Transcript Meetingpoint Wermland

Meetingpoint Wermland
Ulf Borg
Operating projectleader, Meetingpoint Wermland
Operating projectleader, in a similar project called eSamverkan
Chairman SFTI beredningsgrupp. SFTI is responsible for the standard we use in the
public sector in Sweden.
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Background
Our project has been focused on the
county of Värmland and their 16
municipalities an their suppliers that
sending Invoices to the municipalities
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The country of Sweden
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The Värmland county
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Regional Facts & Figures about Värmland
Population
273 771. There is an average of 15,7
inhabitants/km2: lots of space!
Area
19 388 km2. This is about 2/3 of Holland,
which has approximately 15 million
inhabitants, as comparison.
Municipalities
The region consists of 16 municipalities.
The largest in area is Torsby and the
smallest is Hammarö.
Biggest city
Biggest city is Karlstad. The regional seat
of government has 84 061 inhabitants.
Distances
Stockholm 320 km; 2.5 h by train, 40 min
by airplane
Gothenburg 260 km, 2.5 h by train
Oslo 200 km, 2.5 h by train
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Background Facts concerning to incomming
invoices to the municipalities
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First and not at least this is a rather technical project
The 16 municipalities are receiving approximatly 600.000 invoicies from
their suppliers.
A study from 2005 at the municipality of Torsby has showed that a regular
invoice in papper format, takes 28 minutes to handle in administrative time.
The volume of 600.000 invoices * 28 minutes = 280.000 hours in
administrative time
The admistrative cost per hour was calculated to 25 euro
The total cost for handling 600.000 invoices will then be
7 000.000 euro
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Start and goals in the project
1. The purpose of the project was to reduce coast and time for
administration of incomming invoices to the municipalities
2. We started the project in full speed in the beginning of 2006
with 3 municipalities.
3. One goal that was set was that all 16 municipalities has started
with electronic Invoice in the end of 2008.
4. Another goal was to use the specific SFTI standard.
5. We had found out that it´s necessary to form and developed a
communication platform that will be used by all the
municipalities in order to reach efficiency and synergism
6. Full focus was set to use electronic invoice (not scanning).
7. Another goal was set to reach more than 50 % proportion of all
invoices to be electronic invoices for at least 3 municipalities in
the end of 2008.
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Result in the end of 2008
1. We have done a new study in the municipality of Torsby of the
effects that they have reached.
• Torsby have received 65% electronic invoice and the
remaining 35% has been scanned.
• The study showed that the average administrative time for
handle an electronic Invoice is less than 4 minutes vs. 28
minutes for a paper invoice. The average time for a
scanned invoice is 7 minutes.
• An electronic invoice has a average transaction cost of 0,15
euro and a scanned invoice has a tansaction cost of 0,42
euro.
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Result in the end of 2008
2. Three (3) municipalities have reached the goal we had set up
in the start of the project to get more than 50% of all invoices
as electronic invoice
3. 14 municiplaities has started with electronic invoices, the
other two will start during 2009. The goal was set to all 16.
4. We have formed a communication platform witch gives us
efficiency and synergism.
5. We have developed a method in how to do the work
6. We have a lot of satisfied municiplaities as well as suppliers
7. We have a great result concerning to connecting SME
suppliers.
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Conclusion
The reduced administrative cost for an:
 Electronic invoice is 86 %
 Scanned invoice is 75 %
Concerning to Torsby the result will show that the administrative
cost is reduced to an average time of little more than 5 minutes for
each invoice vs. 28 minutes for a paper invoice.
Other effects in Torsby with electronic invoices is higher qualities
in the administrative process, better control and of course a good
achievement to make a better enviroment by using electronic
invoices.
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Why have we made such
a good result?
1. Focus on to make synergism
2. We have developed specific methods to make the job more
efficient
3. We have been working hard to make a common communication
platform
4. We have formed a portal that is used when connecting suppliers
to send electronic invoices to all municipalities and the work has a
certain flow that includs our methods that are built in.
Something to know about the work in connecting suppliers is that this
is a work that needs patiens, it´s easy to get frustrated and it´s a rather
complex work with a lot of questions and their is only a few
municipalities in the whole country that are skilled too do this work
on their own.
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Some information about our portal and the
methods thats used
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1. First step in the process is to collect information of the supplier such as if he can
send an electronic invoice, what standards he can use, what id he uses and what
communication party he uses to send tte invoice.
2. The method we use is to send an questionnaire from the portal to the supplier
The questionary will come back
with information that needed in
the next steps
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1. First step is to collect information of the supplier such as if he can send an
electronic invoice. What standards he can use. What id he uses and what
communication party he uses to send te invoice.
2. The method we use is to send an questionnaire from the portal to the supplier
3. In the same time the supplier will be able to find out everything abuot the
municipality concerning to standards, ID, Party identification, communication and
so on.
The supplier will be able to
get information for every
each municipality
Meetingpoint Wermland
1. First step is to collect information of the supplier such as if he can send an
electronic invoice. What standards he can use. What id he uses and what
communication party he uses to send te invoice.
2. The method we use is to send an questionnaire from the portal to the supplier
3. In the same time as the supplier r he can also find out everything abpot the
municipality
4. When getting the answer the next step will be to start of connect the suppliers
against the municipality (ies). In the Portal we starts this process by using the
Implementation step.
In the Implementation step we will get
status in 5 main activities that have to be
done. By using colours it´s easy to se the
actual situation. For each step and for a
certain municipality.
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One of the most importent activities in our project was to form
and develope a communication platform that should be used for
all municipalities. The reason for that was to get the work to be
more efficient and to get synergism.
Portal för e-handel i Värmland
Säffle
Arvika
Sunne
Vansbro
Torsby
Kristinehamn
Filipstad
Hagfors
Storfors
Logica, BTS-EDI
Fulltextfaktura
Svefaktura
Itella
Tieto
EDB
Posten
Main flow from bigger
suppliers
Portal för e-handel i Värmland
Säffle
Arvika
Sunne
Torsby
Vansbro
Kristinehamn
Filipstad
Hagfors
Logica, BTS-EDI
Fulltextfaktura
Svefaktura
Direktkoppling FTP
Communication flow for
SME suppliers
Storfors
Portal för e-handel i Värmland
Säffle
Arvika
Sunne
Torsby
Vansbro
Kristinehamn
Filipstad
Hagfors
Storfors
Webb
Faktura
Communication flow for
SME suppliers that uses
solutions from banks.
Bank
VAN
leverantörer som
nyttjar Banker
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The concept that we have formed from Meetingpoint Wermland
has been adopted by other projects and help for some of the
biggest municipalities in Sweden lika Malmö and Gothenburg. As
well as for real small municipalities like Eda.
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Thanks for me