population of 106,000
100's of staff employed
Responsible for maintaining key services & amenities
Aim to automate expensive & tim consuming tasks
Core platforms also feed electronic purchasing and approval systems
South Australian Government Financing Authority
Employees are now able to access up-to-date information from one source of truth
Over recent years, SAFA’s business has changed considerably with the introduction of additional specialised business functions, namely: insurance, industry assistance, electricity entities and fleet management. There was a range of systems in place to support the various business areas, which created risks in the areas of system maintenance and support, as well as functional limitations.
SAFA undertook a review of all business processes and systems, which determined that a centralised general ledger would satisfy the organisation’s ongoing business requirements. After a formal procurement process, SAFA implemented TechnologyOne Financials with embedded Business Intelligence to provide the organisation with new financial management controls. SAFA has now built its financial business processes around this proven industry solution.
“By giving more visibility and budgetary responsibility to fund holders, it allows us to explore innovative ways to save money and deliver better services which is good for the Council and the citizens of Scarborough.”
Head of Transformation,
The configuration of TechnologyOne Financials as an out-of-the box solution allowed SAFA to restructure and engineer its business practices to use the processes already established in the system.
Employees are now able to access one core financial system, where all the information is collated and up-to-date, giving them one version of the truth.
“We made the strategic decision to implement software that would allow us to build our work practices around its operating specifications and would work with our new business functions”
Project Manager, Systems and Process Improvement
When SAFA adopted new business functions into its operational areas, it also integrated the incumbent systems and was left with a number of separate sources of information.
In order to handle the new business functions and influx of information, SAFA customised the incumbent treasury software to provide the function of a general ledger to collate and organise information. Employees were using spreadsheets, databases and a range of business systems to compensate for missing functionality within the software. This method had functional limitations and made system maintenance complex and risky.
Operating the business with complex systems meant that software expertise was limited to a few key staff. As a result of a formal procurement process, SAFA engaged TechnologyOne to implement its Financials solution as a designated general ledger, which all finance staff could use easily and efficiently.
SAFA’s Project Manager, Systems and Process Improvement, Tania Milohis, explained a complete business systems review identified the need for a solution that was ready-to-use and could integrate with other business software.
“We made the strategic decision to implement software that would allow us to build our work practices around its operating specifications and would work with our new business functions,” said Ms Milohis. “TechnologyOne Financials was considered best suited to the size and complexity of an organisation such as SAFA.”
Manage and grow business
TechnologyOne Financials provided SAFA with the ability to implement common processes within the different business functions, which meant improved efficiency and accuracy of standard reporting, ensuring one version of financial information was available to all levels within the organisation.
“Having a system that incorporates standardised processes means that no matter what department a staff member is working from, the practices are the same. This reduced costs in terms of compliance as all data is consistent,” Ms Milohis said.
“With the previous model incorporating a number of different systems, staff needed to access each of them to make sure they were getting all the information. Now there is a single integrated source of financial data for staff to access.”
The TechnologyOne Financials system also allowed SAFA to simplify reporting processes. This has increased the efficiency of data reconciliation meaning the financing and management reporting team are able to spend time and effort on analysing information rather than compiling reports.
Ms Milohis explained SAFA wanted a system that could maintain current business functions while also supporting the development of the organisation for years to come.
“We were looking for a system that could take our business forward for the next 15 years and TechnologyOne Financials will allow us to do this by providing a centralised general ledger that suits our business needs.”
The Borough of Scarborough has a population of more than 106,200, with 60 per cent of the residents living in the main towns of Scarborough, Whitby and Filey. As part of England’s east coast of North Yorkshire, the Borough includes large areas of national park and heritage coastline. The environment of the area provides the basis for a successful tourist economy during the peak season, when tourism can double the population.
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