Department of Energy and Climate Change (DECC): Process Mapping
The Department of Energy and Climate Change (DECC) was established in October 2008 from parts of the Department for Business, Enterprise and Regulatory Reform (now the Department for Business, Innovation and Skills or BIS) and the Department for the Environment, Food and Rural Affairs (Defra). DECC’s financial corporate services were delivered by BIS under an outsourced arrangement with Amey which was established at the time of DECC’s creation.
However, due to a proposed change of the service provider to BIS, DECC decided to migrate services to Defra with whom it had a pre-existing contract for the provision of Human Resources services. This move was to be made within the context of the Government’s shared services emerging strategy. Initial planning discussions took place with Defra which gave rise to a full appreciation of the scale and complexity of the activity and input required to successfully transition the service. This led to the creation of an initial plan of activity and outline roles and responsibilities.
DECC needed a partner that would act as a trusted advisor providing best practice support and methodologies and manage the delivery of the migration within a tight timescale of 7 months from initiation to go-live.
The complex nature of the relationships between DECC, BIS, Amey (its sub-contract support partner) and Defra required sensitive handling to set and meet expectations to ensure a smooth and safe transition between the service providers.
Insight MSC provided specialist input to support the planned migration using a flexible, cost effective approach which supplemented the internal finance team whist providing the appropriate challenge to Defra. This ensured that DECC had the necessary input and that all risks were contained allowing a successful and smooth migration with minimum disruption.
The services provided by Insight MSC for the project were project management, data migration and process mapping and improvement and in addressing these, the approach recognised the key issue of moving to a shared service and adopting standard processes. This was achieved by:
- Providing a project manager and a project support officer with experience of finance systems change projects using our own methodology that builds on the underlying principles and approaches associated with PRINCE2.
- Defining the ‘on-boarding’ strategy in terms of data to be migrated and emphasising its importance.
- Defining the migration strategy through evaluating the benefits and risks of phased or ‘big bang’ scenarios and having a clear approach to cutover to minimise and contain risks.
- Developing a plan that identified the roles and responsibilities of the parties involved and provided the necessary management framework for a joint project team including DECC and Defra personnel in multiple locations.
- Using our knowledge of Central Government accounting and business rules to define the transformational work of extracting, translating and re-formatting the data.
- Applying and assessing the accounting and business rules to determine the impact on the organisation in term of the need for re-organisation, communication and training.
- Using our Accounting Interface Module (AIM) tool to import the existing accounting data formats and structures, transform these using rules based algorithms to convert, reconcile and validate these before presenting the transformed data for on-boarding.
DECC achieved a smooth and successful migration of their finance data to the Defra shared service on time and within budget and with minimal disruption to business as usual. The use of the approaches, techniques, checklists and methods provided by Insight MSC allowed a complex project to be undertaken with minimal risk.
The internal teams were entirely supportive of the new service, good working relationships with the new shared service team were forged and the project work enabled significant and effective knowledge transfer to take place.
The use of AIM significantly reduced risk by identifying any data integrity issues with the existing data ahead of the migration to the new system and allowing these to be addressed. The extensive audit trails and reporting have provided both Defra and DECC with the required assurance as to the integrity of data.
As part of the project all of the finance process documentation was reviewed and updated for the new shared service environment together with newly created desk instructions.
All time, quality and cost targets were met and DECC now has a documented finance system providing improved value.
“Insight MSC provided the project management skills and migration expertise we needed to help us to deliver a successful move to our new transactional system on time and on budget”.
Christopher Hix, Head of Financial Accounting, Department of Energy and Climate Change