Our client needed help with consolidating contact spreadsheets in a more timely, accurate and efficient way. The Major Contracts List is a master file of a series of spreadsheets that capture key information relating to major contracts within the organisation. Our client was dealing with more than 50 separate spreadsheets maintained which are then manually consolidated into a master list to provide an organisational wide view. These excel spreadsheets are prone to error with many fields being free form text fields with no standardisation or consistency in format. Due to the manual effort involved, staff are only requested to update the major contracts list once per quarter so the data provided is not a real-time indicator. Callida needed to implement a system that enabled the spreadsheets to be easily accessible and freely used to create graphs, charts and dashboards within reports for the Executive Committees and other Commercial Information products.
Callida identified an existing web-based application already in-use by the Division. The application was a bespoke, inhouse application that could be extended to create a new module for a web-based Major Contracts List. The new list is more robust with built in data validations to improve data quality and reduce rework. The web-based module offers the advantages of:
1. Greater ease of controlled access
2. Simplifies the process and increases automation through field standardisation
3. Offers real time reporting for users to self-serve
The new system was only implemented in June 2018 so there’s no metrics yet. Anecdotally, staff are really impressed and excited by the reporting capability and the opportunities it presents to extend/further enhance business processes in the future. The data improvements ensure that the data is more accurate and complete to properly meet business and reporting needs.
The First Assistant Secretary of the Division has advised “This is a really great initiative and I’m impressed by the progress made to date. It will make a valuable contribution to our reforms”.
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