Scripture Union Queensland

TechnologyOne’s SaaS ERP solution has reduced the finance team’s frustration and increased its responsiveness.

“TechnologyOne’s solution is much more intuitive,” Davis said.

“Before, a simple question would take days to come back with an answer, whereas in our current system you can get the information readily. We have anticipated the types of reports that we need and they’re ready to run as soon as somebody asks a question.

“We’ve been able to analyse data and produce Annual Performance Reports, which we just didn’t have time for before. It’s improved the understanding of our performance across our management team and the Board,” Davis said.

Core processes like accounts payable, accounts receivable, bank reconciliation and financial reporting have all been streamlined. Previously, the organisation’s profit and loss statements and balance sheet had to be done outside of the finance system, because it couldn’t handle SU QLD’s project structure.

“Our chart of accounts is a bit complicated. So, being able to create our own customised reports within TechnologyOne is a lot easier,” Davis said.

“In just one click we can complete over 20 management reports for every department each month—it went from days to produce those reports to less than a minute. Just Incredible. More time can now be devoted to adding value by analysing and providing commentary on results.”

Davis said SU QLD has saved time, effort and money, despite a reduced headcount.

“One of our finance team members left at the start of the year—that’s meant fewer people doing the same amount of work, but because of TechnologyOne we’ve coped well.”

Clarity on goals, and good communication and project governance, were key to the success of Scripture Union Queensland’s digital transformation.

“I think the first thing is to be very clear about what you want the system to do for you and then measure it accordingly,” Davis said.

“We had an experienced project management board who provided advice and asked the hard questions that made us stop and think.”

While the project faced some initial resourcing hurdles, this was overcome through open communication and a collaborative approach. Central to this approach was a well thought-out, phased project plan with specific deadlines, dependencies noted and responsibilities allocated to the appropriate project team members. The detailed project plan was kept on a shared platform and updated daily, visible to all project team members, including the TechnologyOne PMO.

“Communication is key, whether it’s within your team or with the vendor,” Davis said

“There were definitely challenges that arose on both sides during the project, that were amicably resolved to all party’s satisfaction.

“I was impressed by TechnologyOne’s level of honesty—there was no buck-passing. They just committed to investigating and fixing the issues.”

David added: “They anticipated things before we realised we needed them and made really good suggestions.”

SU QLD’s senior leaders, including its Chair and CEO, expressed their thanks in a letter sent after go live, praising TechnologyOne’s consultants’ “unwavering support, leadership, advice, counsel, guidance and direction”.

They wrote: “The highly mature technical and project leadership skills that you demonstrated were essential and critical to the ultimate success of the project."

Partnering with TechnologyOne from purchase through to go live also increased SU QLD’s confidence in a positive outcome.

“You don’t get information lost in translation when you work with the one vendor,” Davis said.

“In the lead-up to our project I interviewed a number of other  not-for-profit entities and they agreed that having a third-party implementer came with many pitfalls.

“I find that if the company themselves have skin in the game, so to speak, the relationship is much stronger and certainly there’s more trust. Essentially the outcome is better for everybody.”

SU QLD is part of a global Scripture Union movement that began in the late 1800s and now operates in over 130 countries. In 2021, the 10 Scripture Union organisations operating within Australia plan to join forces.

Sally Davis said the adoption of TechnologyOne’s SaaS ERP solution had put SU in a better position to manage the financial aspects of the merger smoothly.

“The fact that we’ll be able to readily report on each region or entity, as well as any consolidation of those, is valuable. Our system has more depth and can do more in terms of national reporting, which I  anticipate will also lead to some cost savings,” she said.

“Growing our mission across Australia is the aim of the merger. Behind that is also finding efficiencies and reducing costs where possible—doing more with the same amount of resources.”