Application Development and Maintenance

Delaware county boosts efficiency

A new ERP system enhances security and reporting for New Castle County.

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CAI change management solutions for strategic upgrades

Challenge

New Castle County in Delaware serves a population of more than 500,000, which is nearly 60 percent of the state’s population. County administrators needed to upgrade the county’s outdated enterprise resource planning (ERP) financial system, which was 20 years old and dependent on many highly manual processes. Because of its age, the system produced inadequate reports and was unable to forecast the budget appropriately. The county needed a system that would improve its reporting capabilities, enhance security, and increase process efficiencies.

Solution

New Castle County reached out to CAI for a vendor’s RFP review, recommendation, and contract negotiation with its selected vendor. CAI then managed the project and successfully implemented a new ERP financial system. The solution automates bids, contracts, requisitions to purchase orders, vendor self-service, and Pcards. It also integrates third-party processes, so county workers are freed from manual work.

CAI change management experts worked with county administrators using the Prosci method, which includes monthly readiness checklists, monthly communications and meetings, visits with departments to understand current processes, and careful documentation of the functional impact of changes on the end-users of the software.

computer 6,000 Vendors using new self-service portal
clock 2 hours Saved work time for each vendor self-service registration
details ~15 min Time to enter requisition compared to >30 min. in the legacy system

Benefits

The new ERP system has transformed the county’s financial business operations by automating processes and eliminating manual labor. By automating the requisition-to-purchase-order process, county employees can rely on built-in notifications to secure approval by a supervisor, fiscal office, and purchasing manager. This means the county eliminated the associated manual work, including emails, phone calls, and printing. The workflow approvals also ensure proper financial accounting policies are followed.

Aside from providing real-time updates and reports to enhance transparency for the county, the solution also benefits the county with a new self-service vendor portal. The vendor portal allows approximately 6,000 vendors to access and update their own information – a process that county employees had managed manually – and make quicker payments for goods and services. The solution has made a dramatic impact on the accuracy and efficiency in day-to-day end-user interaction in the system as well as back-office operations.

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