Utility Billing Management System(UBMS)

Overview - UBMS 1. Project partners2. Why do we need a UBMS 2. Key learnings3. Next steps

Project PartnersLGICT, Melton City Council, Surf Coast Shire, Moreland City Council, City of Port Phillip, Brimbank City Council, Hume City Council, City of Yarra, EastGippsland Shire Council, Surf Coast Shire Council and MAV.

Other Councils interested in participating once pilot complete (23)Indigo Shire, Kingston, Manningham, Nillumbik, Maroondah, SouthGippsland, Dandenong, Whitehorse, Yarra Ranges, Mouth Alexander, Central Goldfields, Buloke, Campaspe, Ballarat, Bendigo, Hepburn, Loddon, Swan Hill, Pyrenese, Ararat, Macedon Ranges, Gannawarra and Northern Grampians

MAV Procurement - contracted to undertake procurement.

A unique projectThe UBMS project is a great example of collaborativeproject management between LGICT and a number ofCouncils.The project has engaged over 50 Councils and has the potential to benefit every Council in Victoria and Australia.

Why do we need a UBMS

Local Governments face a number of challenges in managing utilitiesdata that differ from the private sector. Councils are unique as they have: • Complex occupancy arrangements where costs and responsibilities are

split and/or shared with large numbers of tenants such as sports clubs and committees of management.

• Complex facilities sharing services, for example; a park with two sports pavilions, a BBQ a childcare centre and an Exceloo.

• 300 to 1000 utility accounts.

The Process• A number of existing tools were considered, however

they did not meet requirements.• Existing systems were often stand alone, poorly

managed or expensive proprietary systems.• Development of technical specifications and business

requirements.

UBMS Benefits• A single point of data entry and a central repository for all of

utilities-related data.• A range of reports to satisfy the needs of all relevant staff.• A csv export of payment batches for import into a finance

system (designed to upload into Council’s existing processes).• Quality assurance and alert for billing inaccuracies and

fluctuations.

Benefits continued• Cost savings• Productivity gains• Improved reporting• IT integration

Leisure & Recreation

Finance

Environment Sustainability

Open Space

Capital Works

Externals (site users)

Utility Billing Management

• $140K savings through duplicated bill payments, incorrect tariffs and incorrect estimated accounts.

• Nearly $45,000 in further savings under investigation

Example of potential savingsMoreland City Council

Key Learnings / Challenges

• Governance• Cost• Ongoing maintenance• Transition Plan

Questions