Ulf Borg Operating projectleader , Meetingpoint Wermland

1. MeetingpointWermland Ulf Borg Operating projectleader, MeetingpointWermland Operating projectleader, in a similarprojectcalledeSamverkan Chairman SFTI beredningsgrupp. SFTI is responsible for the standard weuse in the public sector in Sweden.

2. MeetingpointWermland Background Our project has beenfocused on the county of Värmland and their 16 municipalities an theirsuppliers that sendingInvoices to the municipalities

3. MeetingpointWermland The country of Sweden

4. MeetingpointWermland The Värmland county

5. MeetingpointWermland Regional Facts & Figures about Värmland Population273 771. There is an average of 15,7 inhabitants/km2: lots of space! Area19 388 km2. This is about 2/3 of Holland, which has approximately 15 million inhabitants, as comparison. MunicipalitiesThe 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. DistancesStockholm 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

6. MeetingpointWermland Background Facts concerning to incomming invoices to the municipalities First and not at least this is a rathertechnicalproject The 16 municipalities are receivingapproximatly 600.000 invoicies from theirsuppliers. A study from 2005 at the municipality of Torsby has showed that a regularinvoice in papper format, takes 28 minutes to handle in administrative time. The volume of 600.000 invoices * 28 minutes = 280.000 hours in administrative time The admistrativecost per hour wascalculated to 25 euro The total cost for handling 600.000 invoiceswillthen be 7 000.000 euro

7. MeetingpointWermland Start and goals in the project The purpose of the projectwas to reducecoast and time for administration of incomminginvoices to the municipalities Westarted the project in full speed in the beginning of 2006 with 3 municipalities. One goal that was set was that all 16 municipalities has started with electronicInvoice in the end of 2008. Another goalwas to use the specific SFTI standard. Wehadfoundout that it´snecessary to form and developed a communicationplatform that will be used by all the municipalities in order to reachefficiency and synergism Full focuswas set to useelectronicinvoice (not scanning). Another goalwas set to reachmorethan 50 % proportion of all invoices to be electronicinvoices for at least 3 municipalities in the end of 2008.

8. MeetingpointWermland Result in the end of 2008 Wehavedone a new study in the municipality of Torsby of the effects that theyhave reached. Torsby havereceived 65% electronicinvoice and the remaining 35% has beenscanned. The studyshowed that the average administrative time for handle an electronicInvoice is less than 4 minutes vs. 28 minutes for a paperinvoice. The average time for a scannedinvoice is 7 minutes. An electronicinvoice has a average transaction cost of 0,15 euro and a scannedinvoice has a tansactioncost of 0,42 euro.

9. MeetingpointWermland Result in the end of 2008 Three (3) municipalitieshavereached the goalwehad set up in the start of the project to get morethan 50% of all invoices as electronicinvoice 14 municiplaities has started with electronicinvoices, the othertwowill start during 2009. The goalwas set to all 16. Wehaveformed a communicationplatformwitch gives usefficiency and synergism. Wehavedeveloped a method in how to do the work Wehave a lot of satisfiedmuniciplaities as well as suppliers Wehave a great resultconcerning to connecting SME suppliers.

10. MeetingpointWermland Conclusion The reduced administrative cost for an: Electronic invoice is 86 % Scannedinvoice is 75 % Concerning to Torsby the resultwill show that the administrative cost is reduced to an average time of littlemorethan 5 minutes for eachinvoice vs. 28 minutes for a paperinvoice. Othereffects in Torsby with electronicinvoices is higherqualities in the administrative process, bettercontrol and of course a goodachievement to make a betterenviroment by usingelectronicinvoices.

11. MeetingpointWermland Why have we made such a good result? Focus on to make synergism Wehavedevelopedspecificmethods to make the jobmoreefficient Wehavebeenworkinghard to make a commoncommunicationplatform Wehaveformed a portal that is usedwhenconnectingsuppliers to sendelectronicinvoices to all municipalities and the work has a certain flow that includsourmethods that are built in. Something to knowabout the work in connectingsuppliers is that this is a work that needs patiens, it´s easy to get frustrated and it´s a rathercomplex work with a lot of questions and their is only a fewmunicipalities in the whole country that are skilledtoodo this work on theirown.

12. MeetingpointWermland Some information about our portal and the methods thats used

13. MeetingpointWermland • 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. • The method we use is to send an questionnaire from the portal to the supplier

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

16. MeetingpointWermland • First step is to collect information of the suppliersuch as ifhecansend an electronicinvoice. What standards hecanuse. What id heuses and whatcommunication party heuses to send te invoice. • The methodweuse is to send an questionnaire from the portal to the supplier • In the same time the supplierwill be able to findouteverythingabuot the municipalityconcerning to standards, ID, Party identification, communication and so on.

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

19. MeetingpointWermland • First step is to collect information of the suppliersuch as ifhecansend an electronicinvoice. What standards hecanuse. What id heuses and whatcommunication party heuses to send te invoice. • The methodweuse is to send an questionnaire from the portal to the supplier • In the same time as the supplier r hecanalsofindouteverythingabpot the municipality 4. When getting the answer the next step will be to start of connect the suppliersagainst the municipality (ies). In the Portal we starts this process by using the Implementationstep.

20. 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.

21. MeetingpointWermland 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.

22. Portal för e-handel i Värmland Säffle Arvika Sunne Vansbro Torsby Kristinehamn Hagfors Storfors Filipstad Logica, BTS-EDI FulltextfakturaSvefaktura Itella Tieto EDB Posten Main flow from bigger suppliers

23. Portal för e-handel i Värmland Säffle Arvika Sunne Vansbro Torsby Kristinehamn Hagfors Storfors Filipstad Logica, BTS-EDI FulltextfakturaSvefaktura Direktkoppling FTP Communication flow for SME suppliers

24. Portal för e-handel i Värmland Säffle Arvika Sunne Vansbro Torsby Kristinehamn Hagfors Storfors Filipstad WebbFaktura Communication flow for SME suppliers that uses solutions from banks. Bank VAN leverantörer som nyttjar Banker

25. MeetingpointWermland 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.

26. MeetingpointWermland Thanks for me