New financial system for Leicestershire Police
We have implemented Unit4 ERP for Leicestershire Police in the UK.
Leicestershire Police previously used Sage Line 500 as their ERP system, and the decision to implement a new finance system was based on their need to increase the capacity, capability and efficiency of the procurement and finance teams through automated workflow functions and document management.
How we proceeded:
The project was carried out as an ‘assisted build’, which means that Leicestershire Police staff undertook the actual build of the new system. This approach focused on knowledge transfer from Arribatec’s consultants to their employees and was designed to promote self-confidence.
Our approach was to use a structured implementation methodology using the Arribatec Integra Structured Implementation Methodology (ISIM). This is a proven methodology based on best practices, which Arribatec UK has used successfully with other clients. The methodology uses a structured “waterfall” approach with defined stages, identified deliverables, underpinning ownership and authorisation.
The result: immediate profit realisation under budget and on time
The project was delivered within the time frame and under budget, where all the project objectives identified in the planning phase were met.
Integrated workflow system has replaced the previous manual processes and paper systems with document management that reduces storage needs. The purchasing module is already providing business support efficiency savings.
Based on the customer survey carried out at the end of the project, Leicestershire Police’s project team and the project board believed that:
- The project approach worked very well at all stages of the life cycle.
- The Arribatec consultants collaborated very well with the project team.
- Test issues/bugs found were effectively managed and resolved.
- It seamlessly transitioned from Sage Line 500 to the new Unit4 ERP system.
Profit realisation was also an essential part of the project, explains Arribatec’s project manager, Andrew Smith-West;
– “We ensured from the start that all tactical and strategic expectations were defined and planned. These gains were then carefully followed up throughout the project. They started seeing the benefits immediately after they went live.”
Feedback from users: user-friendly, paperless and time-saving
“By implementing Unit4 ERP, the force has benefitted from an easy-to-use system delivering high levels of functionality, automation and management information.”
– Ruth Gilbert, Head of Finance, Leicestershire Police Force
A survey for the finance and purchasing departments carried out immediately after the implementation showed that users already saw a significant improvement in the system and identified several benefits.
Over 88% of the users who took the survey stated
that the system is very user-friendly.
“We have got a faster system that is easier to use than what we had before. Screens are more adaptable, and it is quicker to extract and easier to interpret information.”
– Anonymous key user
“There is now less paper to lose. It’s easy to retrieve documents which remove the need to search through physical paperwork, allowing quicker response to queries. Everything is sent by email, resulting in a more efficient system – all of which saves time.”
– Anonymous key user
Cooperation with Derbyshire Police:
Prior to the start of the project, senior management in the Leicestershire and Derbyshire forces had committed to working together across both operational and business support functions to drive further cost savings, efficiencies and close funding gaps in the years ahead.
The two forces already had a joint HR service centre and payroll team. Leicestershire was therefore looking to build on this arrangement and extend the collaboration to IT systems and financial management.
Derbyshire Police was already a Unit4 user and customer of Arribatec. Derbyshire’s Finance Manager, Daniel Fern, was involved in the solution design throughout the project to ensure best practices based on their experiences as Unit4 users. These were contributing factors to the success of the project.
Consultants within ERP, HR and finance
In addition to Leicestershire and Derbyshire police, Arrbatec has completed the roll-out of Planner for Devon & Cornwall Police, as well as developing and implementing a generic interface around rosters for South Wales Police Force.
Arribatec sees collaboration as a critical business driver for police forces and emergency services but recognises that collaboration doesn’t just happen; it requires work and commitment to establish.
The consultants in Arribatec are able to offer independent advice to enable emergency response organisations to agree on a common road map and ensure that they achieve their goals within the agreed project framework.