Meetingpoint Wermland Ulf Borg Operating projectleader Meetingpoint Wermland

Meetingpoint Wermland Ulf Borg Operating projectleader, Meetingpoint Wermland Operating projectleader, in a similar project called e. Samverkan Chairman SFTI beredningsgrupp. SFTI is responsible for the standard we use in the public sector in Sweden.

Meetingpoint Wermland Background Our project has been focused on the county of Värmland their 16 municipalities an their suppliers that sending Invoices to the municipalities

Meetingpoint Wermland The country of Sweden

Meetingpoint Wermland The Värmland county

Meetingpoint Wermland Regional Facts & Figures about Värmland Population 273 771. There is an average of 15, 7 inhabitants/km 2: lots of space! Area 19 388 km 2. This is about 2/3 of Holland, which has approximately 15 million inhabitants, as comparison. Municipalities The region consists of 16 municipalities. The largest in area is Torsby and the smallest is Hammarö. Biggest city is Karlstad. The regional seat of government has 84 061 inhabitants. Distances Stockholm 320 km; 2. 5 h by train, 40 min by airplane Gothenburg 260 km, 2. 5 h by train Oslo 200 km, 2. 5 h by train

Meetingpoint Wermland Background Facts concerning to incomming invoices to the municipalities 1. First and not at least this is a rather technical project 2. The 16 municipalities are receiving approximatly 600. 000 invoicies from their suppliers. 3. A study from 2005 at the municipality of Torsby has showed that a regular invoice in papper format, takes 28 minutes to handle in administrative time. 4. The volume of 600. 000 invoices * 28 minutes = 280. 000 hours in administrative time 5. The admistrative cost per hour was calculated to 25 euro 6. The total cost for handling 600. 000 invoices will then be 7 000 euro

Meetingpoint Wermland Start and goals in the project 1. The purpose of the project was to reduce coast and time for administration of incomming invoices to the municipalities 2. We started the project in full speed in the beginning of 2006 with 3 municipalities. 3. One goal that was set was that all 16 municipalities has started with electronic Invoice in the end of 2008. 4. Another goal was to use the specific SFTI standard. 5. We had found out that it´s necessary to form and developed a communication platform that will be used by all the municipalities in order to reach efficiency and synergism 6. Full focus was set to use electronic invoice (not scanning). 7. Another goal was set to reach more than 50 % proportion of all invoices to be electronic invoices for at least 3 municipalities in the end of 2008.

Meetingpoint Wermland Result in the end of 2008 1. We have done a new study in the municipality of Torsby of the effects that they have reached. • Torsby have received 65% electronic invoice and the remaining 35% has been scanned. • The study showed that the average administrative time for handle an electronic Invoice is less than 4 minutes vs. 28 minutes for a paper invoice. The average time for a scanned invoice is 7 minutes. • An electronic invoice has a average transaction cost of 0, 15 euro and a scanned invoice has a tansaction cost of 0, 42 euro.

Meetingpoint Wermland Result in the end of 2008 2. Three (3) municipalities have reached the goal we had set up in the start of the project to get more than 50% of all invoices as electronic invoice 3. 14 municiplaities has started with electronic invoices, the other two will start during 2009. The goal was set to all 16. 4. We have formed a communication platform witch gives us efficiency and synergism. 5. We have developed a method in how to do the work 6. We have a lot of satisfied municiplaities as well as suppliers 7. We have a great result concerning to connecting SME suppliers.

Meetingpoint Wermland Conclusion The reduced administrative cost for an: § Electronic invoice is 86 % § Scanned invoice is 75 % Concerning to Torsby the result will show that the administrative cost is reduced to an average time of little more than 5 minutes for each invoice vs. 28 minutes for a paper invoice. Other effects in Torsby with electronic invoices is higher qualities in the administrative process, better control and of course a good achievement to make a better enviroment by using electronic invoices.

Meetingpoint Wermland Why have we made such a good result? 1. Focus on to make synergism 2. We have developed specific methods to make the job more efficient 3. We have been working hard to make a common communication platform 4. We have formed a portal that is used when connecting suppliers to send electronic invoices to all municipalities and the work has a certain flow that includs our methods that are built in. Something to know about the work in connecting suppliers is that this is a work that needs patiens, it´s easy to get frustrated and it´s a rather complex work with a lot of questions and their is only a few municipalities in the whole country that are skilled too do this work on their own.

Meetingpoint Wermland Some information about our portal and the methods thats used

Meetingpoint Wermland 1. First step in the process is to collect information of the supplier such as if he can send an electronic invoice, what standards he can use, what id he uses and what communication party he uses to send tte invoice. 2. The method we use is to send an questionnaire from the portal to the supplier

The questionary will come back with information that needed in the next steps

Meetingpoint Wermland 1. First step is to collect information of the supplier such as if he can send an electronic invoice. What standards he can use. What id he uses and what communication party he uses to send te invoice. 2. The method we use is to send an questionnaire from the portal to the supplier 3. In the same time the supplier will be able to find out everything abuot the municipality concerning to standards, ID, Party identification, communication and so on.

The supplier will be able to get information for every each municipality

Meetingpoint Wermland 1. First step is to collect information of the supplier such as if he can send an electronic invoice. What standards he can use. What id he uses and what communication party he uses to send te invoice. 2. The method we use is to send an questionnaire from the portal to the supplier 3. In the same time as the supplier r he can also find out everything abpot the municipality 4. When getting the answer the next step will be to start of connect the suppliers against the municipality (ies). In the Portal we starts this process by using the Implementation step.

In the Implementation step we will get status in 5 main activities that have to be done. By using colours it´s easy to se the actual situation. For each step and for a certain municipality.

Meetingpoint Wermland One of the most importent activities in our project was to form and develope a communication platform that should be used for all municipalities. The reason for that was to get the work to be more efficient and to get synergism.

Portal för e-handel i Värmland Säffle Sunne Vansbro Torsby Arvika Kristinehamn Filipstad Hagfors Storfors Logica, BTS-EDI Fulltextfaktura Svefaktura Itella Tieto EDB Posten Main flow from bigger suppliers

Portal för e-handel i Värmland Säffle Sunne Torsby Vansbro Arvika Kristinehamn Filipstad Hagfors Logica, BTS-EDI Fulltextfaktura Svefaktura Direktkoppling FTP Communication flow for SME suppliers Storfors

Portal för e-handel i Värmland Säffle Sunne Torsby Vansbro Arvika Kristinehamn Filipstad Hagfors Storfors Webb Faktura Communication flow for SME suppliers that uses solutions from banks. Bank VAN leverantörer som nyttjar Banker

Meetingpoint Wermland The concept that we have formed from Meetingpoint Wermland has been adopted by other projects and help for some of the biggest municipalities in Sweden lika Malmö and Gothenburg. As well as for real small municipalities like Eda.

Meetingpoint Wermland Thanks for me