overview resources sap optimisation procurement ... · the risk – human resources • resource...

Finance

Human Resources

Procurement

Organisational

SAP Optimisation September 2015

© Copyright West Sussex County Council 08/2015

Overview

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Finance

Human Resources

Procurement

Organisational

The Risk


The Risk - Finance

• No single view of finances

• No structured capital expenditure planning

• Limited assurance on numerous SAP processes

• Multiple compliance challenges

• Limited sustainability around existing forecasting/modelling processes

• Distinct (complex) approval hierarchy, unrelated to HR systems

The Risk – Human Resources

• Resource intensive recruitment, on-boarding & change processes

• Limited assurance around asset & access controls • No single view of extended workforce or costs • Time consuming, ineffective processes impacting

utilisation & morale • Distinct approver hierarchy. unrelated to ‘Certifying

Officer’ hierarchy • Payroll errors

The Risk - Procurement

• Costly, ineffective, passive procurement processes, driving increased risk, expense & council non-compliance

• Limited assurance (& higher risk) around vendor adoption processes

• > 90% of invoices received fail to post to SAP at point of scanning, requiring manual reconciliation

• Sizable opportunity to recognise savings/efficiencies in revenue expenditure – difficult to tackle

• Inappropriate spend

The Risk - Organisational

• Limited employee accountability

• Lower confidence in quality of data in systems

• Challenging ‘Internal Processes’ impacting productivity & morale at all levels in the council

• Poor external perception of council processes & procedures

• Inconsistent or non-existent work processes

• Limited ability to make evidence based decisions

Finance Human Resources

Organisational Procurement

The Solution


The Solution - Finance

• Simplify cost centre & approver structure • Implement centrally controlled & administered tools for

planning forecasting & modelling

• Simplify employee/manager process interactions for accurate, timely financial journaling

• Separation of duties enforced by systems

The Solution – Human Resources

• Configure systems to provide automated timely reporting

• Integrate processes, only enter data once

• Implement a single view of the extended workforce

• Implement position led hierarchy

• Reinstate establishment control

The Solution - Procurement

• Implement effective guided ‘Self Serve’ (Procure to Pay)

• Use technology to mitigate financial risk

• Better configure vendor records, benefit from improved cost control through commodity analysis

The Solution - Organisational

• Provide easily accessible help & support

• Use technology to reduce the manual overhead of transparency reporting

• Provide a user experience in line with role or technology preference

• System provisioning & management of resources in line with position employee holds

Finance

Plan/Forecast/Model Software £500K Software Install & Additional Hardware £140K SAP Technical Transformation Resources £250K

Delivery Transformation Resources £180K

Human Resources SAP Technical Transformation Resources £300K


Procurement SAP Technical Transformation Resources £200K


Organisational Self Serve Hardware & App £100K

Operational Programme Expenditure £10K

£2.5 million (Contingency of £250K inc.)

Costs


Benefits


Benefits - Members

• Positive Audit Assurance • Improved cost control • Structured capital expenditure

planning • Timely transparency reporting • Improved reputation

Benefits – Executive Directors

• Business dashboard, with near real time reporting

• Structured capital expenditure planning

• Better control/visibility of finances • Employee compliance to process

driven by systems • Enforced separation of duties • Improved cost control • Avoidance of further ‘non compliance’

penalties (HR, Finance)

Benefits – Heads of Service

• Key resources dashboard, enabling improvements in efficiency of service, quality to service users

• Modelling tools to support

Benefits – Employees and Managers

• Easy intuitive self service • Effective management of employee

data • Tools to do your job automatically

provisioned by your role • Greater mobile working • Easy to use, easy to comply • Improved morale

Benefits – Corporate Resources and Services

• Improve data consistency & quality • Timely, automated financial

reporting • Embedded compliance checks • Process compliance reporting • Accurate Spend Profiling

Benefits – Certifying Officers

• Simple, easy to follow triggers • Accountability & transparency • Scaled down officer hierarchy


Road Map to Deliverables

Finance

Human

Resources

Procurement

Organisation

Q3 2015

Q4 2015

Q1 2016

Q2 2016

Q3 2016

Q4 2016

18 Months

• Finance modelling & integrated reporting dashboards

• Position related Hierarchy

• Establishment control

reinstated

• Underlying business rules defined & implemented



• Centralise execution of existing recruitment processes

• Centralise execution of existing procurement processes

• Vendor clean up

• Cost centre rationalisation

- Delivery of supporting Values & Behaviours / Role of a Manager work streams -

• Organisation wide push reporting • Automated access

control

• Self Serve Reporting via Mobile App

• Self Serve Procurement via Mobile App

• Self Serve forms & reporting via Mobile App

• Structured procurement channels

• Exception reporting

• Exception reporting

• System mandated compliance to process

• Integrated employee journey

• Single view of the organisation (people & money)

overview resources sap optimisation procurement ... · the risk – human resources • resource...

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