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Machinery of Government (MoG) Oracle ERP Changes Case Study

Machinery of Government (MoG) Oracle Oracle ERP Changes Case Study

 

Claremont (now DSP) collaborated with UKSBS to deliver Oracle ERP changes for the Machinery of Government (MoG)

Oracle ERP

Contents

Overview

Machinery of Government (MoG) changes are reorganisations which create or abolish government departments, or move functions between them. After the Prime Minister announces a change in the structure of departments and MPs approve the changes, there are a number of management and system implications and impacts. UKSBS is one of those bodies that need to support MoG Changes. UKSBS is a public sector shared service centre provider owned by the Department of Science, Innovation and Technology (DSIT), the Department for Energy Security and Net Zero (DESNZ), the Department of Business and Trade (DBT) and UK Research and Innovation (UKRI).

UKSBS provide a range of Finance, HR and Payroll, Procurement and Business IT services. Working closely with stakeholders, they provide evolving technology solutions to realise the maximum benefit from their shared services. They are a trusted partner, recognised for delivering value and benefits for their owners. 

Machinery of Government (MoG) Oracle ERP Changes Case Study

“The MoG changes were unexpected which meant that we had to mobilise very quickly in order to deliver significant changes in extremely challenging timescales. Having a trusted partner that we could engage from the outset of the planning and being able to lean on each other’s organisation’s skills enabled us to develop a solution that could be jointly delivered at pace. Having formed true agile teams, we were able to meet our key objectives and deliver new ledgers and HR structures for our new client departments. The strength of the relationship meant that the delivery felt like one team. The openness, flexibility and collaboration from DSP Claremont with UKSBS has enabled a successful delivery for our Whitehall clients.”


Head of Enterprise Application | UKSBS

Machinery of Government (MoG) Oracle ERP Changes Case Study

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The Challenge

In February 2023, the Prime Minister announced a Machinery of Government (MoG) change, which was the most complex UKSBS has ever faced.

This led to the creation of three new Government Departments: The Department for Energy Security and Net Zero (DESNZ); The Department for Science, Innovation and Technology (DSIT); and The Department for Business and Trade (DBT) - to replace the Department for Business, Energy, and Industrial Strategy (BEIS) and the Department for International Trade (DIT). As the existing shared services provider to these Departments, the role of UKSBS  was to enable the establishment of the organisations whilst ensuring continuity of service during the changes.

The Solution

With knowledge and previous experience of MoG changes, UKSBS worked closely with their Oracle ERP IT Partner, Claremont (part of the DSP Group), and departmental colleagues to guide the creation of the new organisations and create financial separation through the technical creation of new financial ledgers and sub-ledgers. 

Work to implement the above MoG changes commenced in May 2023, and this piece of work concluded in September 2023. Having a collaborative partnership between Claremont and UKSBS is what made this work, where we jointly demonstrated our extensive technical competence and agility. New re-useable templates and scripts were developed to successfully deliver a variety of on and off-boarding solutions to the new departments, as well as the complex creation and implementation of new financial ledgers for DBT, DSIT and DESNZ. 

The Result

With agile programme planning, we quickly assembled a team of Claremont, UKSBS and Department experts, working together in innovative ways to ensure we delivered our commitments – on time and to budget. A key factor that supported the project’s success was that the UKSBS in-house team engaged with Claremont as a trusted partner and took on board advice and expertise in this area. Conversely, Claremont respected that UKSBS owned parts of the delivery, i.e. Claremont respected the in-house knowledge and did not try to take over.

To date, UKSBS and Claremont have successfully delivered the technical implementation of 5 new financial ledgers and sub-ledgers supporting the creation of DESNZ, DSIT and DBT. In doing so 12,000 employees have been transitioned into new HR Organisations and their respective separate financial ledgers. Further work is ongoing to create Payroll separation for the new departments and to onboard small groups of people from other government organisations. This work is due to be completed in September 2024. 

One Team Benefits

This One Team approach enabled a smooth transition and an outstanding customer experience – building on the Claremont UKSBS Partnership whilst spotlighting UKSBS as a leader in the provision of shared business services to government departments.

 

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