Ulf BorgOperating projectleader, Meetingpoint WermlandOperating projectleader, in a similar project called eSamverkanChairman 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 and 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/km2: lots of space! Area 19 388 km2. 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 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 project2. 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 time5. The admistrative cost per hour was calculated to 25 euro6. The total cost for handling 600.000 invoices will then be

7 000.000 euro

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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.

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Result in the end of 20081. 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.

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Result in the end of 20082. 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 work6. We have a lot of satisfied municiplaities as well as suppliers7. We have a great result concerning to connecting SME

suppliers.

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ConclusionThe 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.

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Why have we made such a good result?

1. Focus on to make synergism2. We have developed specific methods to make the job more

efficient3. We have been working hard to make a common communication

platform4. 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.

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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

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

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 supplier3. 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.

Meetingpoint Wermland

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

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 supplier3. In the same time as the supplier r he can also find out everything abpot the

municipality4. 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.

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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.

Logica, BTS-EDI

Portal för e-handel i Värmland

HagforsFilipstad Storfors

VansbroTorsby

Kristinehamn

ArvikaSunne

Itella

EDB

Tieto

Posten

FulltextfakturaSvefaktura

Main flow from bigger suppliers

Säffle

Logica, BTS-EDI

Portal för e-handel i Värmland

HagforsFilipstad Storfors

VansbroTorsby

Kristinehamn

ArvikaSunne

Direktkoppling FTP

FulltextfakturaSvefaktura

Communication flow for SME suppliers

Säffle

Portal för e-handel i Värmland

HagforsFilipstad Storfors

VansbroTorsby

Kristinehamn

ArvikaSunne

leverantörer som nyttjar Banker

Säffle

Bank VAN

WebbFaktura

Communication flow for SME suppliers that uses solutions from banks.

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