Home Office Improves Management and Reduces Costs by US$12.4 Million with Self-Service Business Intelligence
 
 

Home Office Improves Management and Reduces Costs by US$12.4 Million with Self-Service Business Intelligence

  • Oracle Customer:  Home Office
    Location:  London, United Kingdom
    Industry:  Public Sector
    Employees:  29,734
    Annual Revenue:  Over $5 Billion

Home Office is a United Kingdom (UK) ministerial department responsible for immigration and passports, border control, drug policy, crime policy, and counter-terrorism. Its mission is to ensure visible, responsive, and accountable policing throughout the country.

With numerous business units, Home Office had developed multiple, disparate information systems, leaving it with information silos, inconsistent data quality, and no single view of key financial, human resources, procurement, and operations information. Home Office had a UK government goal to reduce its annual budget by US$544 million (£350 million) per year, starting in 2013. It needed to improve reporting to get a clear overview of its current position, reduce costs, and enable informed decision-making.

Home Office implemented Oracle Financial Analytics, Oracle Human Resources Analytics, and Oracle Procurement and Spend Analytics running on Oracle Business Intelligence Foundation Suite to deliver accurate, trusted, information in dashboard format to more than 7,000 managers throughout the organization.

With detailed and relevant financial, human resources, and procurement information drawn from a centralized data source, Home Office has already realized substantial cost savings totalling more than US$12.4 million (£8 million). Home Office also uses Oracle Business Intelligence to support its efforts to reduce its corporate support wage bill.

 
Saving Time and Reducing Costs

A word from Home Office

  • “Oracle Business Intelligence has, for the first time, provided Home Office managers with a common, immediate, and accurate view of information to help them make decisions about the staff, resources, and money they manage.” – Richard Saunders, Head of Adelphi Services Unit, Home Office

Oracle Business Intelligence helps Home Office to quickly identify areas where it can realize savings with more detailed, relevant, and accurate human resources (HR) and financial information, such as budgets, headcount, and sickness records. Of more than 29,000 staff across the organization, 7,000 managers have access to dashboard reports and receive monthly e-mail prompts summarizing their HR and financial positions.

Home Office plans to improve spans of management control from one manager per three employees to one manager per eight employees, and hopes to save between 3% and 6% on procurement costs year over year. In addition, it aims to increase the number of staff that each HR officer oversees to 100. Oracle Business Intelligence is one of the tools that will help Home Office meet these ambitious targets by providing more accurate data to aid decision-making and will help to save 20% of revenue budget over the next four years. The solution helps Home Office save time, drive down costs, and contribute to the organization’s broader objective to save US$544 million (£350 million) per year.

“The presentation of data with Oracle Business Intelligence is far more accessible than before. Wider deployment of this approach has developed a culture that is more expense aware, which has driven greater management analysis of all expenditures, ranging from uniform orders to approval of training courses,” said Jason Moore-Read, border force, central region (Midlands and Wales), corporate support, Home Office.

 
Improving Staff Productivity

 
Enhancing Decision-Making with Better Management Control

 
Increasing Customer Service Quality

 
Building on Success

 
 

 
 

Challenges

  • Deliver accurate, trusted HR and finance business intelligence through a dashboard to more than 7,000 managers throughout the organization
  • Provide a centralized data source and reporting to deliver timely, relevant, and accurate financial, HR, and procurement information across the organization
  • Eliminate cost of producing thousands of manual back-office reports
  • Improve financial visibility to support decision-making around key operational activities, such as immigration, border control and crime policy

Solutions

  • Provided 7,000 managers within just 13 months with trusted, accurate, and easy-to-access information via dashboards, e-mail updates, and alerts to improve decision-making and control
  • Replaced multiple, disparate information silos containing inaccurate data with a single, centralized version of the truth to improve management of key operational areas, such as border and passport control, immigration, and policing
  • Reduced costs of producing manual reports by US$8 million (£5.2 million)
  • Reduced time to produce some regular financial and human resources reports from up to four hours to approximately 10 minutes
  • Reduced number of people producing manual reports
  • Improved budgetary control with a clearer view on overspending, underspending, and planning, with detailed and timely reports
  • Delivered human resources reports in a timely way, enabling managers to make informed staffing decisions quickly

Why Oracle

Home Office chose Oracle to rapidly deliver BI to 7,000 managers. The system needed to provide a self-service platform, be easy and flexible to use, and integrate with Home Office’s existing enterprise resource planning system—Oracle E-Business Suite. Speed to deployment and the flexibility to make future changes were also key decision-making factors. Home Office considered alternative options, but no others could deliver the same capability.

In particular, Home Office liked the dashboard interface for Oracle Business Intelligence Foundation Suite, which automatically provides personalized reports to guide managers and enables end-users to find answers quickly.

Home Office used out-of-the-box Oracle Business Intelligence applications with minimal customization, which, together with prebuilt connectors for Oracle E-Business Suite, were key enablers in completing the implementation and delivering detailed information to 7,000 managers in just 13 months.

“Oracle Business Intelligence enables managers to access and act upon information quickly and confidently. Dashboards, giving all managers a single view of the resources they are responsible for, have made it possible to compare and boost performance. The ability to quickly produce reports to respond to new or unique requirements have made the organization better equipped to identify and respond to change,” explained Matt Vale, head of business intelligence team for the Home Office’s Adelphi Services Unit.

Implementation Process

Home Office asked Oracle to present a business case to demonstrate the benefits and the return on investment from a new BI platform. Oracle carried out a short pilot with Home Office systems integrator Fujitsu Services to show significant savings could be made across finance, human resources, and procurement departments.

Following the successful pilot, business stakeholders saw the benefits and understood the value of BI to the organization. This provided Home Office with a sense of ownership and confidence in the project.

Oracle Consulting worked with Fujitsu Services and Home Office’s internal shared service department, Adelphi Services, to carry out the implementation. The onsite team deployed Oracle Human Resources Analytics first, followed by Oracle Financial Analytics, and Oracle Procurement and Spend Analytics. The team delivered BI access to 7,000 managers across the organization within just 13 months.

Home Office is now upgrading to improve usability and interactivity. New functionality, such as visualization tools, will further enable managers to quickly identify any problems or opportunities at a glance.

Advice from Home Office

  • Secure senior-stakeholder buy-in from the outset to drive compliance
  • Use standardized content and clearly defined measures (organizationwide, trusted, and single source of the truth) to embed BI usage and reduce reliance upon localized reporting teams generating their own content
  • Adopt a flexible approach to meet future change; ensure an agile development model is in place as the demand for BI content will grow and requirements will change rapidly so the solution should be capable of growing and flexing quickly according to demand
  • Identify a number of critical business key performance indicators, such as expenditures and average working days lost, that can be used to drive system usage
  • Use exception reporting to drive business improvement through the use of BI
  • Define your operating model from the outset to provide clear context of operational roles and the content they will receive
  • Use simple, concise management reporting that reconciles back to the data source to give users a sense of trust, as well as drive compliance and data accuracy
  • Ensure that BI is put on highly performing hardware to optimize the user experience

Partner

Fujitsu Services and Oracle Consulting worked with Home Office Adelphi Services as a combined and integrated team to deliver a successful implementation of Oracle Business Intelligence. Fujitsu Services is Home Office’s systems integrator, running and managing its internal IT systems.