Salvation Army Community Service Timesheet Spreadsheet

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					Case Study
The Salvation Army
The Challenge
The Salvation Army Australia Eastern Territory operation is faced with the same
challenge facing most charities – how to drive the charity dollar further by reducing
costs, improving the efficiency of its business processes, and managing and centralising
information as its revenues and staff numbers grow.
The Solution
The Salvation Army was seeking to improve business processes including the
management of sales, finance, supply chain, asset and property management – not
only to overcome fragmentation of information but also to speed up the flow of
The Outcome
The time taken to produce end of month reports has almost halved since replacing
the decentralised finance system in the late 1990s, while TechnologyOne’s Property
& Rating and Works & Assets software solutions have helped deliver improvements in
risk management.
                                                                     management requirements.”
The Case Study                                                       “These solutions will also have a role to play in ensuring that, in
                                                                     the event of an audit of all of our assets – be it cars, computers or
The Salvation Army Australia Eastern Territory operation – which     properties – we will pass with flying colours,” Mr Brooks said.
includes Queensland, New South Wales and the Australian
Capital Territory – has more than 4,500 staff and some 650           “With these two new solutions from TechnologyOne our aim is
Salvation Army corps and social centres (including aged care,        to further centralise information – which is currently somewhat
drug and alcohol programs, crisis accommodation, counselling         fragmented – and link information coming in via either Works &
services and emergency services).                                    Assets or Property & Rating back to our Financials solution.”
As the organisation grows in both size and revenue, an ongoing       The addition of these solutions marks yet another milestone in
challenge is to find ways to centralise, improve and streamline       the relationship between the Salvos and TechnologyOne.
processes wherever possible to save time and reduce costs
in order to meet financial reporting and government funding
requirements.                                                        Aggregating 2700 Bank Accounts
Since 1998, the organisation has had TechnologyOne Financials
at the heart of its system and over time it has added to the mix a   The Salvation Army Australia Eastern Territory had more than
number of other TechnologyOne software solutions.                    2,700 bank accounts. Thanks to the TechnologyOne Financials
The most recent additions are TechnologyOne’s Works & Assets         solution, the Salvos have also been able to aggregate these
solution – a project management, work order, asset maintenance,      accounts, reduce bank fees and charges, get a better rate of
asset capitalisation, billing, timesheet and reporting solution      interest on its cash, plus avoid costs that it used to incur when
along with Works & Assets the organisation also implemented          any one individual account might be overdrawn.
Property & Rating – a solution to manage property, land, people      Little wonder then that the TechnologyOne Financials solution is
and addresses in one central and easily accessible location. The     considered the heart of the Salvation Army’s financial reporting
organisation has adopted the regulatory and property elements        system.
of this solution but not the rating component.                       “The key to this system’s flexibility is its multi-ledger design
“The Works & Assets solution will help us manage the leasing,        which provides users with the ability to track, monitor, control,
warranties and maintenance of our IT equipment,” according to        analyse and report on any information within the database,” said
Mr Robert Brooks, Systems Accountant for the Salvation Army          Mr Walter Pratt, Systems Accounting Program Analyst for the
Australia Eastern Territory.                                         Salvation Army Australia Eastern Territory.
“We also have a large number of owned and leased properties          “For us this is a key benefit as we are able to build functions and
to manage, which includes purchase, sale, lease, construction,       ledgers according to our unique requirements. The TechnologyOne
refurbishment and maintenance. We have internal processes for        Financials solution enables us not only to report information
planning projects and maintenance and to manage internal loans.      but also to ‘slice and dice’ the information so as to present it in
We lease a number of commercial premises for the operation           different ways according to the varying needs of users.”
of our Salvos Stores plus a small number of South Australian         A second benefit is that by centralising the collection of data and
owned properties are on lease to third parties. The new modules      the accounting function, the Salvos have been able to improve
of Property & Rating are expected to satisfy all of our property     the quality of the data and dramatically reduce the time taken
                                                                     to produce various financials such as month-end and year-end

TechnologyOne Financials – delivers enterprise wide control and integration of financial information essential to strategic decision
making and improving the bottom line. Through its unique financial architecture, rich functionality, powerful online enquiries, and
versatile reporting ability, the solution provides the ability to interpret accounting and financial information more efficiently than
ever before.
TechnologyOne Property & Rating – delivers integrated management of property, land, people and address information via a
technologically advanced role based interface. The solution promotes customer self-service and combines the regulatory framework
with revenue and billing capabilities to promote administrative efficiencies and greater control.
TechnologyOne Works & Assets – provides organisations with a totally integrated project management, work order, asset
maintenance, asset capitalisation, billing, timesheet and reporting solution.
TechnologyOne XLOne Enterprise – a simple to use and secure spreadsheet reporting tool that is powerful enough to access all
of the information that you require online. Its data sources range from general ledger, accounts payable and accounts receivable to
purchasing and inventory.
reports.                                                              highest quality.
“With TechnologyOne Financials we have been able to reduce            “In the 2007 financial year, this government funding represented
the time it takes to collate and produce month-end reports from       almost 40% of our budget – so one can see how important it
between 12 and 14 days to less than eight days,” Mr Pratt said.       is to us to have a financial system that provides the tools we
“I can still remember the days when it took us about 10 months        need to properly acquit this money. If we did not meet these
to produce a set of accounts. In those days we used a small IBM       requirements and if we did not have the necessary information,
mainframe at headquarters and everyone else had a PC with             we would not be able to receive such funding.”
Dataflex.”                                                             According to Mr Pratt, there are two main reasons why the
“It was our auditors who led the push to improve our financial         organisation continues to add new modules to its TechnologyOne
reporting by recommending we centralise the accounting                Financials.
function and improve the quality of the data so as to reduce the      “The first is that we believe TechnologyOne is at the forefront of
time taken to produce reports such as the annual accounts. We         software development, knowledge and processes. They give us
were also motivated, like many people at the time, by the Y2K         powerful and advanced technology solutions for our business.
or millennium bug as it was known, in the knowledge that our          “This applies not only to current versions of our financial software
mainframe software would not be useable after June 1999.”             but also to earlier versions. For example, before the introduction
The Salvation Army invited six companies to tender. As one of         of GST, TechnologyOne was on a working party with the ATO to
the members of the selection panel, Robert Brooks recalls the         determine how the software would account for GST. Because
TechnologyOne product was an obvious standout – and this              TechnologyOne had this knowledge, it made our GST transition
ultimately led to what has become a decade-long partnership.          very easy.
“It came down to two solutions but TechnologyOne Financials,          “The second is that TechnologyOne takes responsibility for both
or Finance One as it was back then, was a clear winner on the         the sale and implementation of its solutions. For example, we
basis of its functionality, flexibility and configurability. Perhaps,   have been through several upgrades with TechnologyOne and
surprisingly then, it was also very competitive in terms of price,”   while at times there has had to be some level of pain, we have
Mr Brooks said.                                                       always found TechnologyOne to be supportive and helpful. As an
                                                                      example of the committed after sales support we get, when we
                                                                      originally had issues with generating and processing budgets into
Improved Financial Reporting                                          our Financials database, we didn’t get some third party reseller
                                                                      or some third party system integrator trying to sort this. Instead
The improved efficiency in financial reporting has occurred at a        we got the TechnologyOne developer himself. He spent about 20
time when the Salvation Army Australia Eastern Territory has          hours over a two-day period working to resolve all the issues until
experienced growth in the number of users of its financial system      it was perfect for our needs.”
to more than 800 people. At the same time, the organisation’s
costs continue to grow.
Like all charities, the raising and distribution of funds necessary
to meet these costs is subject to both government and public
scrutiny – so there is a need for the Salvation Army to meet
accounting standards and produce financial information of the

“In the 2007 financial year,
this government funding
represented almost 40% of
our budget – so one can see
how important it is to us to
have a financial system that
provides transparency. If we
did not meet the accounting
standards and if we did
not have the necessary
information, we would not
be able to receive such
Mr Walter Pratt
Systems Accounting Program Analyst
Salvation Army Australia Eastern Territory
TechnologyOne Solution Suite
for the Community
Services Sector
TechnologyOne provides totally integrated enterprise software solutions.
Each product in our solution suite stands alone as best in class, or can
seamlessly join together to create one total enterprise solution.
Our integrated enterprise suite for the Community Services sector
•   TechnologyOne Financials
•   TechnologyOne Human Resource & Payroll
•   TechnologyOne Supply Chain
•   TechnologyOne Business Intelligence
•   TechnologyOne Budgeting
•   TechnologyOne Property & Rating
•   TechnologyOne Performance Planning
•   TechnologyOne Works & Assets
•   TechnologyOne Enterprise Content Management (ECM)
•   TechnologyOne Customer Relationship Management (CRM)
Each solution is built on our leading edge, Connected Intelligence platform
which is based on an advanced service oriented architecture, setting the
benchmark for true people-centric business tools.

About TechnologyOne
TechnologyOne (ASX: TNE) is a leading enterprise software solutions
provider. For more than 20 years we have been providing deeply
integrated software solutions for business, government, financial services,
health and community, education and the utilities sectors. Tens of
thousands of people each day use our world class solutions which we
develop, implement and support. Our organisation wide solution suite,
integration solutions and custom designed solutions provide world-class
services which are based on leading edge technology and are backed up
by a substantial R&D program providing our customers with a long term,
secure and valuable partnership. TechnologyOne employs more than
700 people and has offices in each State and Territory of Australia, New
Zealand, Malaysia and the United Kingdom.

For additional information, visit TechnologyOne’s web site at or phone 1800 671 978

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Description: Salvation Army Community Service Timesheet Spreadsheet document sample