Software Portfolio Assessment for a Public Institution

From scattered systems to an integrated audit platform: a software portfolio assessment

MADIS reviewed the professional software portfolio of a national public audit institution and set out a consolidation path and a future vision built on digitalisation, automation and data-driven decisions.

At a glance

5

software categories reviewed

1

integrated digital audit platform as the target vision

3

pillars: digitalisation, automation, data-driven decisions

Summary: Over the years, the institution’s audit work came to be supported by several separate systems, while many steps still followed earlier paper-based processes. MADIS reviewed the software portfolio – with a focus on professional systems – identified overlaps and gaps, and recommended how to consolidate it and move towards an integrated digital audit platform.

The client

The client is a national public audit institution. Its audit, data request, document management and analysis work is supported by a mix of custom-built and off-the-shelf software.

The challenge

As in most organisations, “IT offshoots” and isolated systems had appeared over time – some used by only a few people and not very transparent to senior management. Audit work, data collection and document management were spread across several systems, none of which covered the full process, and some functions of earlier systems had never been fully replaced.

Spreadsheets were widely used for analysis and administration, which offers flexibility but raises security and data management questions. The management information system relied on spreadsheet data collections and was not seen as fully useful by senior management.

Our approach

In line with the contract, we focused mainly on professional software, while also covering basic, economic, IT security and support software.

Current state

We described the main basic and professional systems in use – document management, help desk, data request and audit support, data analysis, project support and HR – and how they are actually used.

Usage analysis

We analysed software use by category, identifying overlapping tools, unused functions in existing systems and areas where processes were still paper-based or spreadsheet-based.

Optimisation and future concept

We made concrete optimisation proposals for each category and outlined a future software concept built on three pillars: digitalisation, automation and data-driven decision-making.

The solution

Key recommendations included:

• An integrated audit platform: one professional core system supporting audits, data requests, process and document management end to end, with a flexible workflow engine and a searchable knowledge base.
• Building on what exists: examining whether unused case, task and document management functions of the existing document management system could serve as a first step.
• Consolidation: standardising operating systems and office software, reviewing parallel communication tools, and in the long term choosing one of two overlapping statistical analysis packages.
• Governed spreadsheet use: allowing spreadsheets where processing requires it, while results flow into a logged, permission-controlled database.
• A new management information system based on KPIs generated automatically from IT systems.
• An internal system analyst group combining IT project management, system analysis and knowledge of audit processes.
• Automation where it adds the most value, starting with frequent routine steps in document processing and checking, using RPA tools that fit the future platform.

Technologies: Software portfolio review · Process digitalisation · RPA · Management information systems

Results

• A complete picture: one consolidated view of the professional software portfolio and how it is used.
• Concrete savings potential: overlapping tools and unused functions identified for consolidation.
• A long-term direction: a shared vision for an integrated digital audit platform and data-driven management.

Facing a similar challenge?

Is your software landscape growing faster than it is being managed? Talk to our consulting team about a portfolio review.