The Financial Transformation Project (FTP):
Why change is essential for contemporary Guiding
15 September 2023
The Financial Transformation Project (FTP) was conceived prior to the global challenges presented by COVID-19 but could only really commence when we began to navigate a post-COVID reality. And, the review of our strategic direction in a post-COVID-19 world has indicated that our information and systems infrastructure change is more critical than ever. So too is the need to ease the administrative load on our valued Volunteers.
The FTP is a key component of our Strategic Plan. Generations of Boards of Directors have stewarded our Association along a path where this transformation is essential to guaranteeing that our children, and our children’s children, get to experience Guiding. It’s a necessary change that allows us to safeguard the sustainability of Girl Guides for years to come.
In the annals of Guiding history, few projects rival the ambition and impact of FTP. While the project has gained significant momentum this year, it is the realisation of more than five years’ formative work. The Board determined financial transformation and information and systems infrastructure change were key priorities when it approved and published the 2021-2026 Strategic Plan. This Plan and its strategies were the outcome of dedicated deliberations by the Board, a review of the 2015-2020 Strategic Plan and realising the bold change the organisation required to ensure it could future-proof.
During the strategic planning process, a breadth of research was undertaken. Many will recall some of these research efforts, including the Net Promoter Score research, which we have done a few times over the last few years, as well as the brand research connected to the ‘A Place To Grow’ campaign.
The Board recently refreshed the 2021-2026 Strategic Plan at a midpoint review and transformation remains a priority under the leadership of the Board and the State Commissioner.
Here, we break down the reasons and benefits of this monumental change.
WHY are we changing?
At it's core, the push for change is twofold:
- Compliance with Laws & Policies: To adhere to the current Australian Legislation and the CSCF Policy.
- Enhancing Leaders' Experience Through Simplified Processes: Our Leaders, the very individuals on the frontline of our operations who power Girl Guiding, have voiced their experiences and challenges. Their feedback has been loud and clear: our organisation must streamline administrative tasks and eliminate unnecessary complexities. It strains current Volunteers and adds barriers to recruiting and retaining new Volunteers. We heard their feedback and this informs the actions we are taking. We are not just making payments more straightforward for parents and Members, we are fundamentally reshaping the Guide Leader experience. This renewed approach ensures that our Leaders can focus more on Guiding and mentoring, and less on cumbersome administrative chores, thus amplifying the positive impact they have on our community.
WHERE have we come from?
Our financial landscape has been traditionally fragmented:
- 11 Regions
- 230+ Districts
- 500+ Units
- 157+ Support Groups
- 14+ Region Property Committees
Each segment individually managed its finances, reporting, AGMs, and processes. As a result, our Volunteers, the backbone of our organisation, often found themselves dedicating countless hours handling compliance and administration— a weighty responsibility that shouldn't rest solely on their shoulders.
WHAT does FTP do?
FTP centralises the financial framework:
- Centralisation: All District finances, sorted by Region, are now integrated into Xero, a robust accounting platform.
- Efficiency: While a professional bookkeeping team handles the administrative intricacies, Leaders can directly manage their bank accounts.
HOW will it impact me?
Change is never without its initial challenges. But once the initial hurdles are cleared, the benefits are manifold:
- Regular Payments: All Regions will see weekly payments, spreading the workload and ensuring smoother financial operations.
- Transparency & Knowledge Sharing: A more transparent system promotes the sharing of knowledge across Units.
- Ease of Access: Funds are more readily accessible, eliminating the need for continuous follow-ups.
The advantages stretch across multiple dimensions— from organisational growth to the simplification of tasks for Volunteers and Members.
WHO uses it?
The FTP is not exclusive to any single group:
- Volunteers can manage Units, get reimbursements, and process refunds more easily.
- Parents and carers can conveniently pay fees and register their wards for various activities.
- Regions & our State Girl Guides Organisation get a clear picture of their financial health and obligations.
- Staff can now develop and share Volunteer Development Programs, fostering a more collaborative environment with Leaders.
Online FORMS & The Automation Drive
One of the most transformative aspects of the FTP is the push towards automation. This evolution heralds a new era of efficiency in Guiding, in tune with the dynamic youth we aim to empower. Automation streamlines processes and ensures compliance at every step, positioning us at the forefront of modern Guiding practices.
The FTP is not just a financial overhaul but a revolution in how we approach Guiding. By embracing this change, we're setting the stage for a brighter, more efficient, and inclusive future.
Ready to join the 71% of Districts already transitioned onto the FTP? Email [email protected] to discuss how!