Analysis & Selection: Cloud Accounting Software for BHP Billiton

This report provides an analysis of cloud-based accounting software for BHP Billiton, a public company listed on the Australian Securities Exchange, aiming to improve its accounting processes across its global operations. The report details the background of BHP Billiton, emphasizing its diverse operations and need for reliable and secure data management. It outlines the functional, usability, and security requirements for the cloud-based software, focusing on configurations, online transaction tracking, and data storage. The report evaluates two prospective software providers, DacEasy and MYOB, comparing their documentation, cost, reporting options, and integration capabilities. Ultimately, the analysis aims to guide BHP Billiton in selecting the most suitable cloud-based accounting software to enhance efficiency, accountability, and data security.

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Table of Contents
Executive Summary 3
Introduction 4
Background 4
Systems requirements 6
Software selection………………………………………………………………………………..8
Conclusion………………………………………………………………………………………11
References………………………………………………………………………………………13

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Executive Summary
Cloud-based accounting software refers to accounting software that is hosted in the remote
servers. It is designed and developed to provide all accounting capabilities where data processing
is done off-site. Users access the software services through a network or through a cloud
application provider. Cloud-based services, unlike traditional accounting software, allow users to
access accounting data anywhere so long as they can access internet connectivity. It has proven
to be more secure and reliable owing to its backup mechanisms. It also reduces maintenance
costs unlike is the case of traditional accounting software which needs to be maintained and
updated regularly.
It is upon these considerations that BHP Billiton, a listed public company in Australian
Securities Exchange seeks to employ cloud-based accounting software in performing its
accounting needs and obligations. In this report, our consultancy firm, Vybo solutions,
undertakes a critical analysis concerning the desired software features that need to be customized
in the cloud-based accounting software to be acquired by BHP Billiton. Also to be evaluated are
the software vendors to determine which vendor can best be contracted to provide the service to
BHP Billiton.

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Introduction
Cloud-based accounting software refers to accounting software that is hosted in the remote
servers. It is designed and developed to provide all accounting capabilities where data processing
is done off-site. Users access the software services through a network or through a cloud
application provider. Cloud-based services, unlike traditional accounting software, allow users to
access accounting data anywhere so long as they can access internet connectivity. It has proven
to be more secure and reliable owing to its backup mechanisms. It is upon these considerations
that BHP Billiton, a listed public company in Australian Securities Exchange seeks to employ
cloud-based accounting software in performing its accounting needs and obligations. In this
report, we shall analyze the features of the software that best suits the operations of BHP
Billiton, as well as the best vendor who would be contracted, provide the service efficiently.
Background
BHP Billiton is a public company listed in the Australian Securities Exchange. The Group
headquarters is located in Melbourne, Australia. The company has in recent years demonstrated
robustness in its financial growth. The company has mining operations in various parts
including Australia, North America, and South America, and petroleum operations in the U.S.,
Australia, Trinidad and Tobago, the UK, and Algeria (BHP Annual Report, 2018). BHP is listed
as one of the 90 fossil fuel extraction and marketing companies responsible for two-thirds of

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global greenhouse gas emissions since the beginning of the industrial age (Goldenberg, Suzanne,
2013).
The company’s objective is to continue growing shareholder wealth through exploration,
acquisition and marketing its products globally to reach wider markets. It focuses on owning and
operating long-life, low-cost ventures in the mining sector. It currently operates nine customer
sectors which include coal, base metals, stainless steel, petroleum, iron ore, diamonds,
manganese, and specialty products. The company enjoys a wide market share in metal and
mining industry with over 100 operations in 25 countries globally. Owing to the diverse nature of
operations of the company, BHP Billiton is seeking to move to cloud-based accounting software
services to facilitate better service delivery. BHP Billiton recognizes the importance of data
reliability and security, especially in diverse business. The company also seeks to integrate its
financial reports across all its branches and subsidiaries to facilitate easy and reliable exchange
of information. This will ease the administrative aspect of facilitating information exchange.
It is for these reasons that the company seeks to employ cloud services which a reliable backup
mechanism in the clouds. The backup mechanisms would ensure reliable availability of
information at any time and boost accountability. Cloud-based accounting software has better
security mechanisms. Its firewall prevents intruders from attempts to access the company’s
confidential information. This is very important for BHP Billiton especially at this era of
rampant cyber-crime related cases. The company has also realized that it spends quite a sizeable
amount of money in facilitating software maintenance. This would, therefore, save the company
from incurring large amounts of money in maintenance costs as cloud computing is cost
maintenance free. BHP Billiton has also in the recent past been facing a challenge in integrating
its information management in different subsidiaries across the world. Cloud-based accounting

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software would provide a single platform for all the company’s operations located in various
parts of the world by providing real-time information. This would make it easy for management
to monitor the flow of financial information. Besides, this aspect would promote accountability,
which is key to financial reporting standards.
Software Requirements
Functional Requirements
These are requirements that will guide how the system will perform its functions. BHP Billiton
aim is to develop a system that helps in the management of accounting information of all its
subsidiaries across the by keeping it in a well-organized database and also provide for updating
daily transactions information. Below are the functional requirements that best suit the
operations of BHP Billiton.
Configurations functionalities
The system shall display all the products that can be configured.
The system shall allow the user to select the product to configure.
The system shall display all the available components of the product to configure
The system shall enable the user to add one or more component to the configuration.
The system shall notify the user about any conflict in the current configuration.
The system shall allow the user to update the configuration to resolve conflict in the current
configuration.
The system shall allow the user to confirm the completion of the current configuration

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Online tracking of transactions
The system shall allow the user to enter the order information for tracking. This feature will be
used by the management in providing administrative functions.
The system should provide components for online computation of tax liabilities. This will ensure
that the company obtains the correct figures pertaining to tax payables. It is also a tool for
accountability. The online computations capability will also allow the company to obtain
financial figures for each portfolio. This will aid in monitoring the performance of each portfolio.
Usability requirements
The fundamental motivation behind the ease of use is to guarantee that the end client is doing his
work easily by utilizing his normal capacity with no disappointment. It applies to the plan of
framework, applications, and item. It additionally incorporates clients interface and supporting
archives, so the product is running productively. As usefulness and ease of use both are
undertakings and client related terms. Capacities need to match task necessities while the clients
need to comprehend the definite use of the framework to meet their prerequisites. Gathering
related directions into menus, different instances of good interface plan and documentation help
conquer the contention among power and convenience to upgrade both ease of use and
usefulness (Scott, 2008).
Graphical User Interface
The system shall provide a uniform look and feel between all the web pages. This will ensure
uniformity in all the devices used to access the web.

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There are many types of interfaces as such supported by the E-Store software system namely;
User Interface, Software Interface and Hardware Interface.
The protocol used shall be HTTP.
The Port number used will be 80.
The system should be compatible with mobile devices.
Data storage
The software should have a large memory to store information. It must, therefore, have the
capability to store all the information in one platform. The memory specifications should be
large to store large volumes of data.
Security Requirements
The software should have a firewall and strong security mechanisms to prevent data intrusion.
BHP Billiton recognizes the importance of security of confidential company information.
Therefore these mechanisms are key in providing security to the system.
Software Selection
BHP Billiton would contract a cloud-based software provider based on efficiency and capacity to
offer such a service. We have therefore evaluated two prospective software providers to assess
their quality of service and their capacity to offer such services. We would rely on their past
projects where the company has successfully offered such a service. Their experience with

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clients will be the component to decide on the efficiency of their services. The two re-known
providers which we are going to evaluate are DacEasy and MYOB.
1. MYOB
MYOB is an Australian multinational corporation that accounting, tax and business enterprises
software. MYOB has a suite of subscription-based products and a browser-based accounting
product that was released in August 2010. It has developed accounting software for various
organizations across the globe.
2. Sage DacEasy
Sage DacEasy is a complete, simple to-utilize business the board arrangement that
offers a full line of programming instruments for the little to the medium-sized
association. At the center of Sage DacEasy is an integration of completely
incorporated modules that give the abilities expected to effectively deal with your
business. Sage DacEasy is available in four versions: the Accounting Edition, the
Payroll Edition, the Small Business Edition, and the Complete Edition.
Sage DacEasy can address the issues of your business. Sage DacEasy offers a solitary
client variant for independent ventures and a system form that supports up to 20
simultaneous clients for bigger associations. Sage DacEasy is a complete arrangement
that can set aside your time and cash by supporting your development from an
independent venture to a moderately sized association. Sage DacEasy fuses the
Business Center with the purchase of each Sage DacEasy Edition. This valuable

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resource gives a solitary motivation behind section for all Sage DacEasy modules1
(with the extraordinary instance of Job Cost), and it empowers you to open distinctive
report windows meanwhile. In like manner, the Sage DacEasy Business Center gives
work procedures to control customers through business endeavors, impelled declaring
with drill-down abilities to get behind the data on reports, business alerts to create
admonitions for unequivocal business conditions, similarly as administrative gadgets
to back up and restore your data.
Comparison between MYOB and Sage DacEasy
1. Documentation- Both DacEasy and MYOB provide printed and online help documents.
A built-in search tool in DacEasy helps users find the correct location in the index. The
help menu at the top of each screen offers several options in the context of that screen.
MYOB has a quick access button attached to every screen, so users can find topics easily.
2. Cost- One of the significant contrasts between the numerous essential bookkeeping
bundles that clients can purchase for a few thousand dollars, and a mid-showcase
bookkeeping application that may cost a huge number of dollars, is versatility. This
alludes to the number of concurrent clients that can work the product or the number of
records and areas that can be bolstered by the product. DacEasy and MYOB both sell a
solitary client form and organized various clients adaptation of their product. There is
anything but a huge distinction in cost between the two bundles. DacEasy (single-client
rendition) costs $3,000 while the identical MYOB bundle costs $3,650. The expense of
an extra client permit is relatively scaled.
3. Reporting options- MYOB is adaptable and can be utilized to create more than 190 sorts
of the report. It catches and presents the organization, representative, client, and seller

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data. DacEasy is less adaptable in reportage; it can deliver more than 50 sorts of the
report.
4. Integration with other software- One customer concern is the course of action of
supporting organizations for the item. These join online business interfaces with the
budgetary accounting system, consolidation with different applications like Microsoft
Office, and sponsorship for Adobe's PDF flexible record position, so reports and sales
can be sent by email. The DacEasy General Ledger empowers the import of accounting
things. MYOB engages the import and charge of data and information from and to other
programming packs.
5. Time billing- DacEasy does not give a period charging alternative, however clients can enter
time charging information into the Payroll Section, and a one-time charging report is accessible.
With MYOB's Time Billing, clients can set the charging time (other than week by week time
charging) with reference to various credit terms.
Conclusion
On the whole, both DacEasy and MYOB are capable of accounting software packages. The latter
packages can meet the bookkeeping needs of an independent venture. MYOB, on the other hand,
is easy to understand as it is suitable for the generation of a wide assortment of budgetary reports
like those in the case of BHP Billiton. The expense of actualizing a bookkeeping bundle isn't
only the expense of buying the product, buying an overhaul, or introducing good equipment, but
at the same time is about how well the item functions and how well it meets clients' particular
needs. Before settling on an official conclusion on which accounting software provider to
contract, clients should direct a top to bottom assessment dependent on the highlights considered
previously. In spite of the fact that choosing a vendor can be a tedious process, the time spared in

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future efficiency warrants the endeavors spent on the basic leadership process. Therefore based
on our client’s needs in business operations, we recommend MYOB to be contracted to give the
cloud-based accounting software.

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References
Els, Frik (5 July 2017). "Top 50 mining companies reshuffle as Chinese, lithium firms climb
rankings". Mining.com. Retrieved 26 July 2018.
Wilkinson, Rick (30 October 2009). "BHP Billiton shuts in Griffin oil field off W.
Australia". Oil & Gas Journal. Retrieved 26 July2018.
Sage Group, "Annual Report 2018".. Retrieved 10 March 2019.
J, C. C. (2009). How to select the right accounting software. Journal of Accountancy, 188(4), 67-
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