london ambulance service nhs trust towards a paperless office use of integra’s invoice approval...
TRANSCRIPT
London Ambulance ServiceNHS Trust
Towards a Paperless OfficeTowards a Paperless Office
Use of Integra’s Invoice Approval System
&
Attachment Manager
London Ambulance ServiceNHS TrustBackground to the Trust
• Trust provides response to all ‘999’ calls within Greater London (659 sq miles).
• Turnover of £217m• Transaction Volumes
– Invoices• 33,811 invoices associated with POs• 20,199 non-PO invoices
– 10,040 remittances– >220 journals per month– 716 active cost centres– 959 active expense heads– 151 budget holders– Operate from 70 sites
London Ambulance ServiceNHS Trust
Use of IntegraLONDON AMBULANCE SERVICE NHS TRUSTOutline of Financial Systems
H:\Work\Flow charter\Finance Systems.igx 22/05/200609:48:47
Financial Ledger
EROS Purchase
Order
Purchase Ledger
Sales Ledger
PTS System
JournalsManual& PC
generated
SRC Budget Planner
Fixed AssetManagement
Crystal Report Writer
Cash Management
Lloyds Link
Payroll & Personnel
System
Resus
Payments Receipts
Internal Interface
Electronic Interface
PC File Interface
Manual Interface
Order& GRNDetails
Confirmed Invoices
Invoices
ECRDetails
Actuals&
Budgets
CapitalCharges
Initial Budgets(Total or profiled)
Banktransactions
Offload forbudget setting
Reports on anypart of IntegraKey
Integra Module
External System
Pay expenditure & Manpow er data
NHS Logisticsorders
NHS Logisticsorders
Requisition & Supply
Order& GRNDetails
GRN Details
Invoice Approval System
Invoices w ithout
Purchase Order
London Ambulance ServiceNHS Trust
Why Implement IAS & Attachment Manager?“The Problem”
• PSPP poor (74%).• Stake Holder Review – Strategic Suppliers.• Increase in numbers of invoices.• Pressure to reduce back office costs.• Problematic internal mail system & lack of
invoice tracking.
London Ambulance ServiceNHS Trust
Demo
London Ambulance ServiceNHS Trust
Approach
• Discussions with iBS.
• Discussions with IM&T.
• External approval.
• Scanner testing
• Software testing.
• Went live on with scanning on 1 May 2005.
• Procedure & training notes
• Management Accountants trained non finance staff.
• Went live on with IAS on 6 November 2005.
London Ambulance ServiceNHS Trust
Authorising via Email
London Ambulance ServiceNHS Trust
Approve/Reject Invoice Screen
London Ambulance ServiceNHS Trust
Reminder E-Mail
London Ambulance ServiceNHS Trust
Invoice Approval System Status Report
London Ambulance ServiceNHS Trust
Lessons
• Cultural– “Finance not our problem”
• Poor wording of e-mails• Get the intervals between e-mails right.• Poor spread of training• Escalation not a deterrent• Along side other actions• Did make savings in time and cost.
London Ambulance ServiceNHS Trust
Demo
London Ambulance ServiceNHS Trust
Journals
• Why Journals?– Poor filing of documentation.
– Storage space.
• Approach– Testing
– Procedure & training notes
– Finance staff trained
• Lessons
London Ambulance ServiceNHS Trust
Next Steps
• Cost centre files• Purchase Orders• Sales Ledger
London Ambulance ServiceNHS Trust
Software Improvements
• Link to Crystal Reports• Full user editing of workflow wording• Budget Uploads