Best in Class Finance Functions For Police Forces

Background

Police funding has risen by £4.8 billion and 77 per cent (39 per cent in real terms) since 1997. However the days where forces have enjoyed such levels of funding are over.

Chief Constables and senior management recognize that the annual cycle of looking for efficiencies year-on-year is not sustainable, and will not address the cash shortfall in years to come.
Facing slower funding growth and real cash deficits in their budgets, the Police Service must adopt innovative strategies which generate the productivity and efficiency gains needed to deliver high quality policing to the public.

The step-change in performance required to meet this challenge will only be achieved if the police service fully embraces effective resource management and makes efficient and productive use of its technology, partnerships and people.

The finance function has an essential role to play in addressing these challenges and supporting Forces’ objectives economically and efficiently.

Challenge

Police Forces tend to nurture a divisional and departmental culture rather than a corporate one, with individual procurement activities that do not exploit economies of scale. This is in part the result of over a decade of devolving functions from the center to the.divisions.

In order to reduce costs, improve efficiency and mitigate against the threat of “top down” mandatory, centrally-driven initiatives, Police Forces need to set up a corporate back office and induce behavioral change. This change must involve compliance with a corporate culture rather than a series of silos running through the organization.

Developing a Best in Class Finance Function

Traditionally finance functions within Police Forces have focused on transactional processing with only limited support for management information and business decision support. With a renewed focus on efficiencies, there is now a pressing need for finance departments to transform in order to add greater value to the force but with minimal costs.

1) Aligning to Force Strategy

As Police Forces need finance to function, it is imperative that finance and operations are closely aligned. This collaboration can be very powerful and help deliver significant improvements to a Force, but in order to achieve this model, there are many barriers to overcome. Finance Directors must look at whether their Force is ready for this collaboration, but more importantly, they must consider whether the Force itself can survive without it.

Finance requires a clear vision that centers around its role as a balanced business partner. However to achieve this vision a huge effort is required from the bottom up to understand the significant complexity in underlying systems and processes and to devise a way forward that can work for that particular organization.

The success of any change management program is dependent on its execution. Change is difficult and costly to execute correctly, and often, Police Forces lack the relevant experience to achieve such change. Although finance directors are required to hold appropriate professional qualifications (as opposed to being former police officers as was the case a few years ago) many have progressed within the Public Sector with limited opportunities for learning from and interaction with best in class methodologies. In addition cultural issues around self-preservation can present barriers to change.

Whilst it is relatively easy to get the message of finance transformation across, securing commitment to embark on bold change can be tough. Business cases often lack the quality required to drive through change and even where they are of exceptional quality senior police officers often lack the commercial awareness to trust them.

2) Supporting Force Decisions

Many Finance Directors are keen to develop their finance functions. The challenge they face is convincing the rest of the Force that the finance function can add value – by devoting more time and effort to financial analysis and providing senior management with the tools to understand the financial implications of major strategic decisions.

Maintaining Financial Controls and Managing Risk

Sarbanes Oxley, International Financial Reporting Standards (IFRS), Basel II and Individual Capital Assessments (ICA) have all put financial controls and reporting under the spotlight in the private sector. This in turn is increasing the spotlight on financial controls in the public sector.

A ‘Best in Class’ Police Force finance function will not just have the minimum controls to meet the regulatory requirements but will evaluate how the legislation and regulations that the finance function are required to comply with, can be leveraged to provide value to the organization. Providing strategic information that will enable the force to meet its objectives is a key task for a leading finance function.

3) Value to the Force

The drive for development over the last decade or so, has moved decision making to the Divisions and has led to an increase in costs in the finance function. Through utilizing a number of initiatives in a program of transformation, a Force can leverage up to 40% of savings on the cost of finance together with improving the responsiveness of finance teams and the quality of financial information. These initiatives include:

Centralization

By centralizing the finance function, a Police Force can create centers of excellence where industry best practice can be developed and shared. This will not only re-empower the department, creating greater independence and objectivity in assessing projects and performance, but also lead to more consistent management information and a higher degree of control. A Police Force can also develop a business partner group to act as strategic liaisons to departments and divisions. The business partners would, for example, advise on how the departmental and divisional commanders can meet the budget in future months instead of merely advising that the budget has been missed for the previous month.

With the mundane number crunching being performed in a shared service center, finance professionals will find they now have time to act as business partners to divisions and departments and focus on the strategic issues.

The cultural impact on the departments and divisional commanders should not be underestimated. Commanders will be concerned that:

o Their budgets will be centralized
o Workloads would increase
o There will be limited access to finance individuals
o There will not be on site support

However, if the centralized shared service center is designed appropriately none of the above should apply. In fact from centralization under a best practice model, leaders should accrue the following benefits:

o Strategic advice provided by business partners
o Increased flexibility
o Improved management information
o Faster transactions
o Reduced number of unresolved queries
o Greater clarity on service and cost of provision
o Forum for finance to be strategically aligned to the needs of the Force

A Force that moves from a de-centralized to a centralized system should try and ensure that the finance function does not lose touch with the Chief Constable and Divisional Commanders. Forces need to have a robust business case for finance transformation combined with a governance structure that spans operational, tactical and strategic requirements. There is a risk that potential benefits of implementing such a change may not be realized if the program is not carefully managed. Investment is needed to create a successful centralized finance function. Typically the future potential benefits of greater visibility and control, consistent processes, standardized management information, economies of scale, long-term cost savings and an empowered group of proud finance professionals, should outweigh those initial costs.

To reduce the commercial, operational and capability risks, the finance functions can be completely outsourced or partially outsourced to third parties. This will provide guaranteed cost benefits and may provide the opportunity to leverage relationships with vendors that provide best practice processes.

Process Efficiencies

Typically for Police Forces the focus on development has developed a silo based culture with disparate processes. As a result significant opportunities exist for standardization and simplification of processes which provide scalability, reduce manual effort and deliver business benefit. From simply rationalizing processes, a force can typically accrue a 40% reduction in the number of processes. An example of this is the use of electronic bank statements instead of using the manual bank statement for bank reconciliation and accounts receivable processes. This would save considerable effort that is involved in analyzing the data, moving the data onto different spreadsheet and inputting the data into the financial systems.

Organizations that possess a silo operating model tend to have significant inefficiencies and duplication in their processes, for example in HR and Payroll. This is largely due to the teams involved meeting their own goals but not aligning to the corporate objectives of an organization. Police Forces have a number of independent teams that are reliant on one another for data with finance in departments, divisions and headquarters sending and receiving information from each other as well as from the rest of the Force. The silo model leads to ineffective data being received by the teams that then have to carry out additional work to obtain the information required.

Whilst the argument for development has been well made in the context of moving decision making closer to operational service delivery, the added cost in terms of resources, duplication and misaligned processes has rarely featured in the debate. In the current financial climate these costs need to be recognized.

Culture

Within transactional processes, a leading finance function will set up targets for staff members on a daily basis. This target setting is an element of the metric based culture that leading finance functions develop. If the appropriate metrics of productivity and quality are applied and when these targets are challenging but not impossible, this is proven to result in improvements to productivity and quality.

A ‘Best in Class’ finance function in Police Forces will have a service focused culture, with the primary objectives of providing a high level of satisfaction for its customers (departments, divisions, employees & suppliers). A ‘Best in Class’ finance function will measure customer satisfaction on a timely basis through a metric based approach. This will be combined with a team wide focus on process improvement, with process owners, that will not necessarily be the team leads, owning force-wide improvement to each of the finance processes.

Organizational Improvements

Organizational structures within Police Forces are typically made up of supervisors leading teams of one to four team members. Through centralizing and consolidating the finance function, an opportunity exists to increase the span of control to best practice levels of 6 to 8 team members to one team lead / supervisor. By adjusting the organizational structure and increasing the span of control, Police Forces can accrue significant cashable benefit from a reduction in the number of team leads and team leads can accrue better management experience from managing larger teams.

Technology Enabled Improvements

There are a significant number of technology improvements that a Police Force could implement to help develop a ‘Best in Class’ finance function.

These include:

A) Scanning and workflow

Through adopting a scanning and workflow solution to replace manual processes, improved visibility, transparency and efficiencies can be reaped.

B) Call logging, tracking and workflow tool

Police Forces generally have a number of individuals responding to internal and supplier queries. These queries are neither logged nor tracked. The consequence of this is dual:

o Queries consume considerable effort within a particular finance team. There is a high risk of duplicated effort from the lack of logging of queries. For example, a query could be responded to for 30 minutes by person A in the finance team. Due to this query not being logged, if the individual that raised the query called up again and spoke to a different person then just for one additional question, this could take up to 20 minutes to ensure that the background was appropriately explained.

o Queries can have numerous interfaces with the business. An unresolved query can be responded against by up to four separate teams with considerable delay in providing a clear answer for the supplier.

The implementation of a call logging, tracking and workflow tool to document, measure and close internal and supplier queries combined with the set up of a central queries team, would significantly reduce the effort involved in responding to queries within the finance departments and divisions, as well as within the actual divisions and departments, and procurement.

C) Database solution

Throughout finance departments there are a significant number of spreadsheets utilized prior to input into the financial system. There is a tendency to transfer information manually from one spreadsheet to another to meet the needs of different teams.

Replacing the spreadsheets with a database solution would rationalize the number of inputs and lead to effort savings for the front line Police Officers as well as Police Staff.

D) Customize reports

In obtaining management information from the financial systems, police staff run a series of reports, import these into excel, use lookups to match the data and implement pivots to illustrate the data as required. There is significant manual effort that is involved in carrying out this work. Through customizing reports the outputs from the financial system can be set up to provide the data in the formats required through the click of a button. This would have the benefit of reduced effort and improved motivation for team members that previously carried out these mundane tasks.

In designing, procuring and implementing new technology enabling tools, a Police Force will face a number of challenges including investment approval; IT capacity; capability; and procurement.

These challenges can be mitigated through partnering with a third party service company with whom the investment can be shared, the skills can be provided and the procurement cycle can be minimized.

Conclusion

It is clear that cultural, process and technology change is required if police forces are to deliver both sustainable efficiencies and high quality services. In an environment where for the first time forces face real cash deficits and face having to reduce police officer and support staff numbers whilst maintaining current performance levels the current finance delivery models requires new thinking.

While there a number of barriers to be overcome in achieving a best in class finance function, it won’t be long before such a decision becomes mandatory. Those who are ahead of the curve will inevitably find themselves in a stronger position.

What You Get From Online Pharmacies

Drug consumers now have 2 choices in purchasing their health treatments. The traditional and customary means is ordering from brick and mortar medicine pharmacies. These pharmacies not only entail spending for the drugs but also for the traveling charges. Individuals on a tight budget can opt for cheaper costs offered in online drug stores. The Internet based pharmacies are suitable for individuals] requiring maintenance treatment or those who live in far away areas. Web pharmacies also provide inexpensive bulk discounts. Large families can benefit and purchase at large orders from these Internet pharmacies.Relevance of Prescribed Notes
Like local pharmacies, the medicines you purchase must be approved by a doctor prescription ensures your health and future well being. Without the prescribed note, the pharmacy will not deliver your order. The unreliable online pharmaceuticals don’t need a prescribed note. With a doctor’s advice, you can know better the medicine’s chemical reactions and request for an exact brand name from the pharmacy. If your state can be remedied using a generic alternative, most online pharmacies offer lower prices for generic drugs. Unlike offline drug stores that can run out of supply, the online pharmacies will have them readily available. The pharmacy site also enables you to view all their offered medications. You do not have to face a long line just to ask a sales person if they have your drug.Picking the Web Pharmaceutical
When limiting your web pharmaceutical options, opt for the ones with a wide range of medicines. The top drug stores categorize their supplies based on their function. A comprehensive pharmacy site includes weight reduction medicines, pain killers, allergy medicines, and so on.Apart from the supply list, the online drug store should post their license. They must have approval from the FDA and a state pharmacy license. Without these approvals, the drugs aren’t being watched over and rechecked for apt processing. Review websites are also accessible for your referral. These websites come from testimonies of actual customers. Another useful source are forums of online pharmacy consumers.Confirmation Indicators of the Pharmacy
Check the website as well for an existing office address and contact number. Call the number to see if a business agent answers. Look through the web for the street address and check if it is a real place. If you gain nonexistent results, clearly it is a fake company.The drug store must always guarantee that the details you transmit are kept private. Look out for a lock key or read the legal terms to understand where your credit card or payment info is going. Your email should also be be confidential because you will end up with spam about Viagra or scam diet medicines.If the online pharmacy has trusted qualities, you’ll be able to save more money ordering from that site. Implement quality research to ensure you opt for a pharmacy that carries out quality services. The hours you spend will be an investment to your body’s long-term future. If you still think they’re not a practical choice, weight its disadvantages over the negatives of local pharmacies.

Finding Business Loans Online – Financing As Close As Your Fingertips

The Internet is the best place for the consumer to find extensive availability of loans, make an informed decision and apply without leaving their home or office. In the past, a prospective business owner had to physically go to a financial institution in person to apply for loans. At the bank or lending institution, they were given a sheaf of papers to complete and often wasted valuable time waiting around bank approval. This process was boring, time inefficient and daunting. Enter the better way: loans online. Courtesy of the Internet, the business entrepreneur can sit at home and go through the entire loan application process online, at any time of day or night. The consumer is offered choices and given the ability to check and compare multiple loan offers.There are various options to financing a small business, which is the purpose of this article, to assist in researching and securing loans conveniently. Depending on the development stage of your small-business idea, you will have different financing requirements than other small businesses.Can you create and customize a loan to suit your needs? One of the answers can be found at a website representing a company called simply Business Finance. This site can help you determine what specific sources of financing are needed, and how the requirements are related to the state of your small business both financially and growth-wise. Business Finance does give a variety of descriptions on the different classes of financing available for small businesses. This enables the loan applicant to better categorize the sort of options for which to apply. Serving as an intermediary for roughly 400 lenders, this website also provides a tool to assist in determining the amount of money you might need to borrow. Lenders will vary as far as loan requirements, but this website offers a description of lending requirements. Not your only source, but one of the best, this website has been focused upon creating opportunities in this relatively new market.The second company that is also greatly beneficial in helping to shop and create financing packages is supported by America One Unsecured Loans. This company specializes in start-up and fast-track loans. A small business entrepreneur seeking money in the form of an unsecured loan can find this an indispensable source to assist with financing needs. At America One, they seem to understand just how frustrating it is to find financing and complete a loan in today’s economic environment. Their specialty product is a signature loan that can be used for any purpose, with no collateral required. Approval is based upon current credit standing.This online resource does offer a very fast turnaround time in regard to approval or denial so that if your need is time-sensitive, an answer is fairly immediate. The turnaround time as listed on the website is one to three days. Once approved, this America One Unsecured Loan can be in the form of unsecured debt, and collateral such as equity in a home may not be needed.Remember that when shopping for small-business loans online, make sure that the financing fits your business requirements and plans for future development.