Queries can be run real time without overnight reconciliation and management dashboards will provide critical information as it is processed with no lag time.
With streamlined workflows, e-signature, automated processes, and online document management, time spent on transaction processing will be reduced and a portion of the cost associated with paper-based transactions will be eliminated.
Vendor self-service will enable vendors, customers and external partners to perform simple transactions online – such as initiate registration, check payment status, upload records, update addresses and automated invoice population resulting in less data re-entry and reduced time spent by Commonwealth on updating and reconciling vendor and customer data.
The ERP Solution will provide the ability to retire agency-supported applications and move to enterprise-wide functionalities which meet the agency’s needs. Reduction of supplemental systems streamlines the user experience and allows employees to focus more on making data driven decisions, rather than the data wrangling itself.
Reduction of user error, fraud, and abuse through “always on” transaction security auditing will improve security risk mitigation both with external vendors and agency transactions.
Benefits for Statewide Accounting & Reporting
Proposed changes to Chart of Accounts aim to enhance central reporting and analytics while also allowing flexibility for agency specific needs.
With automated workflow, task reminders, and pay alerts, Commonwealth has an opportunity to improve prompt payment achievement, potentially capturing additional savings from discounts previously missed.
With more visibility into financial data captured in the new solution, Commonwealth staff will be able to produce statewide annual reports more efficiently.
The new solution will be able to provide the ability to maintain and track an inventory of non-GAAP assets for agencies. Capital assets can be recorded for both modified accrual and full accrual accounting and reduce reconciliation time between the different accounting methods/basis.
Benefits for Massachusetts Constituents
The Commonwealth of Massachusetts has established itself as a leader in modernizing and adapting to changing times in the public sector. Through this initiative to pursue new best practices, the Commonwealth is embracing opportunities to improve security and useability, increase transparency, and review its business processes to ensure we are best serving our constituents.
With streamlined workflows, e-signature, automated processes, and online document management, the Commonwealth will be able to continue trending towards “paper-less” transactions. As we modernize our processes, our business partners would also be enabled to utilize environment-friendly options when completing their business with the Commonwealth.
By improving our methods of project tracking, the Commonwealth will be more prepared than ever to pursue Federal grant opportunities which will be vital in working to improve public infrastructure and human services in the state.
With cross-agency improvements across the Commonwealth, support staff will have more time to focus on customer satisfaction while the system handles managing the data. An increase in available staff could allow for constituents to experience quicker processing times and more efficient communications.
Benefits of Switching to Software as a Service
Software as a Service (SaaS) solutions are designed to be flexible and scalable. Agencies can easily add/remove users or assign roles as needed, making it easy to accommodate changes in staffing or workloads.
The new SaaS ERP system will have frequent, smaller upgrades, which are less costly than major upgrades of non-SaaS software. These upgrades, typically delivered as quarterly feature packs, would be tested by the operations and maintenance team (included in the annual run cost) which means there would be no separate upgrade expense. Software releases are part of the cloud service, not a third-party or managed service provider.
The SaaS delivery model will allow the Commonwealth to stay current with fully tested releases, without loss in system performance. The switch will also minimize long-term reliance on vendor maintenance after full implementation. The software vendor is responsible for delivering software and infrastructure that is secure and has high availability and disaster recovery capabilities in line with Commonwealth standards.
Currently, the Commonwealth relies on many security protocols and access/permissions workflows developed by individual agencies to address their needs. A cohesive approach across the Commonwealth through the new ERP solution will provide updated, enterprise-wide security protocols, improved data protection, and automated approval workflows, saving time on permissions/access that can be better spent on other security/risk mitigation activities.
