Case Study
Improving the Capita One Send System
For the London Borough of Southwark
To maximise its existing systems and avoid major new investments, Southwark teamed up with Futures to enhance its Capita ONE software. The project began with a full review of Capita ONE to identify "quick wins" - small changes with significant impact.
The most important improvements focused on SEND finance, enhancing financial reporting accuracy and system controls, thus saving money and avoiding the complexity of new software modules.
Project goals
Southwark’s main goals in partnering with Futures were to…
Identify impactful improvements within the current system.
Enhance SEND finance management for accurate and reliable financial reporting.
Simplify workflows across Capita ONE, making tasks easier for staff.
Improve data quality, especially for SEND funding and finance requirements.
How we tackled it
Futures took a two-phase approach, starting with a thorough system review and then focusing on key developments.
System review and quick-win strategy
Futures brought in a subject matter expert to review the entire Capita ONE system and identify areas for improve- ment. This review led to several suggestions, including:
- Improving data management to make it more consistent and reduce duplication.
- Making the interface more user-friendly.
- Prioritising SEND finance improvements for the biggest impact.
Developing the Send Finance solution
Futures provided a technical expert to implement the SEND finance upgrades, which included:
- Customising Capita features to improve SEND financial tracking and controls.
- Setting up automated financial reporting for real-time insights into spending and budgets.
- Ensuring thorough testing and training for smooth operation and confident use by staff.
Expert action plan
The optimised Capita ONE system, especially with the SEND finance enhancements, provided Southwark with several key benefits:
High-impact finance improvements
Without the high cost of new modules
Better tools to manage and control spending
Reducing the need for intensive audits and protecting the council’s reputation.
Authorisation and record-locking processes
To reinforce data accuracy and budget control.
Comprehensive reporting and forecasting tools
Offering a clear view of current finances and future trends.
Increased financial accuracy and controls
Ensuring compliance and transparency.
Personal budget tracking for guardians
With clear breakdowns of spend-to-date and remaining budget.
Data clean-up and integration
Bringing all historical records into a unified system.
Efficient management
Of SEND bandings and costs, with easy updates and preserved history.
Scalability for other local authorities
The SEND finance solution developed for Southwark is ready to benefit other local authorities.
Futures estimates a four-month timeline to roll it out to councils seeking cost-effective upgrades within the Capita ONE suite, allowing them to achieve better financial reporting, control, and efficiency without new software modules
Consclusion
By partnering with Futures, the London Borough of Southwark unlocked the full potential of its Capita ONE suite. The targeted review and development approach delivered real value, especially in SEND finance, without the expense of new modules. Now, with a scalable solution in place, other councils can benefit from these improvements to meet their own service and financial goals.
Local Government sector experts
Futures Local Government delivers end-to-end support across every tier of council delivery – from frontline stabilisation to digital transformation.
