Digitalization ultimately results in time savings and convenience. However, implementing and integrating well-functioning systems is often not that easy. There are many reasons why organizations often (too) long rely on their outdated systems and methods: too much complex subject matter, numerous possible variables, high risks, insufficient knowledge, or development costs.
Tot enkele jaren geleden verliep het beheer van de inkomende geldstromen, waaronder subsidies, op de afdeling financiën van de gemeente Eindhoven via Excel. However, when the previous coordinator of incoming financial streams retired, his successor, Ine Cuijten, indicated that they needed to explore a different methodology. “The volume of financial flows is increasing, and to ensure everything remains organized and efficient, a new system was necessary.”
The local government then arrived at the Grant Tracking System (SVS) in late 2014. With the SVS, customers gain a clear understanding of their incoming financial streams. The system is customized, tailored to the customer’s needs. Cuijten: “It turned out to be an excellent solution for us. After deciding to switch to the SVS, we had frequent contact for a while due to system implementation and data entry. The process was exceptionally smooth and effective. We were able to start using it independently fairly quickly.”
Due to the customized nature of the SVS, Cuijten explains, it could be fully tailored to the specific needs of the City of Eindhoven. To what extent was that an improvement compared to the Excel-based approach? “It’s difficult for me to say because I didn’t work with Excel. I believe it’s more organized – which is nice given the increasing number of financial flows. SVS certainly allows us to manage and coordinate everything effectively.” She explains that the contact has decreased after the implementation. “We contact them when we have specific additional requests, and they check to ensure everything is satisfactory. This happens a few times a year.”
One such contact moment was in mid-2018 when the City of Eindhoven decided to transition to the successor of SVS, SVS Next Level. “Someone from SubsidieVolgSysteem.nl came here to familiarize us with the new version. Thanks to the thorough explanation, we didn’t need much time for that,” Cuijten explains. What is the added value of that new version for her? “The dashboard has been improved, making it easier to switch between pages. Security has been enhanced, and efficiency and user-friendliness have been improved. So yes, we are very pleased with the new version as well.”
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