Automated Receipting System

Date : Jan 2013 - Mar 2013

On daily basis we were receiving large number of such payments for different services. Because it was very time consuming and laborious work, my team member (Finance Officer)I was not able to allocate quality time to value adding activities like reporting on variances and providing budget related advice to both the Finance and Operations manager. The original system was error prone, which lead to a significant loss in critical financial information. We had to manually check every receipt book to retrieve information both for internal use and auditing. I built a business case for management and presented the benefits, which included a significant time improvement, management visibility of the financial operations related to banking in real time, reduced errors and enhanced reporting capabilities. After receiving the approval from Director operations, I defined the requirements and in cooperation with the IT department and the shortlisted software vendor, developed the solution to integrate a new Receipt manager that would automate the whole process of issuing receipts to the clients. I had previous experience in rolling out SAP in the British Council, so looking at the big picture and using my IT skills related to data bases, I developed the interface between existing accounting systems and the new software. After the pilot testing of the software, I trained the staff in other offices and launched across the three offices. Authored easy step guides for the use of software. 
1. Successful implementation of the software resulted in reducing the staff time by three times compared to manual system
2. Improved the data security as the automatic backup was taken and data was saved on servers
3. Reduced risk of error and increased management over sight due to different access levels for authorised staff
4. New and easy to use reports were available on daily, weekly and monthly basis resulting in effective decision making by managers