procurement strategies to deliver objectives in consultation with internal customers.

 Build and maintain strong working relationships with key stakeholders both internal and external.

 Lead, manage and take responsibility for categories of expenditure assigned

 Lead, manage and deliver specific sourcing and saving projects

 Lead and drive innovative approaches in relation commercial arrangements, operating models, specification, etc.

 Establish close working relationships with all divisions within the Authority

 Develop and maintain a “procurement knowledge bank” as a record of the procurement information and procurement strategy(s)

 Initiate, lead, run, manage and record tender processes

 Work with the communication and customer service teams to publish contract award notifications and make available contracts to the customer base

 Manage internal controls to assure process and legal compliance

 Ensure compliance to the Sourcing Process, ensuring appropriate customer sign-off at appropriate decision points

 Put in place efficient and effective working structures, performance management arrangements and target-based objectives

 Develop and proactively manage customer relationships

 Develop and monitor key performance indicators

 Using program management methodologies to manage a portfolio of projects and to agree priorities, assign resources, plan delivery timeframes, track procurement project progress, track risks and issues, update tracking systems and close projects in line with processes

 Identify and deliver training, development and mentoring of purchasing staff, ensuring that staff meet competency frameworks and minimum standards required for each role and any accreditation

 Using agreed methodologies, report on forecast savings and deliverables for each procurement project

 Work with the relevant Directors and Directorate representatives to ensure SLA performance metrics are met for customers

 Implement business reviews and risk assessments with agreed key suppliers at agreed frequencies

 Work with Directors to develop and deliver improved systems and processes, data management and staff training and development

 Implement internal controls to assure process and legal compliance and fraud prevention

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 Have full responsibility for the central management of all commercial contracts in the Authority

 Have full responsibility for the central management of the Authority’s contract repository

 Has full responsibility for the creation of a suite of RSA contracts suitable for contractual engagements of varying complexity for goods and services

 Establishes highest-level contract policies and processes to ensure Authority is achieving its contractual terms and conditions

 Drives implementation of strategic contract opportunities with the most significant impact to the Authority

 Approves and implements new and revised contract policy and process.

 Provides development and training opportunities for contract managers the areas of negotiation and supplier engagement

 Performs in a cross-functional role for other business elements, e.g. finance, law, operations. Provides guidance and leadership to cross-functional business team members.

 Have mentoring and training responsibilities.

 Occasionally may lead complex negotiations. Understands the business case and has an appreciation of financial/analytical issues and profit and loss implications.

 Reviews complex solicitations and prepares specialized and/or non-routine response for proposals, bids, and contract modifications.

 Trains and develops subordinate contract professionals to assume more complex contract activity.

 Analyses significant, and/or unique contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and corporate policies and business unit procedure and communicates results to subordinates.

 Develops negotiation strategy and leads negotiation team on complex contractual issues.

 Analyses new law, regulation and contract trends for potential impact on business unit goals and objectives. Provides authoritative guidance to internal business teams and contract subordinates on corporate goals and objectives relating to contract activity.

 Focal point for all communication with law, finance and business team disciplines for resolution of contract issues and disputes.

 Assists in identification, development and implementation of new contract policy and processes.

 Have a general understanding of the business case and an appreciation of financial/ analytical issues and profit and loss implications.

This job description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time by the CEO or Director and to contribute to the development of the post while in the role.

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QUALIFICATIONS & EXPERIENCE 1. Essential Requirements:

Candidates must have:

 Suitable Professional Qualification in Procurement, Contract Management, Accountancy or in a related professional area

 Demonstrable work experience and knowledge of public procurement, law, guidelines, case law and current best practice in the field

 Demonstrable work experience and knowledge of managing material contracts and evidence of negotiation and management of outsourced contracts

 Since qualifying at least five years’ experience at a suitably senior responsible position working in a complex multi-disciplinary environment

 A proven record of achievement at a senior level that demonstrates the leadership,

administrative and people management experience necessary to successfully lead a multi-disciplinary team to deliver on business outcomes.

 The ability to work under pressure to tight deadlines and to take a strategic approach in the delivery of key policy objectives, and the necessary vision and capacity for innovative thinking.

 Capacity to negotiate on sensitive and complex issues, internally and externally.

 Proven skills in fostering a positive working relationship with colleagues and external stakeholders to ensure delivery of business outcomes.

 Strong organisational awareness including an awareness of the broader operating environment (or a provide ability to quickly develop same).

 Sound judgement and excellent decision making, problem solving, analytical thinking and interpersonal skills at a senior level in an organisation.

 Excellent communication skills

 Excellent ICT skills

 Excellent report writing and presentation skills

Key competencies for effective performance at this level Leadership and strategic direction

Judgement and Decision making Management and Delivery of results Building relationships and Communications Drive and Commitment

PAY & WORKING CONDITIONS Salary Scale:

The salary scale for this position is as follows:

€65,000, €65,000, €66,040, €68,262, €70,479, €71,758 - MAX, LSI 1 - €73,995, LSI 2 - €76,224 PPC (Personal Pension Contribution) Scale (for officers who are existing civil or public servants appointed on or after 6April 1995 or who are new entrants to the civil or public service and who are making a compulsory personal pension contribution).

€61,966, €64,257, €65,000, €65,000, €67,074, €68,293 – Max, LSI 1 - €70,416, LSI 2 - €72,546 Non PPC (Personal Pension Contribution) Scale (this scale will apply where the appointee is a civil or public servant recruited before 6th April 1995 and who is not required to make a compulsory personal pension contribution).

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Long service increments may be payable after 3(LSI-1) and 6(LSI-2) years satisfactory service at the maximum of the scale.

Candidates should note that entry will be at the minimum of the scale and will not be subject to negotiation and the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Annual Leave: 30 days per annum

This leave is on the basis of a five-day week and is exclusive of the usual public holidays.

General: Salary is paid fortnightly; the Authority operates a contributory pension scheme, group medical schemes, and income

continuance plan.

Expenses: The Authority does not pay expenses for the purpose of attending for interview or taking up employment.

Medical:

Tenure

Hours of attendance

Expenses

A candidate who is not already in permanent employment of the Authority will be required, prior to appointment, to pass a medical examination by a doctor nominated by the Authority. The Authority bears the cost of this examination.

You will be required to serve with the Road Safety Authority in a probationary capacity for 1 year.

Standard hours of attendance will be set from time to time by the Road Safety Authority, but the total hours will not be less than 43 hours and 15 minutes (gross) or 37 hours net per week.

You will be expected to work outside of these hours, including weekends, as required by the demands of the job.

No additional payment will be made for extra attendance (over and above 43.25 hours gross or 37 hours net per week) as the rate of remuneration payable covers any exceptional extra attendance liability that may arise from time to time.

Overtime will not be payable.

It is envisaged that the position of Procurement & Contracts Management Manager will involve domestic travel.

RSA employees may be required to use RSA Vehicles in order to carry out duties. Expenses will be paid for official travel (including mileage for use of own car) and out of pocket expenses in accordance with the rates and allowances applying in the civil service or the RSA.

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Working Environment

The Procurement & Contracts Management Manager may not

engage, in a personal capacity, in any business or activity that

could constitute a conflict of interests with his/her position as

the Procurement & Contracts Management Manager in the

RSA.

The Procurement & Contracts Management Manager will be

required to comply with Standards in Public Office Act, 2001

and Statements of Interest

Superannuation and

Retirement:

The appointee will be offered public service pension terms and retirement age conditions in accordance with pension arrangements in the Road Safety Authority depending on the status of the successful appointee:

(a) In general, an individual who has no prior pensionable Public Service history in the 26 weeks prior to appointment will be a member of the Single Public Service Pension Scheme (Single Scheme) which commenced from 1 January 2013 (Section 10 of the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 refers);

(b) An individual who is on secondment will remain a member of the parent organisation’s pension scheme and the pensionable remuneration will be based on his/her substantive grade i.e. the grade at which the individual is employed in his/her parent organisation

(c) An individual who was a member of a “pre-existing public service pension scheme” as construed by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 and who does not qualify for membership of the Single Scheme will be a member of the Road Safety Authority’s existing Staff Superannuation Scheme.

(d) Appointee’s status for superannuation purposes

At the time of being offered an appointment, the Department of Transport, Tourism and Sport, in consultation with the Department of Public Expenditure and Reform if necessary, will, in the light of the appointee’s previous Public Service (and/or other) employment history, determine the appropriate pension terms and conditions to apply for the duration of the appointment. Appointees will be required to disclose their full public service history. Details of the appropriate superannuation provisions will be provided upon determination of appointee’s status. The following points should be noted:

Pension Accrual:

A 40-year limit on total service that can be counted towards pension where a person has been a member of more than one existing public service pension scheme will apply. This 40-year limit, which is provided for in the Public Service Pensions (Single Scheme and other Provisions) Act 2012 came into effect on 28 July 2012. This may have implications

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for any appointee who has acquired pension rights in a previous public service employment.

Pension Abatement

The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 extended pension abatement so that a retiree’s public service pension is liable to abatement on re-entering public service employment, even where the new employment is in a different area of the public service. However, if the appointee was previously employed in the Civil Service and awarded a pension under voluntary early retirement arrangements (other than the Incentivised Scheme of Early Retirement (ISER) or the Health Service Executive VER/VRS which, as outlined below, render a person ineligible for the competition) the entitlement to payment of that pension will cease with effect from the date of reappointment. Special arrangements will, however, be made for the reckoning of previous service given by the appointee for the purpose of any future superannuation award for which the appointee may be eligible.

Department of Education and Skills Early Retirement Scheme for Teachers Circular 102/2007

The Department of Education and Skills introduced an Early Retirement Scheme for Teachers. It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease. Pension payments will, however, be resumed on the cesser of such employment or on the person’s 60th birthday, whichever is the later, but on resumption, the pension will be based on the person’s actual reckonable service as a teacher (i.e. the added years previously granted will not be taken into account in the calculation of the pension payment).

Ill-Health Retirement

Please note that where an individual has retired from a Civil/Public Service body on the grounds of ill-health his/her pension from that employment may be subject to review in accordance with the rules of ill-health retirement within the pension scheme of that employment.

Incentivised Scheme for Early Retirement (ISER): It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Department of Health and Children Circular (7/2010):

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for re-employment in the public health sector or in the wider public service or in a body wholly or mainly funded from public moneys. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years, after which time any re-employment will require the approval of the Minister for Public Expenditure and

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Reform. People who availed of either of these schemes are not eligible to compete in this competition.

Collective Agreement: Redundancy Payments to Public Servants The Department of Public Expenditure and Reform letter dated 28th_June

2012 to Personnel Officers introduced, with effect from 1st_{June 2012, a}

Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants. It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the public service by any public service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009 – 2011) for a period of 2 years from termination of the employment. Thereafter the consent of the Minister for Public Expenditure and Reform will be required prior to re-employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non eligibility) and the Minister’s consent will have to be secured prior to employment by any public service body.

Declaration:

Applicants will be required to declare whether they have previously availed of a public service scheme of incentivised early retirement and/or the collective agreement outlined above. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment

GENERAL MATTERS Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

A candidate for, and any person holding the office, must be of good character.

The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the employment contract of the successful candidate.

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THE SELECTION PROCESS

How to Apply

Completed Application form and CV must be submitted by email or post to AIDEEN CUMMINS, SENIOR CONSULTANT, COLLINS MCNICHOLAS RECRUITMENT & HR SERVICES GROUP, Millbrook House, Kennedy Parade, SligoOR [email protected]. Applications will not be accepted after the closing date.

Candidates must inform the relevant recruitment unit in Collins McNicholas Recruitment & HR Services Group of any changes to their details once they have submitted their application form.

Closing Date

Your application must be submitted to the above not later than 4pm on Thursday 16th_July

2015. If you do not receive an acknowledgement of receipt of your application within 24 hours of applying, please contact: [email protected]

Candidates should make themselves available on the date(s) specified by the Road Safety Authority and should make sure that the contact details specified on the application form are correct.

The Road Safety Authority will not be responsible for refunding any expenses incurred by candidates.

Selection Process

The Selection Process may include:

 shortlisting of candidates on the basis of the information contained in their application

 an initial/preliminary interview which may in turn include a questionnaire and/or presentation by the candidate;

 a competitive interview, which may also include a presentation or other exercise by the candidate.

Shortlisting

Normally the number of applications received for a position exceeds that required to fill existing and future vacancies to the position. While a candidate may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, the Road Safety Authority may decide that a number only will be called to interview. In this respect, the Road Safety Authority provide for the employment of a short listing process to select a group for interview who, based on an examination of the application forms, appear to be the most suitable for the position. An expert board will examine the application forms against a pre-determined criteria based on the requirements of the position. This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience. It is therefore in your own interest to provide a detailed and accurate account of your qualifications/ experience on the application form.

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References

We would appreciate it if you would start considering names of people who you feel would be suitable referees that we might consult (2 - 3 names and contact details). These referees do not have to include your current employer, but should be in a position to provide a reference for you. Please be assured that we will only collect the details and contact referees should you come under consideration for the post.

Security Clearance

Please note: The applicant may be required to complete and return a Garda Vetting form should they come under consideration for appointment. This form will be forwarded to An Garda Síochána for security checks on all Irish and Northern Irish addresses at which they resided. If unsuccessful this information will be destroyed by the Road Safety Authority. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Confidentiality

We would like to assure you that protecting confidentiality is our number one priority. You can expect, and we guarantee, that all enquiries, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process.

Deeming of candidature to be withdrawn

Candidates who do not attend for interview or other test when and where required by the Road Safety Authority, or who do not, when requested, furnish such evidence, as the Road Safety Authority require in regard to any matter relevant to their candidature, will have no further claim to consideration.

Quality Customer Service

We aim to provide an excellent quality service to all our customers. If, for whatever reason, you are unhappy with any aspect of the service you receive from us, we urge you to bring this to the attention of the unit or staff member concerned. This is important as it ensures that we are aware of the problem and can take the appropriate steps to resolve it.

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Candidates' Obligations

Candidates should note that canvassing will disqualify and will result in their exclusion from the process.

Candidates must not:

 Knowingly or recklessly provide false information

 Canvass any person with or without inducements

 Interfere with or compromise the process in any way.

A third party must not personate a candidate at any stage of the process.

Any person who contravenes the above provisions or who assists another person in contravening the above provisions is guilty of an offence. A person who is found guilty of an offence is liable to a fine/ imprisonment.

In addition, where a person found guilty of an offence was or is a candidate at a recruitment process, then:

 Where he/she has not been appointed to a post, he/she will be disqualified as a candidate and

 Where he/she has been appointed subsequently to the recruitment process in question, he/she shall forfeit that appointment.

Other Important Information

Only submitted applications will be accepted into the competition. Candidates must inform the relevant recruitment unit in Collins McNicholas of any changes to their details once they have submitted their application form.

The admission of a person to a competition, or invitation to attend an interview, is not to be taken as implying that the Road Safety Authority is satisfied that such person fulfils the requirements of the competition or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important, therefore, for you to note that the onus is on you to ensure that you meet the eligibility requirements for the competition before attending for interview. If you do not meet these essential entry requirements but nevertheless attend for interview you will be putting yourself to unnecessary expense as the Road Safety Authority will not be responsible for refunding any expenses incurred.

Prior to any candidate being considered for appointment to this position the Road Safety Authority may make all such enquiries including health checks that are deemed necessary to determine the suitability of that candidate. Until all stages of the recruitment process have been fully completed a final determination cannot be made nor can it be deemed or inferred that such a determination has been made.

Should the person recommended for appointment decline, or having accepted it relinquish it, the Road Safety Authority may at its discretion, select and recommend another person for appointment on the results of this selection process.

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Data Protection Acts 1988 & 2003

When your application form is received, we create a record in your name, which contains much of the personal information you have supplied. This personal record is used solely in processing your candidature and should you be successful certain information you provide will become part of your personnel record. Such information held is subject to the rights and obligations set out in the Data Protection Acts, 1988 & 2003. To make a request under the Data Protection Acts 1988 & 2003, please submit your request in writing to:

The Data Protection Officer Road Safety Authority Moy Valley Business Park Primrose Hill

Ballina Co. Mayo

ensuring that you describe the records you seek in the greatest possible detail to enable us to identify the relevant record. A fee of €6.35 should accompany your request. Payment should be made by way of bank draft, money order, or personal cheque, made payable to the ‘Road Safety Authority’. Certain items of information, not specific to any individual, are extracted from records for general statistical purposes.