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Public Finance Live - Tuesday 9th July 2019
On Premise to Cloud – An experience report from a local authority
Selwyn Thompson – Director of Financial Services, London Borough of Lewisham
Introducing the London Borough of Lewisham
Our Organisation Our vision ‘Together we will make Lewisham the best place in London to live, work and learn’
Size and make up of the authority
13.4 square miles Population of circa of 310,000 (2018) 13th largest in in London and 5th largest in inner London Projected growth to 323,000 (2021) and 357,000 (2031) Global borough with 70+ nationalities represented One in four residents aged 0–19 years Political administration is Labour
Number of users
2,500 Council staff 5,700 Schools based staff 600 Lewisham Homes staff (HR and Payroll services) 7,000 pensioners
Our Customers
• Our customers, whether residents, businesses, other councils, partners or
developers, expect high quality services from us
• But technology has changed the way we consume services and
expectation are higher
• While we have migrated some services to online, self service and anytime
access, we must go further, focusing on convenience and speed for the
customer
Investing in our technology
• Adoption of new technologies and
further digitisation of services to
deliver services more effectively whilst
reducing costs and improving
efficiency
• Recent examples include:
• Office 365, SharePoint, new council
website, Skype
• Digital documentation management
and digital mail services
• Oracle Cloud, with additional
functionality for HR
• Reviewing all technologies and
applications for Cloud compatibility as
part of the transformation programme
Lewisham Transformation Programme
• Our workforce is our most important asset
• If the organisation is to change, we need to prepare staff for the challenges ahead
• People have the right skill set
• Putting learning and personal development at the forefront
• Technology to open new opportunities to work flexibly and differently to address work/life balance
• Celebrate excellence and highlight examples of best practice
Investing in the workplace
• The most visible symbol of Lewisham’s transformation is the revamping of
the main civic building, due for completion in Autumn 2019
• Providing staff and customers with accommodation and technologies to
facilitate better working and engagement
• Commencement of a journey to embracing new ways of working, an agile
culture and efficient practices
Our Business Drivers for Change……
Existing solution and business challenges for Lewisham OneOracle platform for Finance and Procurement with five other London Councils. Partner
dynamics, e.g. chart of accounts, change requests
ResourceLink provided by NorthgateArinso for Payroll and HR services – This is a unique position which Lewisham found itself in
Contracts were due to expire for ResourceLink and OneOracle Configuration challenges, functionality and support of our current Payroll and HR solution
Resource intensive to maintain accurate records between the two solutions e.g. different
coding structures
Time wasted adapting information to make it meaningful to the end user
General ‘on premise’ challenges
Why We Felt Oracle Cloud was the right Solution
Lewisham has been in a contractual relationship with the Oracle Corporation since the 1990s – Sought to continue and built this into our business case
Finance and Procurement solution on e-Business Suite generally works well
Opportunity to make improvements to management information
Opportunity to standardise, system and business processes – fully integrated ERP
Reduction in system maintenance and support requirements
Building a stronger self-service culture
Supports flexible and agile working
Digital interactions with customers and suppliers
Reducing manual intervention e.g. data entry Potential cost reductions
Priorities and Opportunities
1. Establishment management robust design and processes that supports accurate budget forecasts, reduces risk of exceptions and supports principle of role-based access across both Oracle and core applications
2. Employee lifecycle single system for people management: recruitment, appraisals, training and development, workforce planning, overtime / timesheet approvals and submission
3. Paying suppliers improve Procure to Pay process, invoice scanning solutions and integration, i-supplier
4. Capital accounting and budget monitoring implement Project Accounting and Fixed Assets and monitoring through Oracle Planning and Budgeting
5. Greater integration with partners both internal and external opportunities, including customer, supplier, citizens.
6. Mobile working improved accessibility and mobile functionality
7. Income and Cash Collection improved integration with AIMS
Partnership, collaboration and team working
Setup Oracle Programme Board bringing together technology provider, implementation
partner and change management, as stakeholders for project delivery
Our Team
The Project
Team “side by side”
• Lewisham, Evosys and Socitm
Project Managers
• Lewisham Functional Leads &
Evosys Cloud Leads
• Lewisham Change Lead working
with stakeholders
• Lewisham Technical/Migration Lead
• Lewisham Change Advisor
Supported by:
Evosys Off shore Functional &
Technical Consultants
Organisational context and how Oracle Cloud fits with the Lewisham Smarter Working
Reports into the Digital Council Transformation
Board - chaired by Chief Executive
Oracle Programme Board
Chaired by the SRO, and including senior representation from
each of the functional areas, IT Services, Communications and
representatives from Evosys and Oracle
Engagement and Consultation
Undertaken with a wide range of stakeholders, from CE,
Executive Directors, Directors, Service Managers and
Service Users
Change and Engagement Programme
Organisation impact assessment
Business change built into the delivery plan
Communications strategy
Where are we on our journey and what are the key learning points….
What we have completed so far….
Extensive range of workshops Conference Room Pilots Demonstrations and walkthroughs Understanding Business requirements Organisation impact assessments development Developing the change, communication and engagement programme Live with finance and procurement – Since May 2018 Go live for Payroll and HCM expected from August 2019
Key learning points so far….
Development of a solid working relationship with Evosys, Oracle and other partners Maintain an open and continual dialogue Oracle Cloud solution is a new product, still evolving – Evosys consultants have sound product knowledge
and have been an effective critical friend. Take time to understand the end-to-end solution and the enormity of cultural shift Important to challenge existing business processes. We have done this with the functional leads, Socitm
and Evosys consultants e.g. Adopt vs Adapt
Top Three Lessons Learned
Our approach and development of our toolkit
has evolved to take account of our Learnings and to address
the risks
Data Migration Strategy
Understand your stakeholders
External suppliers
Council leadership
Budget Holders
Line Managers
Non-managerial
staff
Purchasers
Departmental senior
managers
Suppliers, Customers
and Partners
Business SMEs
Ambassadors
HR & Finance Professionals
Departments
Data readiness – key phase for success
• Approach
• Only migrate what is necessary
• Be consistent with cut-off dates and align key data sets and dates
• Clearly defined scope, subject to change control
• Cleanse what you can before migrating
• Effort required
• Data extracts, fully tested and use version control
• Methods for cleansing; Scripts vs Dataload vs Manual
• Resourcing
• Technical resource for extracts and scripts
• Business resources for testing and cleansing
• Prioritisation
• Collection our income
• Paying our suppliers
• Paying our people
Where we are starting to understand how the product will help us realise our benefits
At Lewisham, we are developing a set of core principles:
The scope of the programme will not only cover the implementation of the new solution, but also other related
systems and the culture change required to make the new system a success. In particular we intend to:
• Ensure that ongoing support and training arrangements are considered early in the programme
• Create an expectation that ALL staff will use the new system with no additional input from business support
Benefits to be realised:
• Revenue budget savings from Finance, HR, Business Support and IT etc.,
• Better financial forecasting
• Better supplier management
• Better workforce planning
• Reduced burdens on business support
• Improvement in key SLAs (e.g. days taken to process payroll changes)
Lewisham Council’s Focus Talent & Partnership
Mobility
May 2018 GDPR
Are moving from
Preventative to
Protection? Risk
Management strategies
need to re-evaluated
Security
Early Days! Hidden
Value of untapped
information resulting in
efficient processes, &
changing the way we
work forever!
AI & ML
Technology trends
ranging from 5G to voice
commands, What
innovation will that bring
to the finance teams
and others in the
organisation
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