Utility Billing Management System (UBMS)

Overview - UBMS 1.Project partners 2.Why do we need a UBMS 2. Key learnings 3.Next steps

Project Partners LGICT, Melton City Council, Surf Coast Shire, Moreland City Council, City of Port Phillip, Brimbank City Council, Hume City Council, City of Yarra, East Gippsland Shire Council, Surf Coast Shire Council and MAV. Other Councils interested in participating once pilot complete (23) Indigo Shire, Kingston, Manningham, Nillumbik, Maroondah, South Gippsland, Dandenong, Whitehorse, Yarra Ranges, Mouth Alexander, Central Goldfields, Buloke, Campaspe, Ballarat, Bendigo, Hepburn, Loddon, Swan Hill, Pyrenese, Ararat, Macedon Ranges, Gannawarra and Northern Grampians MAV Procurement - contracted to undertake procurement.

A unique project The UBMS project is a great example of collaborative project management between LGICT and a number of Councils. The project has engaged over 50 Councils and has the potential to benefit every Council in Victoria and Australia.

Why do we need a UBMS Local Governments face a number of challenges in managing utilities data that differ from the private sector. Councils are unique as they have: Complex occupancy arrangements where costs and responsibilities are split and/or shared with large numbers of tenants such as sports clubs and committees of management. Complex facilities sharing services, for example; a park with two sports pavilions, a BBQ a childcare centre and an Exceloo. 300 to 1000 utility accounts.

The Process A number of existing tools were considered, however they did not meet requirements. Existing systems were often stand alone, poorly managed or expensive proprietary systems. Development of technical specifications and business requirements.

UBMS Benefits A single point of data entry and a central repository for all of utilities-related data. A range of reports to satisfy the needs of all relevant staff. A csv export of payment batches for import into a finance system (designed to upload into Council’s existing processes). Quality assurance and alert for billing inaccuracies and fluctuations.

Benefits continued Cost savings Productivity gains Improved reporting IT integration

Leisure & Recreation Finance Environment Sustainability Open Space Capital Works Externals (site users) Utility Billing Management

$140K savings through duplicated bill payments, incorrect tariffs and incorrect estimated accounts. Nearly $45,000 in further savings under investigation Example of potential savings Moreland City Council

Key Learnings / Challenges Governance Cost Ongoing maintenance Transition Plan

Questions