Publisher DC Thomson implements new group finance system

Publisher moves disparate finance systems into one unified, centrally managed financial, procurement and project management solution

Publisher DC Thomson has implemented a new group finance system, bringing various disparate systems together into a unified, centrally managed financial, procurement and project management solution.

DC Thomson, headquartered in Dundee, Scotland, with a London base in Fleet Street, publishes newspapers, magazines, comics and books and also has interests in radio, printing, retailing and online services.

The group's disparate finance teams were recently amalgamated into one. Previously the teams had been using multiple accounting and financial management platforms. Microsoft Dynamics AX, a highly customisable and adaptable enterprise resource planning (ERP) platform, was the popular choice for several of the teams. However, so many variable configurations and iterations were in place that even these operated like separate solutions.

A single solution across the group

As a result disparities existed in how finance processes and functions were handled. For instance, when a purchase order or invoice arrived in the finance department, different team members processed it in different ways. There was no single standardised process and no unified visibility into the entire company's finances. To run an effective group finance function, DC Thomson required a single, consolidated solution.

The company chose to integrate finance and procurement processes onto the latest, core iteration of Microsoft Dynamics AX. Maginus was brought in to carry out the implementation.

Microsoft Dynamics AX is now the single purchase ordering and core financial platform for the DC Thomson Group. All financial processes are managed via this single software package.

An agile approach

It was the approach to project management displayed by Maginus, alongside a competitive price, that made it DC Thomson's partner of choice.

"We felt comfortable working alongside Maginus as they were open and honest while offering a very personal approach," said Gillian Troup, group financial controller at DC Thomson. "With an implementation of this scale, people make the difference between success and failure. Maginus integrated themselves into the DC Thomson team. Their tenacity and commitment were instrumental to our eventual success."

Due to DC Thomson's multiple departments and range of financial processes that needed to be reconciled, an agile methodology was adopted.

"We knew we were never going to get all stakeholders in the same room to agree exactly the same process maps for the deployment," explained Troup. "Instead, we needed a flexible and adaptable approach to project management, and a business that would work with us in strong partnership."

Taking a cautious approach to customisation

DC Thomson wanted a largely standard Microsoft Dynamics AX deployment in the first instance, without complex and costly customisations. Instead, tailored adjustments would be agreed on a case-by-case basis, in the second phase of the deployment.

This meant that certain teams had to work without the bespoke shortcuts they had used on their previous disparate platforms for an initial period. While this caused some minor short-term slowdowns, it also allowed DC Thomson to make clear-sighted, long-term and strategic decisions about how to customise Microsoft Dynamics AX across the entire finance department.

After this period on standard Microsoft Dynamics AX, resource was allocated to evolve the platform from its core basics where essential requirements had been identified - and determine where it was more cost-effective not to implement customisations.

On time and on budget

DC Thomson set a go-live window of November 2015. If this date were delayed, then the busy Christmas period followed by a raft of important company dates would significantly compromise and slow down the project. However, with significant joint effort the new deployment was delivered precisely on time.

"We went live exactly when we planned to, which is highly unusual for a project like this," said Troup.

Commonality and cost savings

DC Thomson now runs a centralised, unified finance department for its group functions. From the Dundee head office, every member of the team, both within the finance department and across the wider businesses, can handle procurement, cashflow and reconciliation with the same standardised tools. Ensuring a standard approach across the group will deliver cost savings, improve efficiency and ensure group accounts can be produced much quicker and more accurately.

"The project to move to Microsoft Dynamics AX and the centralisation of all financial and procurement processes has not been without some challenges, but has been a great success," said Troup. "Maginus has been a strong partner to us and have played a key part in the success of the project, critical in ensuring that it was not only delivered on time but also in ensuring that all our key goals and objectives were met."