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Maximising Efficiency The Role of Technology

Maximising Efficiency The Role of Technology. Charles Keegan Director of Corporate Services. Last Year: you said, we did. Asked for: More information via social media News alerts to AiB website DAS themed updates Additional information in register of insolvency (RoI) We did:

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Maximising Efficiency The Role of Technology

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  1. Maximising EfficiencyThe Role of Technology Charles Keegan Director of Corporate Services

  2. Last Year: you said, we did • Asked for: • More information via social media • News alerts to AiB website • DAS themed updates • Additional information in register of insolvency (RoI) • We did: • Developed twitter account @aib_updates • ebulletin subscription service • Created the DAS newsletter (two editions so far) • additional information added to RoI

  3. Scotland’s Digital Future: Delivery of Public Services • Adopt an approach of ‘digital first’ • Work collaboratively to simplify and join up services • Integrate public services across organisational boundaries http://www.scotland.gov.uk/Resource/0040/00402111.pdf

  4. What AiB offer now • Register of Insolvencies – ROI • Contracted Out Insolvency Services portal • Debt Arrangement Scheme hub • Debt Arrangement Scheme Register • ROI downloads to Credit Reference Agencies • Secure File Transfer Protocol (SFTP) • Electronic Accounts Workbook for use by Trustees

  5. AiB Trust Deed Registration paper process • Post opened • Mail delivered to team • Sort and count application • Cover sheet for scanning • Volumes of applications recorded • Scanning • Filed • Destruction Minimum eight step process involving three people

  6. Electronic Trust Deed Registration Process • Access SFTP • Highlight document and send to AiB case management system (MIDAS) • Mail immediately in a MIDAS work queue Three step process taking less than a minute

  7. What are the benefits to AiB? • Quicker, instant transfer to work queues • Increased Efficiency, staff resource savings • Cheaper and greener, less paper, postage, energy

  8. Cost Benefit Analysis

  9. Potential Benefits to Insolvency Practitioners • Significant reduction in postage costs • Improved efficiency by reducing staff time • Improved turnaround time in protecting cases • Increased confidentiality - documents will always go to exactly the correct person/department • Less room for human error • Improved Quality • Estimated £5-7 savings to the Trustee

  10. Testimonial from the Pilot Exercise “As a company are very keen to move forward with regards to technology and to use systems that will improve our service and believe that this is one of the steps everyone should be taking going forward”

  11. Electronic Accounts Workbook AiB initiative • AiB wanted to develop a workbook to make the trustee accounts process more efficient • The workbook is based on the electronic workbook used in the Provider Contract • Currently being piloted by since October 2012 • Will be available to all Trustees in 2013

  12. Fewer errors Increased efficiency, audits completed faster Fewer queries or amendments to accounts Clearly identify which outlays do or do not attract an audit fee Easily identify which fees have been raised / settled Common Benefits

  13. Individual Organisation Benefits For Trustees • Automatic calculation of Scheme of Division • Automatic calculation of dividend and statutory interest • Automatic calculation for restricted fees For AiB • Fewer calculations required • Faster training

  14. Advertising Trust Deeds on the RoI • Summer 2013 regulations published transferring advertising trust deeds from the Edinburgh Gazette to the Register of Insolvencies • Autumn 2013 launch of new RoI advertising trust deeds service • Maintain or reduce current price • AiB will charge less for digital submission

  15. Discussion For IPs • Would you like to start using SFTP? • Are you interested in joining the pilot for eworkbooks? • What process changes would you like to see when we launch advertising trust deeds? For All • What existing services do you want AiB to look at next to deliver digitally? • How can we make the service faster? • Are there other organisations we can learn from? • What can we do for money advisors? • Do you need changes to the RoI?

  16. Charles Keegan, Director of Corporate Services 0300 200 2924, charles.keegan@aib.gsi.gov.uk THANK YOU 1 PENNYBURN ROAD, KILWINNING, AYRSHIRE, KA13 6SA T 0300 200 2600 F 0300 200 2601 W WWW.AIB.GOV.UK

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