Village of Montpelier, Ohio
““The ability to go back and look at the details of every transaction is superb.” – Kelly Hephner, CMC, MMC, Village of Montpelier, Ohio
The Village of Montpelier, Ohio in Williams County may be on the small size, but their vision for the future is big. They knew that their water, sewer, electric, street, police, fire and refuse departments needed to upgrade from aging client server technology and gain efficiency, flexibility and wide-spread access to data.
The Village chose to implement Software Solutions’ Visual Intelligence Portfolio (VIP). This suite of software applications features A3 – Anytime, Anywhere Availability which allows access to data from anywhere in the world via internet connectivity.
“…now we have many employees, including supervisors who can retrieve the information they need, review their budget status and make timely decisions.”
Director of Finance, Kelly Hephner comments on the success of the implementation. “Our most recent Payroll was done, start to finish in 2 hours. It used to take 4 hours – after time entry was completed.” The Village has partnered with Software Solutions since 1999, and this time they chose to be both alpha and beta partners for the VIP payroll and accounting applications. “We were privileged to be an alpha and beta partner. The system is very different from what we were used to and it did take some time to adjust. Even though it involved a change to the way we did things in the past, I am glad we took the time to try these programs. The payroll system is so much more efficient, saving us hours in payroll each week,” states Hephner.
Other benefits of the VIP software is the ability to create reports on the fly using intelligent data grids. Each user can determine which fields they wish to see and what format they wish to see the information in, with the ability to change that data view as often as desired. These reports are invaluable for data review and analysis, budgeting, planning and can be shared across the organization eliminating the need for printing. “Before VIP, there were only two people in our offices who accessed the programs, now we have many employees, including supervisors who can retrieve the information they need, review their budget status and make timely decisions,” states Kelly. “The checks and balances inherent in the system is wonderful, and everything may be accessed from remote locations.”
“Processing is very different, but the results are fantastic. The ability to go back and look at the details of every transaction is superb.”
VIP completely eliminates the need to open and close periods and the urgency to run processes or produce reporting on a time-sensitive basis. “Processing is very different, but the results are fantastic. The ability to go back and look at the details of every transaction is superb. Period-end can become secondary so you can focus on more immediate tasks and we hardly ever print reports to use in processing, with even those that we will later use for audit, we can print any time we want, now or in the future.”
When asked what she would say to others who may be considering a move to Visual Intelligence Portfolio, Hephner says, “What are you waiting for? Don’t be afraid. It can seem like a big change, and it is, but it’s well worth the time.” She also advises, “Review your existing system and make all the changes needed before the conversion. It will make it much easier and start the thought process about what is really important ahead of time. The village is anxiously awaiting the new Utility Billing module from Software Solutions.”