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Hampshire City Council and Capgemini at SAPPHIRENOW

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Hampshire County Council (HCC) improved the efficiency and effectiveness of key financial planning processes using the SAP BPC 10.1 embedded model (on SAP HANA).

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Hampshire City Council and Capgemini at SAPPHIRENOW

  1. 1. Hampshire County Council’s Financial Planning Solution and Process Improvements Enabled by SAP (E86685) Alison Chard – Head of Operational Finance (HCC) Shin Sawhney – SAP EPM Solutions Capability Lead (Capgemini UK)
  2. 2. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 2 Hampshire County Council Overview Challenges Faced/Outcomes Desired Solution Overview Lessons Learnt and Success Factors Business Benefits Agenda Summary/Questions Financial Planning Solution Evolution
  3. 3. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 3 Hampshire – England, UK Hampshire
  4. 4. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 4 Oxfordshire Hampshire Westminster Hampshire County Council – Part of a Unique Shared Services Partnership
  5. 5. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 5 Shared Services Partnership - Diverse and Complex Partners
  6. 6. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 6 Challenges Faced and Outcomes Desired Greater leverage of our IT assets Deliver same level of service, to more users/organisations, without increasing headcount Provide a more compelling/complete solution – seen as value for money Improved automation, making it easier to use leading to improved acceptance Providing standardised solution, which reduces the need to take data offline. Not to impact the timeline for onboarding project + we had sold this solution as a part of our offering Reduced effort, cost and ability to support e.g. upgrades/patching Reduced funding Expanding shared service community Improving the quality & coverage of our shared service offering Solution challenges Inconsistencies in process Aggressive timeline Supportability The Challenges We Face Our Desired Outcomes
  7. 7. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 7 Financial Planning (Budget Monitoring) Solution Evolution at HCC ▪ Solution rolled out to 3 new partners bringing the total number of partners using the solution to 7 Dec 2018 ▪ Commencement of rollout to budget managers within HCC Nov 2018 Jan- Aug 2018 ▪ BPC Embedded Project – renamed Planning & Forecasting (P&F) 2014 /5 ▪ BPC (Standard) implemented to 3 original partners followed by Oxfordshire CC in 2015 ▪ 3 different ‘versions’ 2001 ▪ Original SAP Implementation – limited functionality for budget monitoring ▪ Mid 00’s – use of BW reports alongside SAP GUI
  8. 8. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 8 Solution Components Technical Highlights Planning Processes • SAP BW on HANA 7.4 and BPC 10.1 Embedded • Front-end BEx tools: Query Designer and Web Application Designer Solution Overview • Planning solution optimised to be executed in HANA • Development “accelerated” by using the Capgemini Template • Revenue and Capital • Budget Preparation (Annual) and Monthly • Monthly Forecast
  9. 9. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 9 Planning Inputs by Process
  10. 10. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 10 What Has Been Enabled Revenue Forecasting ▪ Staffing by Position ▪ Non Staffing by Cost Centre/Cost Element Budget Preparation ▪ Staffing by Position ▪ Non Staffing by Cost Centre/Cost Element In Year Budget Changes Management of Capital Programmes Capital Forecasting ▪ By WBS Element ▪ By WBS Element / Cost Element In Year Budget Changes Available through BW in real-time Reporting Number of jump-to reports provided as to provide additional details Administration/Access Planning Input Templates Reports Accessed via Fiori launchpad Administrators Cockpit - one per organisation One Solution for All Reports embedded within input templates
  11. 11. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 11 Lessons Learnt and Success Factors Key Success Factors ▪ Top Down Commitment – Project Board adopted a pragmatic, supportive approach and were prepared to back the agreed design principles throughout to ensure that we could deliver on time and to quality. ▪ Right Resource – highly skilled, motivated, enthusiastic, experienced and knowledgeable Core Project Team – who from the outset of the project worked collaboratively, flexibly and positively together ▪ Accelerators – leverage of a template solution to accelerate design and build and providing a method to bring divergent requirements into a standardised solution that has addressed many of the challenges with our previous solution. Whilst the template solution had to be extended/modified for our specific requirements, the new solution provides us with a number of process/automation improvements and we can confidently roll out the solution to existing and new partners. Lessons Learnt ▪ Engagement – top down engagement from senior management in actively promoting solutions and driving home hard messages about business process changes. ▪ Involvement – involving key users in solution design and providing appropriate encouragement/ mechanisms for soliciting their feedback. This will help to ensure that solution design is fit for purpose for the skill level of the intended audience. ▪ Bringing Solution to Life – using solution walkthroughs to provide users with a greater understanding of what the to-be solution will look like and how it is intended to be used. ▪ Testing – ensure that solution testing plans are full and complete and that no short cuts are taken here.
  12. 12. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 12 Business Benefits Finance Efficiencies Reduced Support & Maintenance Effort Improvements in Usability Annual Budget Preparation Effort/Time Savings Process Standardisation & Compliance Reduced Ongoing Testing &Training Effort Web front end accessed via Fiori Portal User Feedback positive since going live. Reliance on MS Excel versions gone Reduction in time spent on system maintenance and admin Future developments / changes more cost effective and quicker as one embedded model Key enabler in Transformation Programme Automatic integration of payroll costs (the largest element of our overall cost base) has reduced effort / time to complete forecasting Partners have started to rollout forecasting in the system to budget holders. One system for all partners rather than the potential six reduces time taken to undertake testing BPC Patching / Upgrades challenging, especially due to front end MS compatibility – all now accessed using same platform Solution enables standardisation, but provides flexibility, allowing partners to tailor use to their ways of working Usage and compliance can now be monitored Previously reliant on interaction between key finance and IT contacts to complete admin tasks. Planning Cockpit, places control with Finance super users Reduction of ‘off system’ tasks before Budget Prep commenced. Budget Prep window reduced - this year started 6 weeks later. Linked to the automation now in place
  13. 13. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 13 This Isn’t The End…
  14. 14. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. 14 More Information
  15. 15. SAP Sapphire 8th May 2019 © 2019 Capgemini. All rights reserved. This message contains information that may be privileged or confidential and is the property of the Capgemini Group. Copyright © 2019 Capgemini. All rights reserved. A global leader in consulting, technology services and digital transformation, Capgemini is at the forefront of innovation to address the entire breadth of clients’ opportunities in the evolving world of cloud, digital and platforms. Building on its strong 50-year heritage and deep industry-specific expertise, Capgemini enables organizations to realize their business ambitions through an array of services from strategy to operations. Capgemini is driven by the conviction that the business value of technology comes from and through people. It is a multicultural company of over 200,000 team members in more than 40 countries. The Group reported 2018 global revenues of EUR 13.2 billion. About Capgemini Learn more about us at www.capgemini.com

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