Altair Ltd, in partnership with SFHA, has released its latest pilot IT benchmarking survey report, delivering invaluable insights for organisations evaluating their software systems.
Altair Ltd, in partnership with the Scottish Federation of Housing Associations, has released its latest pilot IT benchmarking survey report, delivering invaluable insights for organisations evaluating their software systems.
This comprehensive short report highlights the critical interconnectedness of software systems, procurement processes, and contract performance. Through detailed survey findings, Altair provides practical recommendations and actionable next steps for organisations contemplating an IT systems review.
About our Project
As part of our commitment to providing valuable insights to SFHA members, we recently conducted a pilot IT operating benchmarking survey involving 10 SFHA members. The objective of the survey was to provide insight for the Scottish housing sector on all things IT from staffing, systems, skills and budgets, through to strategy, investments and perception of data quality. The survey also enabled us to shine a light on good practice, so participants can share what's working well, as well as looking at where there are shared challenges, adding pressures to IT providers in the sector to do more.
Observations
Software Systems, Procurement, and Contract Performance
In today's rapidly evolving digital landscape, the effective management of software systems, procurement processes, and contract performance is crucial for organisations aiming to enhance operational efficiency and achieve strategic goals. This short report explores the interconnectedness of these elements and their impact on organisational success based on the pilot survey findings, supplemented by our years of experience.
All participants at the time of the survey were using a range of Commercial Off The Shelf (COTS) products, ranging from those who specialise in smaller housing associations and are commonplace in Scotland, through to those used by much larger associations across the UK.
Software Systems
Software systems form the backbone of modern organisations, enabling seamless operations and data-driven decision-making. The seamless integration of various software modules, such as housing management, asset management, and customer relationship management (CRM) systems, is essential for streamlining processes and improving service delivery.
The survey demonstrated that participants who had purposefully invested in software that aligned to organisational strategy scored in the upper quartile ranges for digital awareness, skill, data quality and satisfaction with system.
Procurement
The procurement of software systems is a critical and strategically important process that involves selecting the right solutions to meet clearly defined organisational needs. Effective procurement strategies ensure that the chosen software aligns with the organisation's goals and provides value for money.
Participants highlighted operational disruption, and the resource and effort required as barriers to commencing procurement, with these organisations being in the lower quartile for digital maturity and data quality. In some cases, a commercial review and re-tendering process was shown to reduce the annual investment in software and deliver higher efficiency returns thereby reducing operational costs especially in those organisations where the current system(s) has been in place over 7 years. This was considered to more than offset the costs associated with the procurement activity.
Contract Performance
Once software systems are procured, monitoring contract performance is vital to ensure that the solutions deliver the expected benefits. Regular contract reviews and performance assessments help identify areas for improvement and ensure that the software remains aligned with organisational needs.
Some participants partook in regular reviews, with a generic supplier specified performance metric set being used. It is recommended that organisations should undertake more focussed and frequent reviews that incorporate user satisfaction, system performance, and alignment with business objectives.
Recommendations
The interconnectedness of software systems, procurement, and contract performance cannot be overstated. Effective software systems enhance operational efficiency, while strategic procurement ensures that the right solutions are in place. Continuous monitoring of contract performance guarantees that the software remains relevant and effective.
In conclusion, procuring and implementing modern fully integrated software solutions can be straightforward with the right approach. With the advances in software as a service (SaaS), the level of operational disruption is significantly less than their on-premise predecessors, with timescales reducing c24 to c6 months alongside the achievement of significant cost savings too. For those organisations where the systems are already fit for purpose, it is important to undertake reviews and assess upcoming or roadmap product features are aligned with organisational strategy. To gain maximum benefit from these systems consider undertaking data quality reviews, removing duplication, correcting errors and completing missing data. All of which will enable associations guarantee a fit-for-now and fit-for-future solution. Consider adopting complimentary tools to enhance reporting, insights, and proactive customer intervention beyond the in-built systems capabilities.
Next Steps
Consider these steps to determine whether your organisation needs to review their software systems, procurement, and contract performance:
There are regular SFHA Digital and IT Network forums for members with options to ‘Ask the Expert’ as well as opportunities for Altair to provide more detailed and targeted support.
To read the full report, head to Altair's website.
For more information, contact SFHA Digital and Design Manager Gary Dickson, gdickson@sfha.co.uk.
