When choosing an electronic document management system, Worcestershire County Council decided on EASY Software because of its formal SAP certification and partner status, and its ability to work closely with other solution providers to deliver a holistic and seamlessly integrated solution that represents good value for money.
Originally implemented by EASY Software’s partner Kontrolla in conjunction with Serco, the software has proved to be very reliable and easy to use, thanks to its seamless integration with the SAP graphic user interface.
“We looked at a number of solutions that could ostensibly provide what we wanted, but EASY had proven SAP credentials, and could meet a specific need we had at that time for ‘late archiving’. This means we enter the invoice details into SAP first, before scanning the document, using a barcode to match the scanned image with the file we have created in SAP. We may move to ‘early archiving’ in time, where the scanning happens up front, but we have the flexibility to do this.”
Since the system was first deployed, it has been extremely stable, Dave notes. “We have no real problems at all, to the point that over a period of about five years we didn’t need to have any contact with our account manager at EASY other than when upgrading the software.”
Purchasing card migration and real-time DR
The two organisations are now working side by side again however, as the Council embraces a new, related efficiency project, through the adoption of a purchasing card system, which will vastly reduce the volume of invoices passing through the authority. “Instead, all authorised staff will carry a purchasing card which they will use for procurement, keeping a VAT receipt for our records,” Dave says.