EveryBooks / Industries / Public sector / Legacy system modernization
Public sector
Legacy system modernization
Replacing the core system is a multi-year program. The manual work around it grows every year. We build agents around the system you have, and give you a roadmap you can phase.
Who this is for. Finance director and information technology director deciding how to modernize without a replacement program they cannot yet fund.
The problem today
Replacing the core financial system is slow, expensive and politically difficult. Meanwhile the manual work around it keeps growing, because each year adds a report the system cannot produce and a process that routes around a limitation.
The usual outcome is waiting. A replacement is planned for some future budget cycle, and in the meantime the team absorbs the gap. The staff who understand the workarounds are also the staff closest to retirement, which turns a technology question into a continuity question.
What we deliver
Agents around the current system of record
The repeating work that happens because the system cannot do it: extracting, reformatting, matching, preparing. Moved to agents without touching the ledger.
Reporting and extracts the system will not produce
The reports your council, board or state reporting requires, built from the system's own data.
Workarounds documented as they are automated
Each automation records what the process actually is, which is also the institutional knowledge that currently exists only in a few people.
A phased roadmap
What to automate now, what to modernize next, and what genuinely requires replacement, with the sequence arranged so each phase delivers on its own and can be funded on its own.
Procurement-ready documentation when you need it
If and when replacement becomes fundable, the requirements already exist, written from how the function actually runs.
Data kept where your policy requires
We build within your own environment and your own retention rules.
What agents do, and what your team approves
What the agents do
Agents handle the extraction, matching, preparation and reporting work that the legacy system cannot, and record what they did each time.
What they never do
The legacy system stays the system of record and your staff post to it. Agents prepare and report, and every entry or submission is authorised by a named person.
Systems we work with
- Tyler
- Caselle
- Dynamics GP
- Excel
From past work
What we have built
We have built automation around legacy government ledgers, including reporting the core system could not produce and reconciliation work that previously depended on staff knowledge held by one or two people.
Questions we get
Do we have to replace our system?
Not to get most of the benefit, and we will tell you if replacement really is the answer for a specific problem. Often the honest recommendation is to automate around the system for now and plan replacement properly rather than rushing a procurement.
How do you handle procurement?
We work within the process you have, including sole source justification, competitive solicitation or a cooperative agreement where one applies. We will tell you early if the scope you want does not fit the vehicle you have.
Where does our data live?
In your own environment, under your own retention and public records rules. We design for that from the start because for most public sector bodies it is not negotiable.
What happens when our experienced staff retire?
Every process we automate is documented in the automating, which is the most durable form of knowledge transfer we have found. That continuity argument is often what justifies the first phase.
Related
- Cash reconciliation and closeAccounts reconciled and the close kept on schedule.
- ERP selection and migrationWe help you choose the right platform and move you onto it.
- Business development automationPublic sector bids are found for you and matched to your services.
- All Public sector workReconciliations are months behind and the auditor is coming.
- How we workRead the books, design for agents, ship them, train your operators, then run and improve.