Best in Class Finance Functions For Police Forces

Background

Police funding has risen by £4.8 billion and 77 per cent (39 per cent in real terms) since 1997. However the days where forces have enjoyed such levels of funding are over.

Chief Constables and senior management recognize that the annual cycle of looking for efficiencies year-on-year is not sustainable, and will not address the cash shortfall in years to come.
Facing slower funding growth and real cash deficits in their budgets, the Police Service must adopt innovative strategies which generate the productivity and efficiency gains needed to deliver high quality policing to the public.

The step-change in performance required to meet this challenge will only be achieved if the police service fully embraces effective resource management and makes efficient and productive use of its technology, partnerships and people.

The finance function has an essential role to play in addressing these challenges and supporting Forces’ objectives economically and efficiently.

Challenge

Police Forces tend to nurture a divisional and departmental culture rather than a corporate one, with individual procurement activities that do not exploit economies of scale. This is in part the result of over a decade of devolving functions from the center to the.divisions.

In order to reduce costs, improve efficiency and mitigate against the threat of “top down” mandatory, centrally-driven initiatives, Police Forces need to set up a corporate back office and induce behavioral change. This change must involve compliance with a corporate culture rather than a series of silos running through the organization.

Developing a Best in Class Finance Function

Traditionally finance functions within Police Forces have focused on transactional processing with only limited support for management information and business decision support. With a renewed focus on efficiencies, there is now a pressing need for finance departments to transform in order to add greater value to the force but with minimal costs.

1) Aligning to Force Strategy

As Police Forces need finance to function, it is imperative that finance and operations are closely aligned. This collaboration can be very powerful and help deliver significant improvements to a Force, but in order to achieve this model, there are many barriers to overcome. Finance Directors must look at whether their Force is ready for this collaboration, but more importantly, they must consider whether the Force itself can survive without it.

Finance requires a clear vision that centers around its role as a balanced business partner. However to achieve this vision a huge effort is required from the bottom up to understand the significant complexity in underlying systems and processes and to devise a way forward that can work for that particular organization.

The success of any change management program is dependent on its execution. Change is difficult and costly to execute correctly, and often, Police Forces lack the relevant experience to achieve such change. Although finance directors are required to hold appropriate professional qualifications (as opposed to being former police officers as was the case a few years ago) many have progressed within the Public Sector with limited opportunities for learning from and interaction with best in class methodologies. In addition cultural issues around self-preservation can present barriers to change.

Whilst it is relatively easy to get the message of finance transformation across, securing commitment to embark on bold change can be tough. Business cases often lack the quality required to drive through change and even where they are of exceptional quality senior police officers often lack the commercial awareness to trust them.

2) Supporting Force Decisions

Many Finance Directors are keen to develop their finance functions. The challenge they face is convincing the rest of the Force that the finance function can add value – by devoting more time and effort to financial analysis and providing senior management with the tools to understand the financial implications of major strategic decisions.

Maintaining Financial Controls and Managing Risk

Sarbanes Oxley, International Financial Reporting Standards (IFRS), Basel II and Individual Capital Assessments (ICA) have all put financial controls and reporting under the spotlight in the private sector. This in turn is increasing the spotlight on financial controls in the public sector.

A ‘Best in Class’ Police Force finance function will not just have the minimum controls to meet the regulatory requirements but will evaluate how the legislation and regulations that the finance function are required to comply with, can be leveraged to provide value to the organization. Providing strategic information that will enable the force to meet its objectives is a key task for a leading finance function.

3) Value to the Force

The drive for development over the last decade or so, has moved decision making to the Divisions and has led to an increase in costs in the finance function. Through utilizing a number of initiatives in a program of transformation, a Force can leverage up to 40% of savings on the cost of finance together with improving the responsiveness of finance teams and the quality of financial information. These initiatives include:

Centralization

By centralizing the finance function, a Police Force can create centers of excellence where industry best practice can be developed and shared. This will not only re-empower the department, creating greater independence and objectivity in assessing projects and performance, but also lead to more consistent management information and a higher degree of control. A Police Force can also develop a business partner group to act as strategic liaisons to departments and divisions. The business partners would, for example, advise on how the departmental and divisional commanders can meet the budget in future months instead of merely advising that the budget has been missed for the previous month.

With the mundane number crunching being performed in a shared service center, finance professionals will find they now have time to act as business partners to divisions and departments and focus on the strategic issues.

The cultural impact on the departments and divisional commanders should not be underestimated. Commanders will be concerned that:

o Their budgets will be centralized
o Workloads would increase
o There will be limited access to finance individuals
o There will not be on site support

However, if the centralized shared service center is designed appropriately none of the above should apply. In fact from centralization under a best practice model, leaders should accrue the following benefits:

o Strategic advice provided by business partners
o Increased flexibility
o Improved management information
o Faster transactions
o Reduced number of unresolved queries
o Greater clarity on service and cost of provision
o Forum for finance to be strategically aligned to the needs of the Force

A Force that moves from a de-centralized to a centralized system should try and ensure that the finance function does not lose touch with the Chief Constable and Divisional Commanders. Forces need to have a robust business case for finance transformation combined with a governance structure that spans operational, tactical and strategic requirements. There is a risk that potential benefits of implementing such a change may not be realized if the program is not carefully managed. Investment is needed to create a successful centralized finance function. Typically the future potential benefits of greater visibility and control, consistent processes, standardized management information, economies of scale, long-term cost savings and an empowered group of proud finance professionals, should outweigh those initial costs.

To reduce the commercial, operational and capability risks, the finance functions can be completely outsourced or partially outsourced to third parties. This will provide guaranteed cost benefits and may provide the opportunity to leverage relationships with vendors that provide best practice processes.

Process Efficiencies

Typically for Police Forces the focus on development has developed a silo based culture with disparate processes. As a result significant opportunities exist for standardization and simplification of processes which provide scalability, reduce manual effort and deliver business benefit. From simply rationalizing processes, a force can typically accrue a 40% reduction in the number of processes. An example of this is the use of electronic bank statements instead of using the manual bank statement for bank reconciliation and accounts receivable processes. This would save considerable effort that is involved in analyzing the data, moving the data onto different spreadsheet and inputting the data into the financial systems.

Organizations that possess a silo operating model tend to have significant inefficiencies and duplication in their processes, for example in HR and Payroll. This is largely due to the teams involved meeting their own goals but not aligning to the corporate objectives of an organization. Police Forces have a number of independent teams that are reliant on one another for data with finance in departments, divisions and headquarters sending and receiving information from each other as well as from the rest of the Force. The silo model leads to ineffective data being received by the teams that then have to carry out additional work to obtain the information required.

Whilst the argument for development has been well made in the context of moving decision making closer to operational service delivery, the added cost in terms of resources, duplication and misaligned processes has rarely featured in the debate. In the current financial climate these costs need to be recognized.

Culture

Within transactional processes, a leading finance function will set up targets for staff members on a daily basis. This target setting is an element of the metric based culture that leading finance functions develop. If the appropriate metrics of productivity and quality are applied and when these targets are challenging but not impossible, this is proven to result in improvements to productivity and quality.

A ‘Best in Class’ finance function in Police Forces will have a service focused culture, with the primary objectives of providing a high level of satisfaction for its customers (departments, divisions, employees & suppliers). A ‘Best in Class’ finance function will measure customer satisfaction on a timely basis through a metric based approach. This will be combined with a team wide focus on process improvement, with process owners, that will not necessarily be the team leads, owning force-wide improvement to each of the finance processes.

Organizational Improvements

Organizational structures within Police Forces are typically made up of supervisors leading teams of one to four team members. Through centralizing and consolidating the finance function, an opportunity exists to increase the span of control to best practice levels of 6 to 8 team members to one team lead / supervisor. By adjusting the organizational structure and increasing the span of control, Police Forces can accrue significant cashable benefit from a reduction in the number of team leads and team leads can accrue better management experience from managing larger teams.

Technology Enabled Improvements

There are a significant number of technology improvements that a Police Force could implement to help develop a ‘Best in Class’ finance function.

These include:

A) Scanning and workflow

Through adopting a scanning and workflow solution to replace manual processes, improved visibility, transparency and efficiencies can be reaped.

B) Call logging, tracking and workflow tool

Police Forces generally have a number of individuals responding to internal and supplier queries. These queries are neither logged nor tracked. The consequence of this is dual:

o Queries consume considerable effort within a particular finance team. There is a high risk of duplicated effort from the lack of logging of queries. For example, a query could be responded to for 30 minutes by person A in the finance team. Due to this query not being logged, if the individual that raised the query called up again and spoke to a different person then just for one additional question, this could take up to 20 minutes to ensure that the background was appropriately explained.

o Queries can have numerous interfaces with the business. An unresolved query can be responded against by up to four separate teams with considerable delay in providing a clear answer for the supplier.

The implementation of a call logging, tracking and workflow tool to document, measure and close internal and supplier queries combined with the set up of a central queries team, would significantly reduce the effort involved in responding to queries within the finance departments and divisions, as well as within the actual divisions and departments, and procurement.

C) Database solution

Throughout finance departments there are a significant number of spreadsheets utilized prior to input into the financial system. There is a tendency to transfer information manually from one spreadsheet to another to meet the needs of different teams.

Replacing the spreadsheets with a database solution would rationalize the number of inputs and lead to effort savings for the front line Police Officers as well as Police Staff.

D) Customize reports

In obtaining management information from the financial systems, police staff run a series of reports, import these into excel, use lookups to match the data and implement pivots to illustrate the data as required. There is significant manual effort that is involved in carrying out this work. Through customizing reports the outputs from the financial system can be set up to provide the data in the formats required through the click of a button. This would have the benefit of reduced effort and improved motivation for team members that previously carried out these mundane tasks.

In designing, procuring and implementing new technology enabling tools, a Police Force will face a number of challenges including investment approval; IT capacity; capability; and procurement.

These challenges can be mitigated through partnering with a third party service company with whom the investment can be shared, the skills can be provided and the procurement cycle can be minimized.

Conclusion

It is clear that cultural, process and technology change is required if police forces are to deliver both sustainable efficiencies and high quality services. In an environment where for the first time forces face real cash deficits and face having to reduce police officer and support staff numbers whilst maintaining current performance levels the current finance delivery models requires new thinking.

While there a number of barriers to be overcome in achieving a best in class finance function, it won’t be long before such a decision becomes mandatory. Those who are ahead of the curve will inevitably find themselves in a stronger position.

Importance Of Investment Diversification

“It is best not to put all of one’s eggs into one basket!” This is most likely a statement that you may have heard many times throughout your life and when it comes to investing, this statement is a reality. Diversifying one’s investments is the main factor in making a success when it comes to investing. All of the people who have made great returns from their monies have been seen to develop investment portfolios that operate in different market sectors and we advise that you should do the same too!Developing a varied investment portfolio might include purchasing various shares and stocks that come from companies that operate in different business sectors. Methods used to achieve the desired objective may consist of buying government bonds, putting funds in money market accounts or maybe even into property i.e. buy to lets, houses of multiple occupancy [HMOs] and also the standard buying and renting out homes. The key is to invest in different market sectors.Over time all of the data shows that those who savvy investors who take the time to develop investment portfolios that are well diversified on average experience more stable & consistent returns on their investments this is when compared to those investors who happen to put their monies in one investment vehicle. By investing in those companies that operate in different market sectors [industrial, retail, consumer, business to business etc, etc] will mean that your risk factor is lower too.For example if you have invested all of your money in one company and that company’s shares goes down, you will lose some, a lot or all worst case all of your funds. Looking at this from another perspective if you happen to have invested in say shares from ten different companies and nine are doing well while one plunges averages say that you will still make some money or your losses will be minimized..A good investment diversification portfolio will include a number of fundamentals e.g. they will include stocks & shares, bonds, property and of course cash!! It may take time to develop a fully diversified investment portfolio. Depending on how much you have to invest at the outset you may have to start small say only investing in cash and then go onto invest in maybe property over times.This methodology may prove to be fine – however if you can split the investments that you make at the start – it will be a fact that your risk of losing your money will be much lower and as time passes you will see increasingly more attractive returns from your monies.The finance experts also say that you should spread your investment monies evenly among your chosen investments targets. Put another way – if you happen to start with an investment fund of £100000 & invest £25000 in stocks and shares, £25000 in property, £25000 in bonds & then decide to invest the other £25000 in a savings account that pays a decent amount of interest.This is the foundation to building a long term diversified investment portfolio and we see property to be one of the most tried to tested methods for delivering outstanding returns on ones investment funds.

An Online Health Food Store Supplies More Info For Consumers on Natural Products Like Health Drinks

Online Health Food Stores have become a one-stop shop for health drinks and all natural foods that you can’t find in typical supermarkets or even retail health food stores. While it’s difficult these days to determine what items are really healthy and “natural” by looking at labels, online health food stores often have far more in-depth information available to consumers. Many times, products like health drinks may have only one natural ingredient, but still be labeled, “natural”, which does not always mean they’re healthy. This can be confusing for health conscious shoppers who want the highest quality nutrition.Online health food stores are often much more thorough in describing the true nature of their health drinks and other products. They go to great lengths assuring customers that things like preservatives, isolated vitamins, artificial dyes or sweeteners are not included in their all natural foods and health drinks. They investigate the manufacturing facilities and processes to be certain that products are processed at low temperatures to maintain the whole food structures and live enzymes inherent in truly natural ingredients. Unfortunately, some of the so-called health drinks and all natural foods at typical stores are devoid of nutrients because of the processing and pasteurization in the packaging processes.There has never been a better time to discover a new way of shopping for healthy products. Here are a few examples of things you will find at an online health food store that may appear the same as typical store bought items on the surface, but are vastly different in the way they are processed:* Vitamins – At the online health food store it is more likely these are whole food vitamins, not isolated vitamins, which will give you more effective absorption of nutrients directly into your cells.* Natural low carb and high fiber foods – These are not fake-food substitutes, but real, all natural food formulas prepared with long-term results in mind.* Health drinks and teas – Not enhanced bottled waters or candy colored sport drinks, but herbal beverages with whole food ingredients and live enzymes.* Alkaline Foods and Drinks – Unlike overly processed foods and drinks that create an acid ash in the bloodstream, alkaline foods and drinks support a healthy pH balance, so you can avoid health problems such as bone weakness and arthritis.* Nutrition for athletes and pregnant women – Concentrated with many pounds of natural ingredients to produce one pound of finished product, these online health food store products provide more power in fewer calories.Many of the all natural foods and health drinks from an online health food store are likely to contain ingredients that have been grown on small farms or even in the wilderness, without the use of harmful pesticides and chemical fertilizers that are robbing our foods of real nutrients. This is far different from mass-produced products made with so-called “natural” ingredients that have been manufactured on giant factory farms with artificial fertilizers and dangerous pesticides.If you wouldn’t use it in your own garden, then you probably won’t find it in products grown for all natural foods and health drinks at an online health food store. You would be surprised to know how many non-organic foods, and even some labeled as “natural”, have been grown that way. The United States Department of Agriculture defines organic food as produced by a farmer practicing soil and water conservation. In addition, they must make use of renewable resources in order to protect the environment for future generations. These are the types of all natural foods and health drinks that you will find at a reliable online health food store.Today, some people avoid healthy lifestyle choices because they think the cost is too high or that alternative choices will rob them of modern day conveniences. However, it is important to realize that modern technology can bring those conveniences to anyone with Internet access. If you can Google, you can find an “online health food store with all natural health drinks”. Don’t fall into the unfortunate trap of not making the switch because you believe that you can’t afford all natural foods and health drinks without making major sacrifices. It won’t matter if the weather is bad or if you don’t have time to get to the market. It’s easy to order health drinks and other items from an online health food store with more detailed information on what you are buying than you could ever get from a typical store.As consumers, we know that it is time to restore ourselves with nature. The quick fix and shortcuts that have rooted us in our everyday lives no longer serve us well, if they ever really did. This is not a passing fad. It is a wake up call that you see more and more as online health food store owners are leading the way for a green generation to discover a better way of shopping for truly all natural foods and health drinks.