Advanced’s workflow solution is being rolled out across the College
11 August 2014 – New College Durham, a further and higher education provider in the north east of England, has just completed a reorganisation of its back office departments following the implementation of a finance system with integrated electronic workflow and document management from Advanced Business Solutions (Advanced). Advanced’s workflow solution has been rolled out to further college departments to improve campus-wide processes.
The College, which has around 15,000 full and part-time students, implemented Advanced’s financial management system, OpenAccounts, with integrated workflow module, eBIS and document management software, in August 2012. The software has unlocked significant efficiencies in the College’s support departments and has led to the creation of a new department dedicated to developing workflows across the campus.
eBIS automates processes such as invoice and expense claim approvals and ensures information is automatically routed to the correct people. The document management software allows images of documents to be viewed directly from OpenAccounts and automatically captures information from scanned invoices.
Advanced’s software has significantly reduced time-consuming administration, leading to entirely new ways of working for the support teams. The teams now have more time to concentrate on core activities.
Nicola Whiting, New College Durham’s Systems Accountant, said “Advanced’s software has been so successful at cutting administration and improving the support team’s processes that we have been able to move individuals’ skill sets to more added value tasks to better cope with new demands from across the College.
“We’ve also rolled-out eBIS to other areas of the organisation, leading to the creation of a new department for the management and development of workflows. We’re now using eBis as a college-wide system in areas such as human resources, learning and training and to support our CIS help desk. We may also be able to use eBIS for the benefit of future students. It’s so flexible that it has changed the way we operate across the College and will continue to do so moving forward.”
New College selected Advanced’s OpenAccounts with eBIS and document management after evaluating a number of alternative systems in a competitive tendering process. OpenAccounts was chosen because of its superior functionality and the flexibility of eBIS.
In the finance team, eBIS is being used to manage invoice approvals, petty cash, credit note approvals and expense claims. By automating expense claims, claimants are required to take full responsibility of their own claims including scanning in their receipts for line manager approval. Prior to eBIS, managing expenses was a full time job for a member of the finance team.
The integrated document management software has helped to considerably streamline the organisation’s accounts payable function and has significantly reduced the amount of time the finance team spends logging and processing invoices.
Whiting adds: “The time we have saved processing invoices is significant. In addition, the College is required to pay 95 per cent of its invoices within 30 days and thanks to Advanced’s software, we never miss this target.”
Notes to Editor
About Advanced Business Solutions www.advancedcomputersoftware.com/abs
Advanced Business Solutions (Advanced) provides leading integrated business applications and services that enable public, private and third sector organisations to retain control, improve visibility and gain efficiencies whilst continually improving corporate performance.
Advanced prides itself on getting close to its customers by understanding their businesses and responding to their evolving needs. Advanced’s software systems comprise core accounting/financial management, procurement, supply chain management, human resource and payroll systems, integrated with a range of collaborative, document management and business intelligence solutions to extend the value and effectiveness of the finance, human resource and payroll departments.
Management information systems for school and academies are also provided through Advanced’s subsidiary, Advanced Learning. Advanced also provides specialist vertical solutions for the not-for-profit and legal markets. All solutions can be delivered as a managed or bureau service.
Customers are from both the public and private sectors and include Companies House, Newcastle City Council, NHS Scotland, Norfolk Constabulary, Edge Hill University, WH Smith, Royal Bank of Scotland, Aer Lingus, National Express Group, DFS and RSPB.
Advanced Business Solutions is a division of Advanced Computer Software Group plc, a leading supplier of software and IT services to the health, care and business services sectors.
Angela Mycock, Advanced Computer Software Group
+44(0)1625 856 513
07887 415 232
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