Seamless Business Continuity
Thanks to Cloud-Based Digital Document Management
Amey Achieves Seamless Business Continuity in HR & Accounts Payable throughout the COVID-19 Lockdown
Amey plc is one of the UK’s largest and best-known facilities management, civil engineering and infrastructure management companies, with a large project footprint in the UK public sector. Today there are around 16,000 people working for the organisation, though numbers can peak at much higher than that depending on the volume and type of contracts the company is managing at any one time. All of this adds up to a vast administrative workload, from both a finance and HR perspective. In 2002, when Amey first implemented SAP as its finance and resource management system, it invested in EASY SOFTWARE’s SAP Packaged Services (Capture and Archive) to capture and manage incoming Accounts Payable (AP) documents electronically. With 12,000 invoices coming into the business each month, on average, Amey needed a means to capture, store and access these without reliance on paper.
When Spanish facilities management group Ferrovial acquired Amey the following year, this newly streamlined AP process helped support the move to a Financial Shared Service centre at Oxford Science Park. As further complementary companies joined the organisation, bringing in large government contracts, the business deployed EASY Capture in a number of regional offices.
Fast forward to today, and 95 per cent of all invoices come into the business digitally with progressively less reliance on an external scanning service to convert incoming paper documents into scanned files.
Even more transformational for Amey has been the use of EASY SOFTWARE for capturing and organising HR documents. Each time Amey takes on or finishes a new major contract, it has to bring in or phase out what might be 500 people at a time, involving a lot of red tape. “The nature of the work we do means there can be a massive turnover of staff, and extraordinarily high numbers of documents to process under TUPE [transfer of undertakings] obligations as people come into our operations and leave again,” explains Stephen Butler, Amey’s Senior Application Support Manager.
For over a decade now, Amey has used EASY-enabled electronic document archiving to provide a HR document management solution that integrates with the company’s SAP HCM (Human Capital Management) and vFire Case Management systems. This supports HR professionals in administering Amey’s critical talent pool, providing ready access to confidential documents over a secure web client.
With content and process digitisation high on its agenda, and a cloud-first strategy now a business priority at Amey, the company implemented a significant upgrade to EASY SOFTWARE’s latest technology in 2019. As well as providing access to the latest functionality and features, this has meant that all software and records now run in the cloud, on a secure Microsoft Azure platform – supporting Amey’s ambition to reduce reliance on its own on-premise data centre infrastructure.
Amey also took this opportunity to separate its HR and accounts databases, so they could each run on their own server – for greater resilience and scalability. “Our aim is to move everything – all of our applications – to the cloud,” explains Jono Cook, Amey’s Applications Manager who oversaw the latest EASY upgrade.
”They give us everything we need and support us fantastically. And to have achieved such a smooth upgrade and have had no issues during the peak of the lockdown – when HR had so many other things to deal with – is priceless.”