Mona Sandbæk, CFO of Fafo, knows a lot about this. Old routines and crumpled papers were replaced by web-based systems and automated runs.
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We have had the same financial system for 15 years. It's terrible chewy matter -- we've used maybe 25-30 percent of the functionality. It's way too complicated.
It was a cost issue. It has been less expensive to continue with our manual solutions. We've had cheap licenses and home-mortgaged timesheets. But now that two people are soon retiring and are not to be replaced, I intend for us to work smarter, more digitally and more flexibly. Lower personnel costs leave room in the budget to buy a new system.
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“When you buy a system, you don't just buy the system. You also buy the services around. In fact, it is at least as important that you have people following you up and that you are seen as a customer. We got that from our Visma partner!
“The opportunity to be able to work our way forward towards a better document flow on the house, saving time and removing the dependence on home secured solutions.
We had four suppliers in. Our original supplier as well as a supplier that supplies to research institutes, and two different Visma companies.
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“Two systems were opted out at once because they did not have a full digital solution, which would have required upgrading in three years. Our then provider also lacked proper schwung in their system, on top of that we missed better follow up from them in recent years. Visma Net was more flexible, that's why we landed on it. When you buy a system, you don't just buy the system. You also buy the services around. In fact, it is at least as important that you have people following you up and that you are seen as a customer. We got that from our Visma partner!
Our partner, Exsitec, has really been a competent supplier for us, which has been important. First of all, let's invest in a good system, then we'll learn how to use it too!
“Exsitec have been understanding and helpful from day one! They have really been a competent provider for us and that has been important. First of all, let's invest in a good system, then we'll learn how to use it too! We agreed quite early in the project that we wanted to sit together a lot in the startup. Good 1:1 training, mainly on-site, but also follow-up by phone and helpdesk, has equipped us.
“It was pretty amazing to be up and going after only two months. It suggests that we have been motivated and determined to learn something new. People supply timesheets and expense reports. Looking at the accounting section, where we have gone from papers and binders, it is almost a revolution!
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— That you get a full overview of the projects, a simple timesheet and approval routine. A proper project module was most important to us, and it is easy to set up project budgets according to our needs. It also seems to be easy to create filter and pull out the data I need.
“In the old system, I relied on consultants. Changes to a report have cost both time and money. Now, on the other hand, I can use a lot of drag-and-drop and other simple solutions. Once I get into it, I can handle a part myself.
“We brought in a couple of researchers to distribute the ownership of the organization, so that it wasn't just the administration that was going to trump through a solution. It was probably very clever! They were also very enthusiastic about Visma's solutions because it was so flexible and modern.
“It's going to be painful at the start, but in the first six months I'm sure we'll be satisfied.
“We have been working so paper-based and old-fashioned for so long that the transition will be challenging. Now we have to turn our heads around to the fact that everything takes place on a screen. It's going to be a bit sore at the start, but over the first half of the year I'm confident we'll be satisfied. Every change hurts a bit at first.
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Fafo is an independent social science foundation that researches work life and welfare. With 85 employees, there are between 10—12 administrative staff in Fafo. A particularly important mandate is to raise the perspectives of workers and those who are involuntarily excluded from the world of work.
Visma Net is an automated ERP system suitable for growing medium-sized businesses. The system is delivered as a standard product with modules and integrations adapted to your needs in finance, logistics, project management and HR and payroll.
Exsitec was founded in Linköping in 2000 with the goal of helping medium-sized enterprises to have a simpler and more efficient workday with the right system support and seamless integrations. Exsitec is a Nordic group with more than 20 offices in Sweden, Norway and Denmark helping over 4000 corporate clients.
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