New finance system

Our organisation been using the Great Plains (GP) finance system since 2005. Following a review, it was decided to modernise the way we work and that the most suitable way to do so would be replace our current finance system. The new system is called CiA (Connected Intelligence Anywhere). With this system, we will be adopting its processes, rather than adapting it to how we currently work. This has required dedicated input from finance colleagues and a great deal of learning, which will be ongoing beyond the planned launch in October.

The new system will:

• streamline our processes
• enable efficient processing of financial records
• provide accessible and insightful management information to inform decision making
• automate and integrate with other systems to reduce manual processing improve control environment

Our Head of Finance Ellie Dunnet said: “We are all going through this change together and all have a learning journey to take for us to progress as an organisation. The next update, due in mid-September, will feature key dates for system development and the launch of learning resources and support.”

What is in it for you?

Changing our systems to CiA will:

• reduce manual errors
• improve financial governance and controls – protects you
• improve financial planning
• improve budget monitoring
• increase automation, freeing up staff time for other value-added tasks

What will the impact be?

The adoption of this new system means there will be new ways of working to learn, such as purchasing/requisitioning which will now be done through the system and means we will no longer be using the blue slip method or any other work arounds – No Purchase Order, No Payment. This will streamline processes on a single system.

• Pecos will be phased out in 2026, in the short term, Pecos users will be able to continue using Pecos as before
• invoicing (to make a payment) will be automated using a new software called Eze Scan through a centralised team
• invoicing (raising to retrieve payments) will have a new process using the new system
• there will be new ledger codes, this mostly impacts technical developments to be able to integrate with other systems. Managers will receive conversion tables for the new coding system.
• improved visibility providing a greater oversight of tasks, trends and issues

How will you learn to use the new system?

System users

There will be a variety of self-directed learning available to understand how to apply the new processes:

• requisitioning – making a purchase order to make a payment
• approvals – relevant managers approving the purchase
• paying invoices – through the centralised team
• raising invoices – to retrieve payments

Budget holders

Budget holders will meet with their accountant in due course to discuss the changes, which will include more accessible reporting.

System administrators/operators

Many administrators have been involved in the testing phase which has helped with familiarisation, in-person training will be delivered after testing phase three by Tech One consultants and System Development Officers assigned to the project, who will be supported by the appropriate subject matter experts.

Self-directed learning

• recorded demonstrations with step-by-step instructions
• printable/downloadable workflow illustrative guides
• pre and post system launch – online surgeries via Teams
• buddy systems
• contact support line with subject matter experts

More information on the finance system project can be found on the intranet, just click the link on the homepage or email: financesysproject@eastlothian.gov.uk