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Finance & Administration

Budget Management System

Modernized the city's budget planning and tracking from spreadsheets to a real-time collaborative platform.

Timeline: 8 monthsTeam: 3 developers + 1 BA
-40%
Budget Cycle Time
From 12 weeks to 7 weeks
25+
Departments Onboarded
All city departments using the system
95%
Manual Errors Eliminated
Through validation and automation
20hrs/wk
Reporting Time Saved
Automated report generation

The Challenge

Budget planning was managed through 50+ spreadsheets shared via email, leading to version conflicts and lack of visibility.

  • Multiple versions of budget spreadsheets circulating via email
  • No real-time visibility into spending across departments
  • Manual data consolidation took weeks during budget cycles
  • Frequent formula errors in complex spreadsheets
  • Auditors struggled to trace budget changes and approvals

Our Solution

We developed a centralized budget management platform with real-time collaboration, automated reporting, and full audit trails.

  • Real-time collaborative editing with conflict resolution
  • Role-based access control aligned with budget approval workflows
  • Automated variance reporting and alerts
  • Integration with the city's SAP ERP system
  • Full audit trail of all changes with timestamps and users
  • Self-service dashboards for department heads
  • Export capabilities for council presentations

Technology Stack

ReactNode.jsPostgreSQLWebSocketsSAP IntegrationPower BI
“We used to dread budget season because of all the spreadsheet wrangling. Now everything is in one place, everyone sees the same numbers, and we can focus on actual financial planning.”
Michael Torres
Budget Director, Finance & Administration

Lessons Learned

  • 1Getting buy-in from department heads early was crucial for adoption
  • 2Training sessions in small groups were more effective than large rollouts
  • 3Starting with a pilot department helped refine the workflow before scaling
  • 4Building in flexibility for different departmental budget structures was important

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