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With Workday Adaptive Planning, we’ve been able to actually re-forecast. We really know where we’re heading, whereas before it was kind of a guess.

Scott Clapton, Senior Management Accountant

  • Ventura Bus Lines is the largest privately owned bus company in Australia and has offered reliable bus services across Melbourne since 1924. Recently, the company has grown through acquisitions, and to stay on the right road to success it needed to simplify financial planning and analysis processes across all its entities. Now, with Workday Adaptive Planning in the driver’s seat, Ventura has streamlined budgeting and instituted continuous forecasting. Operating leaders can make forecast changes on-the-fly and immediately see the impact on the bottom line, while OfficeConnect made it simple to create monthly board reports that were instantly populated with real-time data that took just minutes to generate. Because it’s fast and easy to get accurate data, drill down, and run reports, Ventura’s finance team can devote much more time to strategic analysis and provide managers with the data they need to identify weaknesses and pinpoint strengths in the business.


    • Improving complex budgeting and planning processes
    • Maintaining data integrity for monthly
    • Limited forecasting capabilities


    • Simplified budgeting and planning
    • Continuous forecasting and modeling what-if analysis informs decision-making with confidence
    • Automated reporting with one source of accurate real-time data provides more time to strategic analysis
  • About:
    Ventura Bus Lines is the largest privately owned bus company in Australia and has been providing dependable, friendly and sustainable bus services since 1924. With over 1,500 employees, every year Ventura carries more than 30 million passengers across Melbourne.
    Melbourne, Australia
    All Industries, Transportation

We are in a much better decision-making position to manage through the year and position ourselves for multiyear planning.

Scott Clapton, Senior Management Accountant

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Founded in 1924, Ventura Bus Lines has evolved from operating a single bus route to carrying more than 32 million customers across Melbourne every year. A series of acquisitions solidified its status as Australia’s largest privately owned bus company. It also presented a challenge for the finance team.

The business suddenly had several different entities, each with its own accounts and a myriad of spreadsheets. It made budgeting tedious and forecasting near impossible. “There would be 20 spreadsheets to be consolidated for month-end close and a hundred for the annual budget,” said Scott Clapton, Senior Management Accountant. “Still, we could not get a comprehensive view of the business.”

The team turned to Workday Adaptive Planning for a faster and more powerful way to drive business results.

Streamlined budgeting and forecasting models deliver strategic insight

Using financial and operational cloud software for budgeting, forecasting, and reporting has made it much easier to coordinate and manage different entities. Budgeting and forecasting data for each entity is entered into Workday Adaptive Planning where it automatically rolls up into a consolidated view of the business. There’s no longer the need to spend days linking spreadsheets and double checking calculations.

Annual budgets can be produced in two weeks rather than two months. Forecasts are based on comprehensive models rather than assumptions and look as far forward as ten years. The finance team also has more time and data to analyze results and predict performance.

“With Workday Adaptive Planning, we’re able to make forecast changes on-the-fly and immediately see the impact,” said Clapton. “We really know where we’re heading, whereas before it was a bit of a guess.”

Putting data and discovery into the hands of the business

The relationship between business managers and finance is a collaborative one today with finance able to deliver increasing insights to the business in real-time. The team tracks both financial and operational metrics, like fuel usage and customer satisfaction, while Report Builder made reporting a breeze.

“In the past, it would take an hour or more to set up a report and we might only run it once. Now, it’s as easy as click, drag, drop and run. So we can cut up the data in new ways without putting a strain on resources,” said Clapton. “It’s saved two days a month on board reporting alone.”

The business can also visualize and analyze its pertinent metrics using dashboards. Operations managers, workshop managers and recruitment all track different metrics. These include key drivers like profit and loss, repair costs, headcount and leave balances.