Efficiently managing bank cost reviews in agree21
A structured cost review in agree21 creates transparency regarding both used and unused IT and operational services. This enables cooperative banks to establish a sustainably effective management process for long-term cost reduction.
The scenario
Starting point for cost reviews at cooperative banks
Cooperative banks obtain a significant proportion of their IT and operational services from Atruvia and other service providers within the cooperative financial network. Billing is carried out via multiple invoices with different billing dates, product catalogue versions and package structures. Item numbers change, services are newly bundled or discontinued.
In practice, the focus is therefore less on the arithmetical accuracy of individual items and more on whether the services purchased are actually being used in their respective form. Over time, particularly in relation to user licences, services, hardware and output services, inventories can arise that are no longer actively adjusted or cancelled.
The challenge
Creating transparency regarding usage and requirements
The central challenge lies in consistently reconciling purchased services with actual usage and current requirements. Inconsistent billing periods and a lack of comprehensive documentation make it more difficult to allocate individual items correctly. Regular changes to the product catalogue result in services being included or excluded from packages, meaning that potential cancellations are not immediately apparent. Without a structured process, opportunities for savings often remain hidden or are realised too late.
The solution
Establishing invoice verification as a control instrument
Invoice verification is established as a continuous control process that is consistently aimed at reducing unused services.
All invoice items are recorded in a structured manner and supplemented with information on responsibility, purpose of use, usage indicators, and adjustment and termination options. Changes to the product catalogue are tracked on an ongoing basis in order to classify package structures and service components correctly.
This also enables the identification of items that, although purchased, no longer correspond to actual requirements.
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The implementation
Establishing a repeatable review process in agree21
Implementation follows a clearly defined, repeatable process that combines operational review with effective control.
Consolidation
all invoices and items as well as the definition of central action fields by invoice type
Exam
each position on usage, needs, and options for adjustment or termination
Traceability
to changes in product catalog and item numbers to avoid misjudgments
Support
when clarifying open points with internal and external contacts
Separate Analysis
notable individual cases, e.g., user licenses or FileService storage
Integration
another service provider and output management in the review process
The result
Sustainable cost management in ongoing operations
The result is a robust review and control process that can be used continuously in day-to-day operations. Purchased services are systematically reviewed in terms of usage, requirements and cancellability. Unnecessary user licences, services and hardware are identified at an early stage and translated into specific measures that can be cancelled. In addition, individual case analyses and plausibility checks of document volumes in output management support continuous and traceable cost control.
Fincon Reply is a business and IT consultancy specializing in the financial services industry. Fincon Reply proactively advises banks, the Sparkassen Financial Group, the German Cooperative Financial Group and insurance companies as well as their suppliers on their digital transformation. The company provides on-site support with specialised teams of consultants and developers and delivers turnkey solutions.