Reducing Costs in HR, Finance, and Procurement with Automation 

Transforming Public Sector Operations with BPO service

Overview

Metropolitan Public Service (MPS) – A local government authority with over 55,000 employees, committed to enhancing BPO services & operational efficiency through automation  

Challenge

MPS sought to optimize its Business Process Outsourcing (BPO) services, including Finance, HR, and Procurement, while reducing operational costs, increasing efficiency, and aligning with strategic objectives 

Custom Integrations and Legacy Interfaces

MPS’s ERP system, Oracle E-Business Suite, was extensively customized with over 55 bespoke integrations. This reliance on custom-built interfaces created challenges in system interoperability, scalability, and maintenance.

MPS-Specific Customizations

The core ERP was heavily tailored to meet MPS’s specific needs, deviating from the universal, out-of-the-box solutions offered by Commercial Off-The-Shelf (COTS) systems.

Fragmented Technology Landscape

The organization’s technology landscape was a mix of core and non-core applications that were poorly integrated, which further complicated efforts to streamline processes and adopt standardized solutions.

Outdated Resource Management System (CARM)

The existing CARM system, used to manage rostering for over 35,000 officers, lacked modern capabilities such as real-time data visibility and automation, causing inefficiencies and increased error rates.

Our Approach

Strategic Outsourcing to ‘Outside London’ Locations

Technology and Remote Collaboration Tools

Local Talent Development

Optimization Through Automation

Continuous Process Improvement

Solution

HR & Payroll Optimization

VE3 optimized HR and payroll functions by implementing Robotic Process Automation (RPA) to handle routine tasks like payroll processing and benefits administration, reducing manual intervention and errors. AI tools were integrated into strategic HR functions such as talent management and workforce planning, allowing MPS to streamline operations while maintaining cost-efficiency by outsourcing routine tasks. 

Finance & Accounting Optimization

In Finance, VE3 deployed RPA to automate general ledger management, accounts payable/receivable, and other routine financial operations, improving accuracy and speeding up financial reporting. AI-driven financial analytics were leveraged for budgeting, forecasting, and financial planning, enabling MPS to make data-driven decisions and align with long-term goals. The automation of financial processes resulted in reduced costs, fewer errors, and greater efficiency. 

Procurement Optimization

VE3 enhanced procurement by integrating AI and advanced analytics for strategic sourcing, supplier management, and decision-making, driving smarter procurement decisions. Routine tasks like low-value sourcing and catalogue buying were outsourced, while strategic procurement remained in-house and optimized with AI tools. This approach allowed MPS to improve supplier relationships, reduce procurement costs, and ensure alignment with broader organizational goals. 

Cost Reduction & Efficiency

Automation reduced manual labour, freeing resources for strategic work. I and automation minimized errors, lowering rework costs and boosting efficiency. Automation speeds up processes, improving service delivery, productivity, and reducing operational costs. 

Results

  • Cost Reduction: Automation of key processes in HR, Finance, and Procurement resulted in significant labour savings, lower error rates, and faster processing times, contributing to reduced operational costs over the contract period. 
  • Improved Efficiency: AI-driven tools allowed for better decision-making and resource allocation, improving overall efficiency in all three functions. 
  • Strategic Alignment: The hybrid model of outsourcing routine tasks while keeping strategic HR, Finance, and Procurement functions in-house enabled MPS to stay aligned with long-term organizational goals. 

About Us

Our approach to Business Transformation is a holistic, comprehensive structure incorporating multiple areas such as Our approach to Business Transformation is a holistic, comprehensive structure incorporating multiple areas such as strategy, experience and engineering. Our collaborative approach, combined with a deep understanding of innovative technology, allows us to provide seamless coordination and alignment of dedicated business strategies. Â