Services
This project involved:
COST ACCOUNTING SYSTEM
The State of Hawaii Department of Labor and Industrial Relations (DLIR) hired DataHouse to move its Cost Accounting System (CAS) to a new platform and to include new functionality tailored to meet federal reporting requirements as well as new requirements for automated workflow, timesheets, Web access, and end user self service. The system was migrated to DataHouse's proven framework for Web-front end cost accounting systems.
The Solution
The front end consists of workflow-enabled forms for timesheets, purchase
requisitions, travel requests, payment requests, cash receipts
and journal vouchers. These Web-based forms are
completed by DLIR employees and fiscal office staff and routed
for approvals based on customized workflow rules. When final,
these documents are posted to the system as accounting
transactions in real time for back end reporting.
On-line inquiry and reporting, such as checking the status of
purchase orders or vendor payments, checking fund balances,
viewing detail transaction listings, etc. are available for end users
to access immediately rather than waiting for monthly reports.
The Benefits
This self service feature has resulted in significant savings in time and cost for DLIR.
The new timesheet system replaces the hard-copy method for submission. The department no longer deals with delays caused by mail, batching, keypunching and the editing of hardcopies. Gone, too, is the need to manually file, purge or shred hard copies.
For the purchase requisition process, the department used to employ a two-step process, the first being the preparation of a DLIR requisition form, followed by the issuance of a purchase order.
CAS has consolidated the process into one request and eliminated the need to be dependent on paper. The migration to CAS helped DLIR eliminate the need of having a Purchase Order utility program, which was old and not supported. The Purchase Order utility program was required to alleviate having to manually prepare hundreds of purchase orders a month. CAS also minimizes the amount of paper that is stored and allows DLIR to quickly track the location of a request or check whether the purchase order was closed after payments have been made on the invoices.
Flexible and Reliable
The new system was built on a proven cost accounting system framework, and makes it easy to add new functionality in the future.
DataHouse also hosts the cost accounting system at our data center. The data center is equipped with backup power, video security surveillance, fire protection, and environmental controls, backup and recovery, providing DLIR with a secure platform for all their cost accounting needs.