maximising efficiency the role of technology charles keegan director of corporate services
TRANSCRIPT
Maximising EfficiencyThe Role of Technology
Charles Keegan
Director of Corporate Services
Last Year: you said, we did
• Asked for:– More information via social media– News alerts to AiB website– DAS themed updates– Additional information in register of insolvency (RoI)
• We did:– Developed twitter account @aib_updates – ebulletin subscription service– Created the DAS newsletter (two editions so far)– additional information added to RoI
Scotland’s Digital Future: Delivery of Public Services
• Adopt an approach of ‘digital first’• Work collaboratively to simplify and join up
services• Integrate public services across
organisational boundaries
http://www.scotland.gov.uk/Resource/0040/00402111.pdf
What AiB offer now
• Register of Insolvencies – ROI• Contracted Out Insolvency Services portal• Debt Arrangement Scheme hub• Debt Arrangement Scheme Register• ROI downloads to Credit Reference Agencies
• Secure File Transfer Protocol (SFTP)• Electronic Accounts Workbook for use by Trustees
AiB Trust Deed Registration paper process
Post opened Mail delivered to team Sort and count application Cover sheet for scanning Volumes of applications recorded Scanning Filed Destruction
Minimum eight step process involving three people
Electronic Trust Deed Registration Process
Access SFTP Highlight document and send to AiB case
management system (MIDAS) Mail immediately in a MIDAS work queue
Three step process taking less than a minute
What are the benefits to AiB?
Quicker, instant transfer to work queues Increased Efficiency, staff resource savings Cheaper and greener, less paper, postage, energy
Cost Benefit Analysis
Benefits
• Estimated annual cost saving to AiB (based on 2011 volume)
£65,000
• Average saving over the life of a Protected Trust Deed - per case to AiB
approx £15.00
• PC Licence £40
Potential Benefits to Insolvency Practitioners
Significant reduction in postage costs Improved efficiency by reducing staff time Improved turnaround time in protecting cases Increased confidentiality - documents will
always go to exactly the correct person/department
Less room for human error Improved Quality Estimated £5-7 savings to the Trustee
Testimonial from the Pilot Exercise
“As a company are very keen to move forward with regards to technology and to use systems that will improve our service and believe that this is one of the steps everyone should be taking going forward”
Electronic Accounts Workbook
AiB initiative
• AiB wanted to develop a workbook to make the trustee accounts process more efficient
• The workbook is based on the electronic workbook used in the Provider Contract
• Currently being piloted by since October 2012
• Will be available to all Trustees in 2013
Common Benefits
Fewer errors Increased efficiency, audits completed fasterFewer queries or amendments to accountsClearly identify which outlays do or do not
attract an audit feeEasily identify which fees have been raised /
settled
Individual Organisation Benefits
For Trustees
Automatic calculation of Scheme of Division Automatic calculation of dividend and statutory
interest Automatic calculation for restricted fees
For AiB
Fewer calculations required Faster training
Advertising Trust Deeds on the RoI
• Summer 2013 regulations published transferring advertising trust deeds from the Edinburgh Gazette to the Register of Insolvencies
• Autumn 2013 launch of new RoI advertising trust deeds service
• Maintain or reduce current price• AiB will charge less for digital submission
Discussion
For IPs
• Would you like to start using SFTP?• Are you interested in joining the pilot for eworkbooks?• What process changes would you like to see when we
launch advertising trust deeds?
For All
• What existing services do you want AiB to look at next to deliver digitally?– How can we make the service faster?– Are there other organisations we can learn from?– What can we do for money advisors?– Do you need changes to the RoI?
Charles Keegan, Director of Corporate Services0300 200 2924, [email protected]
1 PENNYBURN ROAD, KILWINNING, AYRSHIRE, KA13 6SAT 0300 200 2600 F 0300 200 2601 W WWW.AIB.GOV.UK
THANK YOU