Shared service was one of the main themes during the Association of Government Accountants Professional Development Training. You might increasingly hear about shared service, but how does it really benefit agencies and what makes it successful?
Aging infrastructure is one of the Federal government’s biggest challenges. One event panel shared that $3 billion worth of systems are aging and need upgrades. Additionally, 9 out of 10 Federal IT managers see IT modernization as a top priority. Technology advances rapidly, compounding the fact that legacy systems are ill equipped to deal with security, lack flexibility and integration capability, and require more time to maintain. Imagine the impacts of your physician relying on imaging technology from 50 years ago.
At its core, shared service centralizes and integrates business functions. This model provides many benefits:
- Promoting cross-functional efficiencies.
- Streamlining processes.
- Reducing redundancies.
- Increasing knowledge sharing.
- Achieving economies of scale.
Many, if not all, of these benefits are gained through one of the biggest advantages of a shared service: technology. Users have access to the latest technology and support at a fraction of the cost. That’s why GrantSolutions’ approach to Federal grants management has been a shared model for more than 10 years. We believe it is the key to managing grants efficiently and effectively.
Below are a few elements that are critical to successful IT modernization:
Collaboration
Those providing you an IT system should be at the top of their field when it comes to technology and problem solving. But even the best and brightest won’t be expert in your field. Having an IT partner that will audit your current systems and processes and collaboratively work with you to develop solutions will ensure you get the system you want and need. Your partner must be willing to listen and your team must be willing to talk. Make sure key personnel in your program are available and engaged in the process from start to finish.
Scalable, Adaptable Systems
Grants management is important no matter the size of the program. We must ensure our systems are robust enough for large grants programs yet simple enough for smaller ones. A customizable and flexible system lets programs pick and choose the features most relevant to their needs, which may or may not shift over time. Flexibility and adaptability are also essential to address varying mission needs and compliance requirements across organizations.
Communications and Support
Change is difficult. Having a plan for communicating change well in advance will help prepare for the culture shift that must occur. Let people know what is happening when and be ready to answer questions. As the transition rolls out, having sufficient technical support and training materials will ensure users can access the resources to be successful. The more support users have, the better the chances for adoption.
Agility
Systems are complex, so plan on making adjustments along the way. Through testing and beyond, technology can be fickle. Routinely monitor systems and processes to identify and address gaps or improve existing features. Maintain feedback loops between users, decision makers, and IT experts to ensure a fluid process.
