Empowering BCP Council's transformation: How Access PaySuite streamlined service delivery and enhanced financial management

Doug describes some of the challenges of merging different systems and practices from the previous councils, as well as the process of selecting a unified payment system for the new BCP Council. He emphasizes that maintaining continuous service to residents was a key priority throughout the transition. 

Key points: 

• They inherited three different payment systems from the merged councils 
• Initially focused on maintaining service continuity and updating branding 
• Later selected Access PaySuite as their preferred payment system going forward 
• A shadow authority with representatives from the legacy councils oversaw the transition 

Doug breaks down the implementation into six key stages, highlighting the strategic approach taken to ensure a smooth transition: 

Stage 1: Project definition and scoping 

• Focus on achieving a "safe landing" for day one 
• Prioritized customer service continuity 
• Decision to implement a single financial management system 

Stage 2: Information gathering and engagement 

• Compiled documentation on existing financial system infrastructure 
• Identified necessary changes for day one 
• Engaged with third-party partners 

Stage 3: Solution design and approval 

• Detailed planning of implementation steps 
• Conducted user acceptance testing 
• Obtained sign-off from the Shadow Authority 

Stage 4: Communication and training 

• Informed financial services about day one changes 
• Implemented training programs for staff transitioning to new systems 

Stage 5: Solution delivery 

• Executed changes in an intense period  

Stage 6: Project closure 

• Reflected on project outcomes 
• Identified outstanding tasks for business-as-usual operations 

Doug emphasises the importance of focused planning, clear communication, and adaptability in managing such large-scale reorganisations: 

Key challenges: 

• Resistance to change from staff 
• Resource gaps due to personnel loss 
• Political and public resistance 

Strategies for success: 

• Inclusive decision-making 
• Clear communication 
• Comprehensive training 
• Early identification of knowledge gaps 
• Strong collaboration among team members 

Support from Access PaySuite: 

• Tailored assistance throughout the LGR process 
• Mentoring and training for independent implementation 
• Flexible timelines and accommodation of changes 

Measuring success: 

• Minimal service disruption 
• Continued payment capabilities 
• Accurate financial reporting 

Advice for future projects: 

• Define project scope carefully 
• Prioritize essential tasks 
• Avoid scope creep 
• Prepare for intense work periods 

Access PaySuite played a crucial role in supporting BCP Council throughout the reorganisation process: 

• Flexible support: Access PaySuite provided tailored assistance at different stages of the transition, from initial branding changes to the more complex merging of legacy payment systems. 
• Training and mentoring: Access PaySuite offered mentoring and training that enabled the council to implement many changes independently. This approach allowed BCP Council to work on its own timelines and accommodate last-minute requests for change. 
• System integration: As part of the transformation programme, Access PaySuite helped BCP Council consolidate its payment systems, moving from three inherited systems to a single, unified platform. 
• Customisation: Access PaySuite's system allowed BCP Council to configure and modify the payment system without relying heavily on third-party intervention, providing greater flexibility and control. 

The partnership with Access PaySuite contributed to achieving key objectives: 

• Minimal disruption to resident services during the transition 
• Continued ability to process payments to suppliers, employees, and customers 
• Improved financial reporting capabilities for the new authority 

Moving forward, BCP Council is focusing on: 

• Further digital transformation to enhance online service accessibility 
• Streamlining processes and reducing costs 
• Improving customer experience through integrated systems 
• Achieving financial sustainability through continued transformation efforts 

The successful partnership with Access PaySuite has been instrumental in BCP Council's ability to navigate the complex reorganization process while maintaining essential services and laying the groundwork for future improvements.