FA Wales Case Study

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FA of Wales

The Football Association of Wales (FAW) is the third oldest association in the world, having come into existence in 1876.

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Introduction

The FAW administers the sport in Wales from grass roots level through to international teams. Day-to-day management is directed by the Secretary General with a staff of twenty-four full-time and three part-time personnel.

The Competition department handles all domestic football administration; ranging from top level Welsh premier league to all national cup competitions, referees and the UEFA club licensing. All clubs are subject to annual audit – this covers compliance with minimum standards for grounds, development, personnel, administration, finance and legal requirements. Audits generate large volumes of paperwork. Andrew Howard, Head of Competitions, explains, “It was clear our storage options were going to run out so we began to look at other options.”

 

“Invu is very easy to use and has already provided a return on investment in five months, and will potentially provide more benefits in the future.”

 

The Challenge

Andrew Howard investigated Document Management options. “Invu Document Management was recommended – it was quite clear that Invu could meet all our needs and more. It was enough for us to buy it straight away – we did not need to look at another provider.” The FA of Wales purchased five licences of Invu Document Management.

 

Reduction in Physical Storage

The FA of Wales has seen a quick return on investment. “Invu is very easy to use and has already provided a return on investment in five months, and will potentially provide more benefits in the future.”

 

“I would definitely recommend Invu. The organisation is much more efficient. We have not been disappointed – a good 9½ out of 10.”

 

Business Process Improved

The FA of Wales purchased five licences for the Competitions Department together with desktop scanners. All new documents such as club licensing documents, club information, correspondence, team sheets are scanned in immediately. Andrew explained “The search and retrieve capabilities of Invu are fantastic and it eradicates the issue of misfiling. It makes our jobs much easier for us when we want to find a document. The department used to waste an hour a week searching for documents but now can access files within seconds.” He continued “I would definitely recommend Invu. The organisation is much more efficient. We have not been disappointed – a good 9½ out of 10. I think the only criticism is that I didn’t fully appreciate how important it was to get the filing locations right at the start.”

 

FA Wales 2

Saving Space

Andrew continued “Invu provides an audit trail and the ability to store and retrieve documents with ease. Above all, it’s an easy-to- use system. We used to store documents for 18 clubs over the last seven years which was an awful lot of paperwork. We no longer need the storage for the Competitions Department – all the documents are securely stored in Invu and are instantly accessible. This space can be used for other departments more effectively.”

 

“InvuCare Software Maintenance support is essential. A very efficient service – we couldn’t do without it.”

 

Adoption

nstallation was quick and painless. Andrew considers this a key part in the deployment process, “It’s important to get the filing structure right from the start as it makes installation and adoption much easier.” Training followed sign-off of the software configuration with a top-up refresher session once the software was in full use. “The top-up training made a real difference, reinforcing take-up and accelerating adoption.”

 

Compliance

The FA of Wales is required to keep control of and maintain a proper audit trail of all documents entering the organisation and is assessed annually by SGS, the global leader and innovator in inspection, verification, testing and certification services. Once documents are within Invu’s secure vault documents can be routed between users, processed, classified and audited and this accelerates the annual inspection process.

 

Peace of Mind

The FA of Wales recognises that Invu will be a critical part of its operational systems. Keeping Invu updated, current and live was therefore an important consideration. “InvuCare Software Maintenance support is essential,” says Andrew, “We needed an upgrade carrying out and Invu came straight in. A very efficient service – we couldn’t do without it.”

 

“We no longer need the storage for the Competitions Department – all the documents are securely stored in Invu and are instantly accessible.”

 

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