Version 1 Enables Midlands Local Authority To Streamline Disparate Systems With One Integrated Solution

It was our customer's vision to consolidate their various disparate finance systems with an integrated solution to capture a true view of the council and its housing body. In order to gain this, the council had awarded Version 1 to implement an Oracle E-Business Suite solution which provided a fully integrated system enabling real-time monthly performance management.

Customer Background

Our customer is a unitary council providing education, social services, highways and transportation, arts and cultural events, refuse collection and recycling, and parks for all its citizens. In addition, the council had created an arms-length management company to maintain and improve its council houses and estates.

Fully Integrated

It was the council’s vision to consolidate the various disparate finance systems with an integrated solution to capture a true view of the council and its housing body. In order to gain this, the council had awarded Version 1 to implement an Oracle E-Business Suite solution which provided a fully integrated system enabling real-time monthly performance management.

Benefits Led Project

From the outset, the council had insisted the new system should not merely be based on the latest technology available but more on real tangible benefits available to both organisations. With a strong presence in the local government arena, Version 1 successfully demonstrated our benefits-led approach to the project including providing a platform for shared services.

Transformative Solutions

1. Multi-Org Environment / Shared Transactions

The local authority required separate systems for the two organisations to allow much greater clarity on their back-office activities. The Oracle E-Business Suite has provided Multi-Organisation (multi-org) functionality allowing the council to operate multiple business systems under one enterprise model. Thus enabling both organisations to operate independently but benefits from the shared transaction services for both organisations

2. Improved Reporting

The implementation has enabled improved monitoring of their financial performance across the authority through the use of Oracle’s Business Intelligence tools and has allowed the council to gain a greater insight of its organisation with more timely reporting.

3. Accelerated Implementation

By adopting the Version 1 Local Government Best Practice Functional Template, Version 1 successfully delivered a fully functional, fully supported Finance, Procurement and Output Document solution in less than 9 month. This has been achieved due to senior sponsorship and the full participation of motivated council staff and the experienced Version 1 project team.

4. Integration to UK Public Sector Marketplace

The Version 1 implemented solution has enabled the council to integrate its procurement system with IDeA. The IDeA marketplace is built around unique procurement technology designed specifically for public sector buyers is the first e-Procurement platform to include an Extensible Markup Language (XML) based supplier network technology. The council can now successfully provide electronic purchase orders and invoices transmitted by XML.

5. Schools on-line

The solution has enabled 80 school finance officers to access the system that are not based at the council i.e. all the schools within the catchment area. As the Oracle E-Business Suite is a fully web-enabled solution, Version 1 had set up all affiliated schools to view finance reports via the internet this saving time and cost for issuing reports to schools.

6. Invoice Scanning Solution

As part of the finance and procurement implementation an Invoice Scanning solution to complement the Oracle E-Business Suite solution. Based on an output document management solution, Version 1 has implemented a suite of modules to enable the council to produce AR invoices, Dunning Letters, Statements, Remittances, and PO Print. All these documents can now be successfully emailed and printed depending on the required output.

Real Business Benefits, Delivered

Version 1 has successfully implemented Financials and Self Service Procurement for 850 users and 2,000 requistioners which deliveres the following benefits:

  • A financial system that is operational and supported as legacy system was reaching its capacity
  • Removal of supplementary systems by having one version of the truth
  • Integrated approach to the ordering of goods and services
  • Streamlining of processes and associated efficiencies