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PROJECTS 03

People Working in Open Office

Introduction

A central government department department faced considerable challenges with outdated and fragmented spend control processes across various government sectors. Tasked with centralising these processes, Evance Consulting, in partnership with a Digital and Strategy Transformation Consultancy, was engaged to replace multiple systems with a single cohesive digital service named the "Get Approval to Spend Service."

The Challenge

Client Need

  • Integrate various spend control processes into a unified system.

  • Enhance efficiency and governance across government sectors.

  • Ensure system compatibility and data integrity.

The Obstacles

  • Developing a system that integrated diverse spend control processes for different government controls.

  • Ensuring minimal disruption to ongoing governmental functions during the transition.

  • Addressing the unique requirements of each organisation. 

Client's Initial State

  • Multiple fragmented spend control systems that lacked integration.

  • Inefficient processes that hampered operational efficiency and governance.

  • No unified approach to managing spend controls across sectors.

Our Solution

Evance Consulting provided a strategic and collaborative approach to tackle the department’s challenges. Here’s what we did:

Strategic Analysis and Planning

  • Conducted a comprehensive review of existing spend control systems.

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  • Crafted a strategy focused on digital integration and process optimisation.

Collaborative Solution Development

  • Engaged stakeholders through structured workshops to align the new system's functionalities with departmental needs.

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  • Worked closely with a Digital and Strategy Transformation Consultancy to ensure the system met specific requirements.

System Implementation and Training

  • Supported the deployment of the new digital service for Digital and Technology spend control.

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  • Progressed Facilities Management and Learning and Development controls to the UAT phase, setting them up for future deployment.

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  • Developed a train plan and strategy to ensure smooth adoption and effective use of the new system.

The Outcome

  • Successfully launched the "Digital and Technology Spend Control," significantly improving process efficiency and transparency across government spending.

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  • Advanced Facilities Management and Learning and Development controls to near deployment, demonstrating readiness for future integration.

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  • Ensured continuous engagement and cohesive collaboration among stakeholders through structured workshops.​

Conclusion

Evance Consulting’s proficiency in managing and executing large-scale digital transformations within the government sector was exemplified in this project. By prioritising user-centric solutions and transparent communication, we delivered a pioneering system that streamlined spend approvals, setting a new standard in government operational efficiency.

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Is your government department looking to revolutionise its operational processes with advanced digital solutions? Contact Evance Consulting today to explore how we can support your transformation journey.

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Team readiness

Change Management Services

Navigate Change Smoothly with Expert Guidance

Fixed day rate OIR35

Power in Numbers

8

Functional areas investigated to understand requirements, end-to-end processes, policies, and people needs for effective spend control. 

90+

 Stakeholder engagement sessions conducted to ensure the product met all requirements, including policy, process, and user needs.

1

Unified solution/service that met the requirements of all 8 functional areas, ensuring comprehensive policy, process, and user needs alignment.

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