Civica has been selected to deliver an electronic document and workflow technology transformation as part of Southend-on-Sea’s corporate transformation project to save £15m.
Southend-on-Sea Borough Council has chosen Civica, a market leader in software-based solutions that help organisations to improve service delivery and efficiency, to implement electronic document management (EDM) and workflow technology as part of an organisation-wide transformation project, designed to save £15 million over the next three years. Civica’s EDM and workflow technology is projected to contribute in excess of £1 million savings to this total saving figure by 2011.
Southend-on-Sea Borough Council is determined to reduce costs, increase efficiency and deliver an improved service to citizens
Martin Hone, Head of Finance and Resources, Southend-on-Sea Borough Council
Transformation is an important step for any local authority to take, by examining processes across the organisation and working to create a more efficient operation. Civica’s EDM and workflow technology will contribute to Southend-on-Sea’s transformation project by:
- Offering citizens a quick service by scanning all paperwork into a database that can be accessed by all relevant departments quickly and easier
- Introducing better flexible working options for Southend-on-Sea staff, making it easier to work from home or from other remote locations
- Reducing administration costs through time spent on processing paperwork by hand
- Saving physical storage space
- Positioning workers in more service-orientated roles
- Delivering a tangible return on investment of £1 million by April 2011
The technology is already in the pilot phase across three departments at Southend-on-Sea that are particularly paperwork-heavy: revenues and benefits, planning and adult social care. The pilot will end in September 2009 and assuming it is successful, roll out will commence across the organisation in December 2009, to be completed by April 2011. The phased programme will eventually cover 20 service areas and more than 2,500 staff.
Civica’s technology will aid Southend-on-Sea in capturing and retrieving records and documents within a corporate file plan, which also includes the flexibility to adapt it to individual needs
Val Earle, Director of Transformation Strategy, Civica
Civica helps public sector organisations streamline complicated business processes via a complete electronic document and records management (EDRM) system, delivering service and productivity improvement and increased information assurance. Civica EDM & Workflow automates day-to-day processes, passing documents, information or tasks from one person to another, and integrating with back office activities to improve customer service. The platform is used by more than 110 UK local authorities together with many housing organisations,
Martin Hone, Head of Finance and Resources, says: “As an organisation, Southend-on-Sea Borough Council is determined to reduce costs, increase efficiency and deliver an improved service to citizens. We initiated a transformation programme in January 2009 and Civica’s EDM and workflow technology will greatly improve administrative processes, allowing us to provide citizens with a faster service while cutting back paperwork and enhancing flexible working options for our staff.”
Val Earle, Director of Transformation Strategy, Civica says: “The transformation agenda continues to be a key issue for all local authorities and it is a clear strategic decision for Southend-on-Sea to implement a corporate-wide transformation programme. The council will harness workflow processes to prompt, guide and enforce the correct filing of records compliant with national and international standards.
“Civica’s technology will aid Southend-on-Sea in capturing and retrieving records and documents within a corporate file plan, which also includes the flexibility to adapt it to individual needs. This will unlock a number of savings across the organisation, help to realign processes and create a more service-orientated approach. We’re excited to be part of such a significant project.”
Each year Civica’s workflow and document management solutions help customers deal with high volume activities including handling over 4 million Council Tax documents and 1 million Housing Benefit claims.