Modernizing operations and enhancing compliance with minimal disruption

Seamless Financial System Cloud Migration for RBWM

Client Overview 

The Royal Borough of Windsor and Maidenhead (RBWM) is a local authority in Berkshire, UK, responsible for delivering a range of public services to its residents, including education, social services, housing, and transportation. 

Project Overview 

VE3 was engaged by RBWM to migrate their financial system from an on-premises Unit4 solution to Unit4’s SaaS platform. This migration was critical for the council’s strategy to modernize its financial operations, improve reporting capabilities, and ensure compliance with local government regulations.  

Objectives

Migration Scope

Successfully transition key financial modules such as General Ledger, Accounts Payable, and Budget monitoring to the Cloud. 

Compliance

Ensure compliance with local government financial regulations and reporting standards. 

Stakeholder Engagement

Maintain ongoing communication and engagement with all relevant stakeholders, including finance, ICT, and council executives. 

Solution

Project setup with a comprehensive plan, risk management strategy, and governance framework.  

Defined the project team, which included key stakeholders from finance, ICT, and senior management.  

Completed and maintained a DPIA (Data Protection Impact Assessment) in collaboration with RBWM’s internal team

Conducted a detailed analysis of RBWM's existing financial system to understand data completeness, required integrations, and reporting needs.
  
Held workshops with stakeholders to confirm the migration scope and document any necessary adjustments.  

Updated the project plan based on stakeholder input, establishing a baseline plan.

Configured the SaaS solution to mirror existing functionalities and accommodate local government reporting requirements.  

Re-established integrations and interfaces in the Cloud, ensuring data flow and system interoperability.  

Conducted unit testing and documented the design.  

Mapped existing data structures to the Cloud environment.  

Conducted readiness assessments and executed pilot migrations to identify potential issues.  

Developed and executed a comprehensive test plan, including User Acceptance Testing (UAT).  

Provided training to stakeholders to prepare for testing and system usage post-migration.  

Developed a business readiness plan and executed readiness activities, ensuring all users were prepared for the transition.  

Successfully executed the cutover plan with minimal disruption to operations.  

Provided Early Life Support to address any post-migration issues and ensure system stability.  

Developed and executed a transition plan to move from project mode to BAU, with ongoing support from VE3’s team.  

Results 

Seamless Migration

The financial system was transitioned to the Cloud with no significant downtime.  

Regulatory Compliance

Achieved full compliance with local government financial regulations.  

Enhanced Reporting

Improved reporting capabilities, enabling better financial oversight and decision-making.  

Conclusion

The successful migration of RBWM’s financial system modernized operations, ensured compliance, and improved reporting with minimal disruption. 

At VE3, we expertly analyze your infrastructure, configure resources, and seamlessly migrate systems to cloud platforms like Azure, AWS, or Google Cloud with zero-to-minimal downtime. Ready to streamline your cloud migration? Â