TechnologyOne transforms Samoan Public Service Commission

The Government of Samoa has 13 ministries and three constitutional authorities, which oversee an area of 2800km2 and a population of more than 180,000 people.

Its Public Service Commission is the central agency for Human Resource Management and Professional Development in the Public Service.

The challenge

Following reforms, the Government of Samoa decided the Public Service Commission needed to transform the way it operated.

Previously, each ministry had its own system for managing HR functions, which mostly were mostly manually recorded, providing colossal problems in terms of efficiency, accuracy and procurement.

A centralised HR system was critical for the Government of Samoa to gain consistency, achieve cost savings and make HR simpler to manage.

The solution

The Ministry of Finance already used TechnologyOne's Financials and Payroll systems, so TechnologyOne was engaged to implement a fully integrated, enterprise-wide solution across all 16 offices.

This was TechnologyOne's largest implementation of its Human Resources & Payroll (HRP) solution.

Government of Samoa Public Service Commission IT Manager Talatalaga Mata'u said a key factor in choosing TechnologyOne was the long-term security guaranteed with having one vendor that offered a centralised, sustainable HR system.

"It was important to have all HR information in a central system for efficient and effective service to be provided to all stakeholders, but also to reduce costs in terms of maintenance and infrastructure," Mr Mata'u said.

The outcome

The Government's strategy of transforming its business into a ‘one-stop-non-stop shop' for all services was met by working closely with TechnologyOne.

"The ‘one-stop-non-stop shop' aspect of the solution is one of the key aspects driving the centrality of the Public Service Commission's new HR system," Mr Mata'u said.

The solution makes it easier for the Public Service Commission to perform its monitoring and evaluation role by replacing shadow systems and making all online records and data available 24/7. It provides transparency across all departments.

Software key to organisational unification

The biggest challenge the Government of Samoa faced transitioning from its legacy systems was data cleansing.

"Our main task was to transfer up-to-date data from paper records to the new electronic system and ensure we took advantage of its capabilities to enhance processes and procedures," Mr Mata'u said.

With strong commitment and buy-in of all users and management throughout the entire project phase, the Government was able to achieve the seemingly impossible.

It has already realised many benefits and sees huge potential down the track.

Key benefits

"We have seen massive time savings and as a result have been able to up-skill our staff to manage larger scale projects, and there is now a unified performance appraisal system and better resource management," Mr Mata'u said.

"At a department level, we can now provide quick and efficient reporting, with specific alerts in place for each activity requiring immediate attention, and all position details and personnel information is managed in one central, online system.

"The solution also provides up-to-date and reliable data, which allows us to make informed government-wide decisions quickly at the press of a button. It is also now easier to manage compliance and streamline our auditing capabilities."

TechnologyOne's enterprise-wide solution has assisted the Government of Samoa in realising its vision of centralising shared solutions and ICT governance.

"All government offices are now operating consistently with all employees accessing one system to manage all HR activities."

Moving forward with the rest of the world

"We are finally seeing the Government of Samoa moving towards what other developed countries are already doing in terms of using technology to centralise and share systems, and increase transparency," Mr Mata'u said.

TechnologyOne has recently announced its enterprise suite is now available on the cloud, opening up endless opportunities for other organisations in isolated regions.