Central collection application (ZEBRA)

Objective

The focus of this project was to fully capture and document the current AS-IS processes of receivables management, the collection of various levies and insolvency/estate management. Based on this, a target picture and TO-BE concept for the future organization of the central collection office and for supporting the processes with a suitable software system was to be created. The implementation scenarios developed by ReqPOOL were to give MA6 an impulse for further considerations and lay the foundation for the further approach to central collection. As COVID-19 made in-person workshops difficult, the AS-IS processes were surveyed in several video-conference sessions so the project could progress during the crisis; the TO-BE concept sessions could take place on site. ReqPOOL took care of preparing and following up the sessions and creating all result documents independently, considerably sparing the resources of the City of Vienna's project leads, who could attend to other internal topics without interruption.

Approach

ReqPOOL's core activities in this project comprised:

AS-IS analysis

• Document analysis
• Survey of the AS-IS processes and the AS-IS organizational structure in workshops & interviews
• Documentation & presentation of the AS-IS processes and organizational structure

TO-BE concept

• Development of the target picture for the organization of central collection and the application supporting the processes
• Development of the TO-BE concept including TO-BE processes and workflows in workshops

Implementation planning

• Development of possible implementation scenarios for technical process support including a recommendation for an application
• Presentation of a rough effort estimate for selected scenarios

Finalization of the results

• Finalization of the result documents
• Quality assurance
• Presentation of the results to stakeholders

Result

The project was completed to the City of Vienna's full satisfaction, on time and within the planned budget. The result documents were finalized in high quality, accepted by the main stakeholders and serve as the basis for the City of Vienna's further considerations regarding the organization of the central collection office and the technical support of its processes with a suitable application. After the project ended, internal discussions on the implementation scenarios took place and one scenario was selected, after which the implementation of the application began. Throughout the project, the professional and structured approach as well as the likeable and empathetic manner of ReqPOOL's experts were highlighted particularly positively.