Unexpectedly, Middelfart Municipality has yielded a good profit from their new management information system named LIS. Less than three months after the process of developing the TARGIT based LIS system, it has created an overview of the first place to take action. As a side benefit, Middelfart Municipality and the rest of Denmark’s municipalities will get an increased block grant from the state of an annual amount of 8.5 million US dollars.
An analysis of the sickness absence in their HR module revealed an error in the data basis which the state uses to calculate a compensation for the sickness absence. Without the LIS solution, the error would probably not have been detected and documented.
“With the new Management Information solution, we aim to get a greater overview of existing data and to get better management information on which to base our decisions,” says the director of the Central Administration in Middelfart Municipality, Steen Vinderslev. He continues: “The absence area has had the management’s attention long before the implementation of the LIS system and therefore, the demand for overview and KPIs was great. Now, the individual manager, centralized as well as decentralized access analyses and KPIs in an easy way across several transaction systems. It is a great advantage that we are now able to act faster, and we now have a basis on which we can make the right decisions.”
The finance and the senior citizen modules create an overview
In addition to the HR module, Middelfart Municipality has special finance and senior citizen modules. The finance system receives data on finances and salaries. The data is composed with the centralized and decentralized needs in the financial area in mind, and it contains the well-known analyzing possibilities as well as KPIs based on values, goal-oriented simulation models and the salary expenses down to that of the individual employee.
“We also see a strengthening of the reaction on the development tendencies. Our follow-up on budgets which is generated in scheduled reports in our management information system is sent out to the organization at large. Our ambition of a simple solution providing valid, intelligible data and automatic updates that requires little staff resources has been reached,” states Steen Vinderslev and starts explaining how the senior citizen module works: “A municipality, including the area of elder care, consists of that many activities and elements that it is not humanly possible to get an overview in order to uncover possible combinations. If so, it would require many resources and a lot of time. From a managerial point of view, we now have a much more detailed idea of the combination of the elements in the area of elderly care. This is based on a general consideration which includes finances, quantities, and citizen and staff relations.”
The information system receives data on for instance citizen information and delivered hours. What the municipality aims towards through the use of Business Intelligence is to get a management tool that can help the municipality making the right decisions and, at the same time, create an expense awareness and awareness of a healthy or unhealthy trend of development. Via the senior citizen module, you are able to take your starting point in the price per delivered hour, grouped per organizational unit. In continuation hereof, the underlying causes of high or low rates are shown. This could, for instance, be increased sickness absence, a great use of external temps or a low delivery percentage towards the citizens.
Business Intelligence improves the social services
The municipality chose TARGIT as the backbone of their new system because of the well-known user-friendliness. “The solution had to be easy to manage, maintain and extend and it had to be customized to fit the needs of the municipality. Moreover, the tool had to be valid, easily comprehensible, require little staff resources and be able to supply us with systematic information,” tells Steen Vinderslev.
It was also important that TARGIT is built on a Microsoft platform because that makes it future proof. “Additionally, TARGIT had a well-defined implementation phase which only demanded limited internal employer resources,” says Steen Vinderslev.
Middelfart was in need of systematic knowledge of their delivered services after a merger of the municipalities. The municipality had become larger financially and had a broader scale of services rendered because they had taken over new working areas from both state and region. That is why Business Intelligence entered the agenda. “A better management tool providing a better financial reporting will help maintaining a development in the municipal services which will make us able to honor the legislative demands and the demands from the citizens we will encounter in the future,” ends Steen Vinderslev.