Horsens Kommune has improved job centre efficiency with SAP BusinessObjects solution, implemented by Affecto. BusinessObjects is a valuable strategic management tool which works across various IT systems.

In May 2007 Horsens Kommune went live with a new IT system from Medialogic that was to control the municipality’s new job centre. This meant that the employment area consisted of the two existing systems KMD Aktiv and KMD Dagpenge and the new Medialogic WorkBase Jobcenter. This resulted in it being impossible to extract combined management information data through neither KMD nor Medialogic systems efficiently. During fall 2009 Horsens Kommune will therefore complete the implementation and development of a combined Business Intelligence solution for management information within the employment area from SAP BusinessObjects. In the aftermath of the restructuring of the Danish municipalities in January 2007, the municipal and governmental employment measures were merged into 91 job centres in Denmark. This gave a centralized gateway for all job seekers and unemployed.

Also the job centres became the employers’ gateway for hiring new employees. Hence, the service that National Employment office and the municipalities previously had offered side by side was now merged into a single point of contact. The purpose of the merger was to give a better, more standardized and coordinated service to the unemployed. To begin with the job centres were run dually as the Government and the municipalities cooperated on the employment efforts. Today, however it is the municipalities that have the full responsibility. This new structure meant various challenges for the municipalities and with unemployment going up, these challenges have not become any easier with time. Today, the focus is set on the municipalities’ efforts and even higher demands for data, quality, efficiency, documentation and continuous reporting is needed – all while the cost must be kept at a minimum. This creates a higher need for ensuring that management at all time has the proper management tools and information available to provide an overview of the delivered service and the actual costs.

When management information becomes a challenge

At Horsens Kommune the job centre system is one of three primary pillars of the municipality’s employment area efforts – the other two are the payment and unemployment benefit systems. As a result of the increasing challenges, Horsens Kommune wanted an IT tool that could assist employees in their management of the regulatory issues connected to documentation and rights when in contact with citizens and companies. Just after the municipality reform, Horsens Kommune decided to call for tenders for its job centre system.

At that time all three systems came from KMD; KMD Aktiv, KMD Dagpenge and KMD KOMMA. However, it was Medialogic which won the tender with their WorkBase Jobcenter – a solution used in 45 percent of all job centres in Denmark. By shifting the job centre IT system, Horsens Kommune suddenly had three different systems from two different vendors; KMD Aktiv, KMD Dagpenge and Medialogic WorkBase Jobcenter. The latter system could not connect to the data that was stored in KMD’s central datawarehouse solution in which all data was stored previously.

This was the end of the existing combined management information system within the employment area (KMD Essentia), as it no longer was possible to combine the management information between the KMD and Medialogic systems without extreme use of resources. According to Niels Peter Hansen, IT Consultant at Horsens Kommune, there was a need for a link between KMD’s systems and Medialogic’s Workbase Jobcenter, to ensure that the same level of combined management information was to be upheld in the new system as it had been the case with the old system. ”Our biggest challenge was that we knew right away that we needed to initiate a series of initiatives in order not to lose control of the employment area.

The fundamental question was if we were to move all data from Medialogic to KMD and continue with the management information system KMD Essentia on all three systems; or if we were to move all KMD data on the employment area to us and then either build a completely new datawarehouse from scratch, including Medialogic and KMD data, or build a new solution on top of Medialogic that could be integrated with KMD Essentia.” In the end, Horsens Kommune chose the latter model and therefore invited a range of vendors to present a suitable solution that could both be built on top of Medialogic WorkBase Jobcenter and was able to combine data from various vendors; the goal was to have one single solution for management information.

The solution was to be functional and economically sound. In the end Horsens Kommune chose SAP BusinessObjects, which KMD Essentia is based on, hence ensuring that integration between KMD and Medialogic was possible. ”SAP BusinessObjects was the natural choice for us as this solution enables us to construct a system decentrally, combining KMD Essentia with management information from our new job centre IT system. We will still use the KMD Essentia solutions for KMD Aktiv and KMD dagpenge. But with one big difference data is moved to us now so we can use the data in our own BusinessObjects solution in the new job centre IT solution. It’s mission accomplished for us and we once more have a single management information system”, Niels Peter Hansen says.

Management information with SAP BusinessObjects from Affecto

The implementation of SAP BusinessObjects was run by Affecto, a longstanding SAP BusinessObjects partner, and took about two months. Following this process, Niels Peter Hansen and his colleagues have been working on fine-tuning the solution so it can be used by more users than just the IT department.

”Basically, SAP BusinessObjects is very straight forward and user-friendly. However, through the first part of the implementation process we gained valuable experience that we can use to make the solution even more userfriendly and streamlined. Currently, we are completing the fine-tuning of the solution and, in the near future, more and more users will be connected to the system – both in management and in the job centre”, Niels Peter Hansen says.

So far it has only been the so-called Management Information Group in Horsens Kommune that has created statistics and extracted reports on the employment area for the management. However, as the management becomes connected as users to the solution even more benefits will be achieved.

”It is a huge benefit for managers that they themselves can extract data and reports as needed. It is important that the management receives valid information when they need it or when the information is relevant for them. Otherwise the management will not have the needed overview of the employment area – quickly and timely. It is increasingly important to measure the state of the organisation and of the services that we deliver in real time – to see if there are areas that need attention here and now. Furthermore, the system can also create forwardlooking prognoses and scenarios based on last year’s data for example. With Affecto’s implementation of SAP BusinessObjects, management has a valuable strategic management tool which works across various IT systems”, says Niels Peter Hansen.