Helsinki City Theater Reference Case

About client

Helsinki City Theater is the largest and most versatile professional theatre in Finland, attracting about 300,000 visitors a year. The programme includes more than 30 productions per year, about 20 premieres and more than 800 performances. The theatre employs about 240 salaried theatre sector professionals from actors to carpenters and from booking clerks to costume designers, as well as around 100 temporary employees.

Challenge

When the current servers were no longer supported, a decision was made to replace the software with cloud services for use in finance and personnel administration. A reliable solution was needed for the management of payment transactions, as this will continue to play an important role in the future.

Solution

The decision was made to implement the SaaS versions of the Nomentia Payments and Bank Account Management software. The transition from the former on-premise version, maintained on own servers, to cloud services went smoothly. The existing posting rules were re-created within the new environment and the solution was ready to use straightaway. There was no need for separate training as the users found the new solution to be clear and easy to use.

Payments and bank accounts off to the cloud

During the two-year renovation of the Helsinki City Theater building, the financial and HR management system environment was modernized as well. Once the decision was made to abandon the old server rooms and own servers, it was time to move on to using cloud-based software as a service solutions. The transfer of the payments and account administration software to the cloud-based Nomentia Payments and Bank Account Management solutions went smoothly.

"We have used the Nomentia on-premise software for payments and bank account management for years and we have been extremely satisfied with its operational reliability. When we explored the SaaS version of the solution, we were quickly convinced about its safety and we didn’t even consider changing the service provider. Having reliable payment transaction software is particularly vital as we are a personnel-intensive enterprise and every month we have, for example, varied paydays. The solution has always functioned as it should."

Sari Aarnio, Finance Manager at Helsinki City Theater

Clear and user-friendly solution

According to Sari Aarnio, the transfer to the SaaS versions of the payments and bank account management solutions went smoothly. Over the years, various posting rules and grouping codes had been created to simplify work and to automate the transaction posting process. They were now transferred to the new environment and the solution was ready to use straight away.

"All went smoothly and on schedule. Nomentia is a flexible partner and they helped our operations in a situation where a major cloud transfer was happening at the same time. The consultant managed the project professionally and made sure that the right people knew the right things at the right time. The six-person finance and HR team did not need separate training to use the new software version. Although the new version is significantly different from the previous one, training was not necessary. The Nomentia solution is logical and intuitive to use. The feedback has been the same from everybody: this is a clear and user-friendly solution."

Sari Aarnio

New flexibility for work

In connection with implementing the SaaS version, the administrator went through the payments and bank accounts management processes with the expert, and transaction processing was further automated, for example, by creating new posting rules.

"This was also a good opportunity to check whether certain things should be done differently."

Sari Aarnio

The advantage of cloud-based software is that the version and data security are updated automatically, and it always uses the latest features. In addition to security, Sari Aarnio also appreciates the flexibility of Nomentia's cloud solution.

"We require double approval before payments are made. Now it's also easier to work from the browser regardless of time or location, which brings, for example, new flexibility to the approval process."

Sari Aarnio

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