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Choosing a New Finance System? Issues Arising from SORP
Iain Pritchard - Adapta consulting
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About Adapta Consulting
Adapta is:
• A specialist information systems consultancy• We only work with membership organisations, charities, associations,
trusts and others in the NfP sector• We are completely supplier-independent• Our consultants have held senior positions in a broad range of
different organisations• Our advice and guidance is based on practical experience gained over
many years.
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The agenda for this session
• Welcome
• Accounting systems for charities
• Choosing the right package
• SORP and other configuration challenges
• Discussion
• Close
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The state of the charity market
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What’s Different About Charities?
• Analysis and Reporting• eg. SORP, funder reports, possibly unusual VAT
position• Specialist income areas
• eg. Rent-accounting, Gift-Aid, fundraising• Other third-party links
• eg. To/from web site• Resources
• Accounting package requirements disproportionate to size/resources of organisation
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What Do Charities Need (disproportionately)?
• Analysis and Reporting• Flexible nominal analysis coding (at least 3-way analysis)• Ability to design/change reports easily• Reports with “drill-down” for managers
• Integration• To fundraising, CRM, specialist software, website
• Automation• “Self service” web expenses/approval• Online purchase ordering• Image storage/linking (e.g. photo of rail ticket/scanned invoice)• Journals - automatic
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Drivers for change
• Poor management information/reporting• Lack of automation/integration• Finance staff bogged down with inefficient
processes• Duplication of effort• Reliance spreadsheets to manipulate data
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Possible business benefits of better accounting system
• Resource/cost reduction – time saved through new system, reducing the need to recruit additional staff to cope with business expansion, or reallocating to other tasks
• Better business information• More flexible workforce• Happier staff?
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The main players(traditional systems)
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“Cloud systems
• Sometimes known as “Software as a Service” (SaaS)
• Accessible using only a browser (plus possibly a mobile app)
• Data and application hosted by third party on their own systems
• Typically paid for on a “per user per month” basis
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Potential benefits of cloud software
• Don’t need onsite servers• Smaller organisations with no IT staff• Lower initial costs• Quicker deployment• Easy to scale up/down• Increased resilience• Business continuity/disaster recovery• Upgrades are easier• Work from anywhere• Greater security
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Cloud software - possible pitfalls
• Wholly dependent on good Internet connection• Service level guarantees?• Security/firewall issues• Integration with devices and between vendors• Data Protection legislation (is the data held in EU?)• Transactions volumes/speed/latency• Fewer systems to choose from• Usually priced on a “named user” basis• Data transfer
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Cloud software – other issues
• Contracts:– Don’t forget implementation costs– Contract length– Service level guarantee/compensation– Backup and restore schedule/responsibilities– Ongoing support– Ongoing costs
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Some cloud offerings
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Choosing the right package
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Choosing the right package
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A linear approach…Bus. Case Req’ts
ITT Select
Impl.Spec’ Contract
Sign off Spec’
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Processes, people and technology
Roles and people
IT systems and software
How things get doneprocesses and workflows
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Adaptive approach
Business case and key processes
Prototyping Specification and contract
Expressions of interest and initial presentations
Requirements document
Short listLong list Selection
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Configuration challenges
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Some discussion…
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For more information, contact us at:
2 Old College Court, 29 Priory Street, Ware, Hertfordshire, SG12 0DE
020 7250 [email protected]
Thank you for taking part