Agile skillset ensures on-time upgrade

Case Study

© Copyright 2011 Efima Oy

Case HYY GroupHYY is the Student Union of the University of Helsinki. Marjo Berglund, CFO of HYY Group, defines the corporation as a multibusiness operation in the service sector. Its wideranging business portfolio includes real estates, investments and services such as party, student and personnel catering, accomodation and book publishing. The common thread running through all HYY’s activities is their connection with studying. Also responsible for the bookkeeping for the Student Union of the University of Helsinki and its newspaper, HYY Group has centralised finance and IT operations.

Expert support across management, processes and systemsSince 2004, HYY Group has used Microsoft Dynamics AX as its financial management system. An easy-to-use solution that has centrally handled all financial management, the system has supported the Group’s multibusiness portfolio well. HYY Group’s strategy is to use expert support in the development of its finance management, processes and systems. In the Spring of 2009, the Group undertook several development projects, incuding the upgrading of its finance management system and related development work.

Multiple skills in a single packageA collaboration with Efima was instigated to support the development project and the system development. Incidentally, the consultant who had years earlier run HYY’s system implementation was now part of Efima’s team. ”An ERP project that was implemented on time and according to budget – have you ever heard of such a thing?”, asked a smiling Marjo Berglund. Efima proposed a robustly reliable package that combined both IT and financial process competence. The solution ensures that HYY Group enjoys the support and benefits of a consultative relationship, evolving the Group’s financial management capability with security and peace of mind.

Working as an outsourced development manager for HYY Group, Efima’s contribution has so far included organizing the tender for the system upgrade and undertaking project manager responsibility. ”Everything takes place on time and as agreed, and everything is constantly under control”, is how Berglund describes Efima’s approach. She also appreciates Efima taking lead responsibility for the project and ensuring that all the various third parties deliver to all agreements and plans. In addition, Efima contributes cost-efficiency by checking all proposals and purchases against project goals before implementation. ”It helps us make only purposeful acquisitions”, Berglund concludes.

She describes the upgrade project as a big change and appreciates that, as the project leader, Efima not only delivers professional expertise, but also employs social skills to ensure personnel feel comfortable with the change process.

Reporting as self-serviceEfima’s expertise also played a key role when HYY updated its reporting solution that links resource planning with an easy-to-use graphical reporting interface. Users can access their reports through MS Excel. One of the key benefits is the elimination of any need to print reports in finance management, since every user can check the reports as a

The HYY Group exercises active and responsible real estate and investment

operations. It also delivers services that increase the wellbeing of students and

the entire university community. The HYY Group is owned by the Student Union

of the University of Helsinki and is the Student Union’s preferred way of organizing

its business operations. Profits from business operations are distributed via

the Student Union to its activities. In 2009, the HYY Group’s net sales were

approximately 32 million euros.

Efima improves the financial management and business management processes of

large and mid-sized companies. Efima delivers expertise across financial management,

processes and systems, and has over 10 years’ experience in cloud services and

digital financial management. This unique combination ensures fit-for-purpose

solutions, based on clients’ business goals. Efima’s services include consulting,

outsourcing and cloud-based software.

Marjo Berglund, CFO, HYY Group

”Everything takes place on time and as agreed, and the project is constantly under control”.

At a glance

The challenges• Upgrade the outdated ERP system.• Deliver version upgrade of the reporting

system. The solutions• Efima Consulting/Simplementation:• Project manage tender for the vendors

and management of upgrade project.• Implement new version of the reporting

system. The rewards• Upgrade project delivered on time.• Ability to focus only on purposeful

solutions and acquisitions.• Ongoing development of reporting.

© Copyright 2011 Efima Oy info@efima.com Tel. +358 10 470 5450 www.efima.com

self-service and easily amend them in Excel. Berglund is more than happy with Efima’s support in developing reporting, particularly the up-to-date, easy-to-use solution that supports quick and smooth decision-making across the whole HYY Group.

The next step is to further develop consolidation by taking full advantage of the features of the upgraded finance system. Here too, Efima’s strategic support and expertise – across both system and finance processes – is proving invaluable.