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© 2013 IBM Corporation
This presentation was developed and delivered by IBM Canada for Financial Management
Institute Capital Chapter event “Transformation and Financial Challenges in 2013-2014”. No
part of this presentation may be circulated, quoted, or reproduced for distribution without prior
written approval from IBM
Transformation and Financial
Challenges in 2013-2014
September 26, 2013
Accelerating Transformation using
Benchmarks
© 2013 IBM Corporation
Agenda
 Benchmarking Public Sector Financial Management to Private Sector
Financial Management
 Adopting Leading Practices in the Government
 Transformation Case Studies & Lessons Learned
September 26, 20132
© 2013 IBM Corporation
Speakers
 Svina Dhaliwal, CMA, PMP
– Managing Consultant, Strategy and
Transformation, IBM Global
Business Services
– 12 years of experience in the public
sector
– 8 years of consulting experience
– Expertise in: financial planning,
budgeting, reporting, costing, finance
Strategy, performance
measurement, contract
management, business case
development, project management
September 26, 20133
 Kim Butler, CGA, PMP
– Associate Partner, Strategy and
Transformation, IBM Global Business
Services
– Practice Lead, Shared Services &
Finance Transformation, Public
Sector Canada
– Over 25 years of experience in the
public & private sectors
– 15 years of executive management
consulting expertise
– Expertise in: Program and project
management, shared services,
Finance strategy and transformation,
executive client management, and
organizational transformation
management
© 2013 IBM Corporation
Benchmarking Public Sector vs. Private Sector
 Benchmarking allows organizations to:
– Establish a baseline – measure and compare with similar organizations
– Identify potential areas for improvement and best practices
– Assess appropriate targets and serve as a business case for change
 Where does the data come from for IBM’s Benchmarking Program?
– Primary research, such as new global surveys conducted by IBM, combined with partner research
– Founded in APQC's Open Standards Benchmarking
– Data is continually being updated, validated and normalized
 Where did the leading practices come from?
– Primarily from IBM projects and research as well as publicly available sources
– Intellectual capital generated from the Open Standards Benchmarking Collaborative
 What type of metrics are used?
– Cost Metrics
– Efficiency (FTE-based) Metrics
– Cycle-time Metrics
 What type of organizations are included in the Public vs. Private Sector benchmarking?
– Public Sector: includes all branches; Executive, Legislative, Support Orgs, etc. and all levels of
government and public sector entities
– Private Sector: all industries
4 September 26, 2013
- Median – midpoint value in the distribution; half of
respondents perform below and half perform above.
- Benchmark – 80th percentile in the distribution; 80% of the
respondents perform below and 20% perform above.
© 2013 IBM Corporation
An illustrative Finance & Accounting Business Component Model will
help guide our discussion today on four focus areas
DirectControlExecute
Accounting Close
and Consolidation
Close Coordination
and Scheduling
Financial
Reconciliation
Accounting
Guidelines
Pre-close Execution
Close &
Consolidation
Adjusting Entry Review
& Approval
Accounting
Policies
External Financial
Reporting
Financial Statements
Preparation
Regulatory Reporting &
Public Accounts
Production
Regulatory Inquiries
Handling
External Reporting –
Statutory Policy
Financial Disclosure
Requirements
Reporting Compliance
Monitoring
Detective Self-Audit
Financial Statements
Approval
Audit Support
External Reporting –
Non Statutory Policy
External Reporting
Guidelines
Funding &
Corporate
Finance
Revenue & Funding
Policies
Cash Management
Revenue & Funds
Processing
Revenue & Funding
Guidelines
Funding Allocations
Revenue & Funds
Requests
Source of Funds
TB Submissions
Input to ARLU
Input to Estimates
CPP and EI Recoveries
Accounting Operations / Transaction
Processing
Accounts Payable
Processing
Travel and Expense
Processing
Journal Entry Review
& Approval
Monitor Authority and
Limits Delegation
Account Reconciliation
Finance Policy
Monitoring (Including
Asset)
Loans & Accounts
Receivable
Processing
Journal Voucher
Processing
Interdepartmental
Settlement Processing
Financial Policies
(Including Asset)
Financial Guidelines
(Including Asset)
Acquisition Card
Payment Processing
Credit and Collections
Financial Procedures
& Business Rules
Asset Reconciliation
Tracking & Mgmt
Asset Accounting
Budgeting &
Forecasting
Budget and Forecast
Policy
Strategic Planning &
Target Setting
Budget Development
Operational Planning
Budget Policy Monitoring
Budget to Actual Variance
Analysis
Forecast Preparation
Capital Planning
Budget Plan Approval
Forecast Analysis &
Monitoring
Budget Guidelines
Financial
Management
Controls
Framework
Financial Risk
Monitoring
Financial Management
Control Framework
Financial Controls &
Compliance Reporting
Financial Controls &
Compliance Monitoring
Fraud Management
Financial Risk Scoring
and Evaluation
Financial Risk
Reporting
Financial Risk
Identification and
Ownership
Financial Risk
Framework
Establish Financial
Controls
& Authorities
Funding &
Corporate
Finance
Revenue (budget) &
Funding Policies
Cash Management
Revenue (budget) &
Funds Processing
Revenue (budget) &
Funding Guidelines
Funding Allocations
Revenue (budget) &
Funds Requests
Source of Funds
TB Submissions
Management
Input to ARLU
Input to
Supplementary
Estimates
Input to Main
Estimates, RPP &
DPR
TB Submissions
Budgeting &
Forecasting
Budget and Forecast
Policy
Strategic Planning &
Target Setting
Budget Development
Operational Planning
Budget Policy
Monitoring
Budget to Actual
Variance Analysis
Forecast Preparation
Capital Planning
Budget Plan Approval
Forecast Analysis &
Monitoring
Budget Guidelines
5
© 2013 IBM Corporation
Benchmarking Public Sector Financial Management to Private
Sector Financial Management - Accounts Payable Processing
September 26, 2013 Not for Distribution6
Accounts Payable
Processing
Metrics
Median Benchmark Gov’t BM vs.
Private BMGov’t Gov’t Private
Cost
Total cost of the process "process accounts payable" per one thousand
Canadian Dollar revenue / budget for Government.
$1.19 $0.74 $0.33 +126%
Personnel cost (including benefits) of the process "process accounts payable"
per one thousand Canadian Dollar revenue / budget for Government.
$0.62 $0.48 $0.23 +114%
Systems cost of the process "process accounts payable" per one hundred
thousand Canadian Dollar revenue / budget for Government.
$10.69 $7.27 $2.48 +193%
Efficiency
Number of FTEs for the process "process accounts payable" per one billion
Canadian Dollar revenue / budget for Government.
11.59 5.97 4.75 +26%
Number of invoices processed per "process accounts payable" FTE. 5,194 11,281 18,219 -38%
Number of invoice line items processed per "process accounts payable" FTE. 13,279 47,500 72,833 -35%
Number of disbursements per "process accounts payable" FTE. 3,666 6,018 7,857 -23%
Cycle-
Time
Cycle time in days from receipt of invoice until approved and scheduled for
payment.
11.00 7.00 5.00 +40%
 Processing payments of operating expenses and other direct or indirect vendor charges.
Notes:
• Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is
considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal.
• The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and
half perform above.
© 2013 IBM Corporation
Adopting Leading Practices in the Government
Accounts Payable Processing
 High usage of Purchase orders for both goods and services (>80%)
 Process small differences without escalation for resolution. Sampling is used to detect irregularities.
 Use digital imaging technology for document processing and storage.
 Receive invoices electronically from suppliers
 Automate invoice routing through workflow automation.
 Integrate the accounts payable system with the procurement system to achieve automated electronic matching
(invoice / PO / Receipt documentation)
 Fully integrated purchasing, payables, inventory management and General Ledger systems
 Segregation of duties between supplier set up, invoice processing and payment processing
 Effective and continuous reduction in invoice volumes through use of procurement cards, invoice consolidation, etc.
 Require vendors to consolidate invoices as much as possible
 Where vendors will not consolidate invoices, consolidate payment of multiple invoices into a single payment
 Capability to remit funds and remittance advices electronically and/or via the web, as payment options such as e-
cash and web-based funds transfer emerge
 Provide on demand access to financial information internally through self service capabilities and to suppliers
 Centralized A/P organization. Shared services centre for transaction processing in a multi-location, multi-division
organization
 Standardize A/P systems, policies and procedures.
7 September 26, 2013
© 2013 IBM Corporation
Metrics
Median Benchmark Gov’t BM vs.
Private BMGov’t Gov’t Private
Cost
Total cost of the process "process expense reimbursements" per one thousand
Canadian Dollar revenue / budget for Government.
$0.24 $0.12 $0.04 +239%
Personnel cost (including benefits) of the process "process expense
reimbursements" per one thousand Canadian Dollar revenue / budget for
Government.
$0.08 $0.05 $0.02 +136%
Systems cost of the process "process expense reimbursements" per one
hundred thousand Canadian Dollar revenue / budget for Government.
$1.58 $0.54 $0.29 +88%
Efficiency
Number of FTEs for the process "process expense reimbursements" per one
billion Canadian Dollar revenue / budget for Government.
2.64 1.02 0.86 +18%
Number of T&E disbursements per "process expense reimbursements" FTE. 3,478 13,516 11,572 +17%
Cycle-
Time
Cycle time in days to approve and schedule T&E reimbursements. 2.50 2.00 3.00 -33%
Benchmarking Public Sector Financial Management to Private
Sector Financial Management - Travel & Expense Processing
September 26, 2013 Not for Distribution8
Travel and Expense
Processing
 Processing advancements and reimbursements for employee travel and expenses on
the organization’s behalf.
Notes:
• Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is
considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal.
• The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and
half perform above.
© 2013 IBM Corporation
Adopting Leading Practices in the Government
Travel & Expense Processing
 Reimburse T&E expenses through direct deposit (through payroll system)
 Maximize use of common corporate credit card.
 Use common, consolidated expense management software across the organization
 Reimburse expenses with receipts valued above risk threshold, and without receipt below risk threshold (i.e. $75)
 Do not provide travel advances
 Track travel and expenses to the level of detail required for control and risk thresholds (i.e. air fare, meals, parking, taxi,
etc.)
 Use digital receipt imaging.
 Where the company is to pay the cost of travel directly, e.g. for a conference block booking, purchase orders are raised
through the procurement process.
 Maximize automated data population for expense claim creation.
 Process claims in centralized processing or shared services centers
 Provide on demand access to policy and expense-tracking information
 Train all employees on the expense reimbursement process, policies and system.
 Employees should book all travel through the authorized travel agent, who ensures that the booking is with preferred
suppliers and in line with policy.
 Implement policies/systems to process expense reports electronically
 Maintain a clear, simple expenses policy with appropriate tolerances and levels of authorization.
 Employee details maintained by Human Resources, but payment details held and maintained by AP to process payment
9 September 26, 2013
© 2013 IBM Corporation
Metrics
Median Benchmark Gov’t BM vs.
Private BMGov’t Gov’t Private
Cost
Total cost of the process "process accounts receivable" per customer receipt. $116.96 $9.95 $2.65 +275%
Total cost of the process "process accounts receivable" per invoice processed. $86.32 $11.48 $1.63 +604%
Total cost of the process "invoice customer" per invoice processed. $215.31 $77.03 $5.58 +1290%
Total cost of the process "invoice customer" per invoice line item processed. $84.21 $18.83 $0.99 +1802%
Effic-
iency
Number of invoices processed per "invoice customer" FTE. 6,229 40,500 102,941 -61%
Cycle-Time
Average days sales outstanding (measures timeliness between sale of goods or
services, and receipt of payment).
39.00 22.40 31.00 -28%
Cycle time in days from transmission of invoice to receipt of payment. 21.5 10.8 18.0 -40%
Benchmarking Public Sector Financial Management to Private Sector
Financial Management - Loans & Accounts Receivable Processing
September 26, 2013 Not for Distribution10
Loans & Accounts
Receivable
Processing
 Processing loans and accounts receivable transactions including payments, defaults,
interest expense to ensure that balances reflect the actual amounts owing.
Notes:
• Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is
considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal.
• The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and
half perform above.
© 2013 IBM Corporation
Adopting Leading Practices in the Government
Loans & Accounts Receivable Processing
 Regular forecast of cash receipts available for treasury purposes
 Employ cycle billing to reduce periodic surges in billing levels
 Take advantage of automated links between systems to reduce process cycle time
 Integrate system with billing, collection, AP and GL.
 Electronic invoicing & collection – automated according to credit terms
 Automated tools to assist in: overdue balance follow-up, exception invoices, etc.
 Net out payables and receivables and only pay/collect the difference between them
 Color-code remittance courtesy reply envelopes for accelerated processing.
 Easily accessible summaries of debtor days, daily collection, aging
 Automatic flagging and reporting of high risk accounts
– Aged debit balances should be reviewed by management on a regular basis and explanations sought as to why debts
have failed to be recovered.
 Use of workflow software to monitor process and help resolve queries
– Image processing to facilitate online query handing
 Online customer interface allowing suppliers/customers to update and amend set fields such as contact delivery details and
view a breakdown of their outstanding account details – one single interface for customers.
 Shared services centre for transaction processing - Cross-functional teams for customer support, order entry and dispute
resolution
 Clearly defined and communicated AR guidelines
– Materiality limits for automatic write-off tolerances
– Focus on error reduction activities
11
© 2013 IBM Corporation
Metrics
Median Benchmark Gov’t BM vs.
Private BMGov’t Gov’t Private
Efficiency
Number of journal entry line items per "perform general accounting" FTE. 40,385 77,869 153,618 -49%
Percentage of journal entry line items that are corrective/adjusting. 3.00% 1.55% 0.66% +135%
Cycle-Time
Cycle time in days to perform monthly close at the business entity level. 10.00 7.00 6.00 +17%
Cycle time in days to produce period end management reports. 13.00 10.00 9.00 +11%
Benchmarking Public Sector Financial Management to Private
Sector Financial Management - Close & Consolidation Processing
September 26, 201312
 Reviewing preliminary trial balance and adjustments and performing final review of
P&L and balance sheet.
 Combining two or more entities for reporting purposes. This includes the elimination
of inter-company transactions between consolidated entities.
Close &
Consolidation
Notes:
• Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is
considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal.
• The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and
half perform above.
© 2013 IBM Corporation
Adopting Leading Practices in the Government
Close & Consolidation Processing
 Simplify and standardize the chart of accounts
– Standardizing and streamlining an organization's charts of account can dramatically improve the
speed of the close process.
– By establishing a focused and consistent set of accounts across business sites, an organization can
effectively measure business performance in accordance with strategic objectives, as well as reduce
consolidation time during the close process.
 Automate the financial close
 The generation of consolidated reporting from a data warehouse is an automated process, driven by pre-
set consolidation rules.
 At the point of transfer for consolidation purposes, information is automatically checked for errors of
omission and for incorrect periods.
 The ability exists for consolidations to drill down to the original records in any entity.
 For all consolidation items, transactions are recorded in the same account name and code in each legal
entity's general ledger to facilitate and simplify the consolidation process
 Simplify departmental relationships as far as possible for consolidation purposes
 Journal entries kept centrally at their source
13 September 26, 2013
© 2013 IBM Corporation
TRANSFORMATION CASE STUDIES &
LESSONS LEARNED
14 Not for DistributionSeptember 26, 2013
© 2013 IBM Corporation
Case Study: Province of Nova Scotia
Background
 Province of Nova Scotia entered into a 10 year contract with IBM for SAP Application Managed Services with an annual
commitment for SAP Capital Transformational Project work
 SAP Managed Services Scope includes Level 1 Service Desk, Break Fix, Technical System Maintenance, System
Monitoring, Minor Enhancements, Standard Operational Changes
Business need
 Implement Common business processes to better
facilitate management of all business/operational
functions and decision making across the Gov
Departments & Entities
 Consolidate SAP instances across Functions and
Departments
 Leverage the IBM Managed Services Transition as the
lever to consolidate remaining SAP Support teams into
one Shared Services operated by IBM with one
Government retained organization to support multiple
broader Province of Nova Scotia Public Sector Clients
and Environments
 Economic Development to keep and build new jobs in
Nova Scotia to help provide a long term facility to grow
talent to service their needs and other clients across
North America and Globally
Solution approach
 Solution consisted of three components:
1. 10 Year SAP AMS + Projects, cost neutral to PNS fixed
over the term
 Including IBM to offer comparable job offers with
sign on bonus to all impacted staff (unionized and
non unionized)
2. Development of an IBM Services Centre to grow a pool of
talented resources (500 over 6 years) to support the
Province of Nova Scotia’s business and technology needs
as well as other clients across North America and Globally
3. Partnership with 7 Post Secondary Institutions to develop
curriculum, and provide Analytics software to support the
development of skill graduates for local IBM jobs
 Initial scope for consolidation and transition of the SAP
Support Centre as one Shared Services to support the
Province of Nova Scotia, Department of Health, Nova
Scotia Municipalities, Nova Scotia School Board, Nova
Scotia Liquor corp, etc
 With the long term cost stability of their operating budget,
PNS is now working with IBM on transformational
initiatives through Projects to help drive further business
and cost benefit for the Province of Nova Scotia
Outcomes
• Province has achieved one Shared Service and COE for SAP Service Management and have saved significant money
to date consolidating one support organization
• Province of Nova Scotia, through efficiencies in the contract and IBM’s delivery to date, is actually spending less than
their initial budget and currently are using these savings to help fund transformational initiatives
© 2013 IBM Corporation16
Case Study: Government of Alberta
Not for DistributionSeptember 26, 2013
Background
 Government wide initiative incorporating 24 ministries, to reduce expenditures while maintaining public services
unchanged
 Lack of integration among existing applications made data consolidation and reporting difficult, resulting in significant
manual manipulation of outputs
 Employs more than 35,000 – many of which were directly impacted by transforming human resource application
delivery
Business need
 Primary objective was to increase availability and quality
of information to support decision making in a timely and
cost effective manner
Solution approach
 Implementation of PeopleSoft HR including access to
employee information via an on-line 24/7 self-service
portal
 Manage operations of hardware infrastructure and
provide application management services
 Upgrade PeopleSoft HR to Version 9.0 incorporating bi-
weekly payroll and self service time reporting
Outcomes
 Aligned to Government of Alberta strategic initiatives relating to creation of Shared Services and cost savings
 Completed upgrade/transformation in less than 18 months
 Significantly increased ability for most employees to have self-service access to their own employee information
 Received high levels of performance and standards against service level agreements including the award of a Gold
medal for Government transformation excellence.
Lessons Learned
1.Service Provider SLA’s demonstrate better results when defined as outcome-based rather than flowing down the same
SLA’s that the Shared Services organization provides to their clients.
2.Greater focus should be on organizational change management
3.Strong commitment from senior executives within the Government imperative to drive transformation
© 2013 IBM Corporation
Case Study: IBM’s Finance Transformation
17
© 2013 IBM Corporation18
• Single source of truth – one ledger; one
financial data warehouse; common
definitions
• Introduced global processes – owners
responsible for technology and data quality
• Created Centers of Excellence providing
financial skills and standardized support
What we did?Why?
• IBM Finance was highly decentralized – a
maze of systems
• 14K finance employees was 2 times
competition
• High percent of time spent on administrative
tasks
• Lack of integration and unique measurement
systems led to inconsistent data
• Finance viewed as low value add
Financial information strategy
Common
data
definitions
Common
transaction
applications
Common ledgerLedger
Acctg
Consol
Corporate
Whse
Fin'l
Planning
Geo
Whse
Employee
Disbursements
Intercompany
Accounts
Payable
Assets
Accounts
Receivable
Common data definitions and processes
Corporate data standards-financial elements
Single worldwide chart of accounts
Finance lead client
Common worldwide
planning system
Single worldwide
financial information
warehouse (FIW)
Common
geographic mega-
centers
Single worldwide
consolidation
system
Business
Mgmt.
Info
Treasury
Mgmt.
Info
Common
information
IBM Financial systems built on commonality in support
of an integrated management system
Setting the stage for IBM’s Finance Transformation
Case Study: IBM Finance Transformation
 Vision and leadership
 Corporate-wide strategy
& architecture
 Scale
economies
 Control of
standards
 Critical mass
of skills
 Units control
priorities
 BU's have
ownership
 Responsive
 Excessive cost
 No standards
 Reinvention of wheel
 No synergy
or integration
 Unresponsive
 No BU ownership
 No BU control
Centralized
Finance
Decentralized
Finance
 Common Standards
 Synergy
IBM's Finance Model
Transactions Decision Support
September 26, 2013
© 2013 IBM Corporation19
ImpactHow we have evolved
• Focused on the basics (’94 – ’98)
– Standard / Common Process
– Automation
– Functional Best Practices
– Financial Reporting
• Integrated the Enterprise (’98 – ’02)
– Shared Services
– Web Enablement
– Core Competency
– Decision Support
• Moved to globalization (’02 – present)
– Process Outsourcing /Global COEs
– Technology Exploitation
– Rationalized ERP
– Information On Demand
• Optimized global capability
– Increased use of global support from
12% in ’05 to 50% in ’12
• Shift to higher value work
– Increased decision support work from
30% in ’94 to 70% in ’12
• Lowered expenses
– Lowered expense to revenue share
from 3% in ’94 to 1% in ’12
• Focused on employee development
– New career paths inside and outside
of Finance organization
The results of transformation on the Finance Function
Case Study: IBM Finance Transformation
September 26, 2013
© 2013 IBM Corporation
Becoming a Value Integrator
 Predictive and forward-looking insights
 Performance optimization
 Automated production of key metrics
 Analytics to enable self service
 Business analysis and interpersonal skills to
communicate, convince and influence
 Build technologies and tools to support
business analytics
 Embed predictive capabilities into operational
systems and processes
 Invest in analytical and “consultative” skills
development of employees – helping them
become “trusted business advisors”
IBM’s Finance Transformation continues to evolve
Case Study: IBM Finance Transformation
Skills
Strategic
Insight
Quantitative Qualitative
Core Leadership
ConsultativeAnalytical
Pulling Reports
Performing Ledger
entries
Accounting
Principles
Reconciling
Data
Project
Management
Building Trust
Data Modeling
Trend Analysis
Forecasting
Statistical
Techniques
Packaging &
Presenting
Negotiating
Problem
Solving
Listening
Business
Acumen
Partnership
Influencing
Risk Management
Invoicing
Financial
Concepts
Insight Generation
Change
Management
Scenario
analysis
Business Ethics
Persuasive
Communication
Value
Competence / Skill Level
CompetitiveAdvantage
Analysis – Why is this happening?
Report – How many, how often, where?
Gather Data – What happened?
Administrative
Trusted Advisor
What‘s the best that can happen?
Predictive – What will happen next?
What’s next? How will we get there?
20
© 2013 IBM Corporation
WW Process
Ownership
Common data
Common ledger
Common systems
Centralization
Shared Services
1994
Primary focus on
Efficiency
Value-driven Efficiency and
Volume focus
*Note: Prior years re-stated for mission transfers
Transformation to date has shown steady saving from efficiency
improvement, with future saving from value-driven efficiencies
21 September 26, 2013
IBM Transformations to Date
Benefits Realization
2005* 2006* 2007* 2008* 2009* 2010 2011 2012
Est
2013
Est
2014
Est
2015
Est
Spending
Savings
© 2013 IBM Corporation22
Through these case studies and others alike, key Lessons Learned
have emerged on Finance Transformation
 Rumors and myths will develop - Be sure to communicate clearly and often
 Implementation can be step wise, but early scope must be wide enough to deliver clear
value
 Delivering hard cost savings often means significant workforce impacts
 The benefits are significant and are achievable
 It takes more time and is more difficult to implement
 Go faster than you think you will be able
 Finance transformation is an effective road to cultural change
 Sustained leadership trumps good project management
 Neglect the people issues at your peril
 Get governance right, but don’t hesitate to evolve governance as finance transformation
matures
 Political commitment comes with strategic alignment
 Working horizontally does not come naturally in government – foster trust and collaboration
September 26, 2013
© 2013 IBM CorporationFinance Operating Model Optimization | February 200923
Drive efficiency and effectiveness
through common systems and scale
economies
Gain insights through incorporating
risk into performance management
and centers of competency
Low
Med
High
Maturity
Timeline
Providing
and owning
the single
source of
the truth
Transformation Journey through Stages of Maturity
Transformation Journey
Integrate Finance through standards,
enabled by global process ownership
Source: IBM Global Business Services
© 2013 IBM Corporation<<
Clie
24
Transformation is achieved through rigorous and thoughtful
attention to the core building blocks
The Journey to an Integrated Organization
Low
Medium
High
Timeline
Legend - Actions
Establish global
standards
Simplify
Converge performance
and risk management
Strictly adhere to common
data definitions enterprise-
wide
Implement a standard
chart of accounts /
standard information
architecture enterprise-wide
Use standardized common
processes enterprise-wide
Strictly adhere to global
process ownership
enterprise-wide
Mandate and enforce
global standards for all
business units
Use shared services for
transactional activities
Reduce the number of
Finance applications &
black book tools
Establish Centers of
Excellence for Core and
Specialized Services
Reduce the number of ERP
instances
Use centers of excellence
for decision support
Use outsourcing (for non-
core activities)
Conduct formalized risk
identification that is
institutionalized within the
organization’s responsibilities
Fully embed access /
process controls in risk
systems
Use predictive analytics /
modeling for measuring
and monitoring risk
Utilize risk as an economic
evaluation tool
Use risk adjusted forecast
and plan
 Formally incorporate risk
indicators into
performance monitoring
 Use historical comparison
of key risk and
performance indicators
 Conduct routine
management monitoring
& reporting that includes
risk factors
Through
considerable
manual effort
Through greater
efficiency and
effectiveness
Through the use of
headlights (forward
leaning insights)
versus tail lights
(historical)
Providing
and owning
the single
source of
the truth
© 2013 IBM Corporation
Successful Transformations are a Journey with Common Key
Elements
Transformation has been, and is, an
Evolutionary process…
 Standardizing Data and Systems
 Reengineering Common Global
Processes
 Consolidating Core Functions into
Shared Services
 Globalizing / Nationalizing Centers of
Excellence
 Implementing and Promoting Self-
Service
 Exploiting Business Analytics
25 September 26, 2013
Transformation requires…
 Strong executive support
 Clear Vision, targets and
measurable objectives
 Continuous effort – need to
dedicate resources to get results
 To look at Data, Processes and
Tools and balance across all three
with a focus on the cost of delivery
 Communicate, communicate,
communicate…
© 2013 IBM Corporation
Thank You
September 26, 201326

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Ibm%20 fmi%20accelerating%20transformation%20using%20benchmarks%20final%2026092013

  • 1. © 2013 IBM Corporation This presentation was developed and delivered by IBM Canada for Financial Management Institute Capital Chapter event “Transformation and Financial Challenges in 2013-2014”. No part of this presentation may be circulated, quoted, or reproduced for distribution without prior written approval from IBM Transformation and Financial Challenges in 2013-2014 September 26, 2013 Accelerating Transformation using Benchmarks
  • 2. © 2013 IBM Corporation Agenda  Benchmarking Public Sector Financial Management to Private Sector Financial Management  Adopting Leading Practices in the Government  Transformation Case Studies & Lessons Learned September 26, 20132
  • 3. © 2013 IBM Corporation Speakers  Svina Dhaliwal, CMA, PMP – Managing Consultant, Strategy and Transformation, IBM Global Business Services – 12 years of experience in the public sector – 8 years of consulting experience – Expertise in: financial planning, budgeting, reporting, costing, finance Strategy, performance measurement, contract management, business case development, project management September 26, 20133  Kim Butler, CGA, PMP – Associate Partner, Strategy and Transformation, IBM Global Business Services – Practice Lead, Shared Services & Finance Transformation, Public Sector Canada – Over 25 years of experience in the public & private sectors – 15 years of executive management consulting expertise – Expertise in: Program and project management, shared services, Finance strategy and transformation, executive client management, and organizational transformation management
  • 4. © 2013 IBM Corporation Benchmarking Public Sector vs. Private Sector  Benchmarking allows organizations to: – Establish a baseline – measure and compare with similar organizations – Identify potential areas for improvement and best practices – Assess appropriate targets and serve as a business case for change  Where does the data come from for IBM’s Benchmarking Program? – Primary research, such as new global surveys conducted by IBM, combined with partner research – Founded in APQC's Open Standards Benchmarking – Data is continually being updated, validated and normalized  Where did the leading practices come from? – Primarily from IBM projects and research as well as publicly available sources – Intellectual capital generated from the Open Standards Benchmarking Collaborative  What type of metrics are used? – Cost Metrics – Efficiency (FTE-based) Metrics – Cycle-time Metrics  What type of organizations are included in the Public vs. Private Sector benchmarking? – Public Sector: includes all branches; Executive, Legislative, Support Orgs, etc. and all levels of government and public sector entities – Private Sector: all industries 4 September 26, 2013 - Median – midpoint value in the distribution; half of respondents perform below and half perform above. - Benchmark – 80th percentile in the distribution; 80% of the respondents perform below and 20% perform above.
  • 5. © 2013 IBM Corporation An illustrative Finance & Accounting Business Component Model will help guide our discussion today on four focus areas DirectControlExecute Accounting Close and Consolidation Close Coordination and Scheduling Financial Reconciliation Accounting Guidelines Pre-close Execution Close & Consolidation Adjusting Entry Review & Approval Accounting Policies External Financial Reporting Financial Statements Preparation Regulatory Reporting & Public Accounts Production Regulatory Inquiries Handling External Reporting – Statutory Policy Financial Disclosure Requirements Reporting Compliance Monitoring Detective Self-Audit Financial Statements Approval Audit Support External Reporting – Non Statutory Policy External Reporting Guidelines Funding & Corporate Finance Revenue & Funding Policies Cash Management Revenue & Funds Processing Revenue & Funding Guidelines Funding Allocations Revenue & Funds Requests Source of Funds TB Submissions Input to ARLU Input to Estimates CPP and EI Recoveries Accounting Operations / Transaction Processing Accounts Payable Processing Travel and Expense Processing Journal Entry Review & Approval Monitor Authority and Limits Delegation Account Reconciliation Finance Policy Monitoring (Including Asset) Loans & Accounts Receivable Processing Journal Voucher Processing Interdepartmental Settlement Processing Financial Policies (Including Asset) Financial Guidelines (Including Asset) Acquisition Card Payment Processing Credit and Collections Financial Procedures & Business Rules Asset Reconciliation Tracking & Mgmt Asset Accounting Budgeting & Forecasting Budget and Forecast Policy Strategic Planning & Target Setting Budget Development Operational Planning Budget Policy Monitoring Budget to Actual Variance Analysis Forecast Preparation Capital Planning Budget Plan Approval Forecast Analysis & Monitoring Budget Guidelines Financial Management Controls Framework Financial Risk Monitoring Financial Management Control Framework Financial Controls & Compliance Reporting Financial Controls & Compliance Monitoring Fraud Management Financial Risk Scoring and Evaluation Financial Risk Reporting Financial Risk Identification and Ownership Financial Risk Framework Establish Financial Controls & Authorities Funding & Corporate Finance Revenue (budget) & Funding Policies Cash Management Revenue (budget) & Funds Processing Revenue (budget) & Funding Guidelines Funding Allocations Revenue (budget) & Funds Requests Source of Funds TB Submissions Management Input to ARLU Input to Supplementary Estimates Input to Main Estimates, RPP & DPR TB Submissions Budgeting & Forecasting Budget and Forecast Policy Strategic Planning & Target Setting Budget Development Operational Planning Budget Policy Monitoring Budget to Actual Variance Analysis Forecast Preparation Capital Planning Budget Plan Approval Forecast Analysis & Monitoring Budget Guidelines 5
  • 6. © 2013 IBM Corporation Benchmarking Public Sector Financial Management to Private Sector Financial Management - Accounts Payable Processing September 26, 2013 Not for Distribution6 Accounts Payable Processing Metrics Median Benchmark Gov’t BM vs. Private BMGov’t Gov’t Private Cost Total cost of the process "process accounts payable" per one thousand Canadian Dollar revenue / budget for Government. $1.19 $0.74 $0.33 +126% Personnel cost (including benefits) of the process "process accounts payable" per one thousand Canadian Dollar revenue / budget for Government. $0.62 $0.48 $0.23 +114% Systems cost of the process "process accounts payable" per one hundred thousand Canadian Dollar revenue / budget for Government. $10.69 $7.27 $2.48 +193% Efficiency Number of FTEs for the process "process accounts payable" per one billion Canadian Dollar revenue / budget for Government. 11.59 5.97 4.75 +26% Number of invoices processed per "process accounts payable" FTE. 5,194 11,281 18,219 -38% Number of invoice line items processed per "process accounts payable" FTE. 13,279 47,500 72,833 -35% Number of disbursements per "process accounts payable" FTE. 3,666 6,018 7,857 -23% Cycle- Time Cycle time in days from receipt of invoice until approved and scheduled for payment. 11.00 7.00 5.00 +40%  Processing payments of operating expenses and other direct or indirect vendor charges. Notes: • Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal. • The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and half perform above.
  • 7. © 2013 IBM Corporation Adopting Leading Practices in the Government Accounts Payable Processing  High usage of Purchase orders for both goods and services (>80%)  Process small differences without escalation for resolution. Sampling is used to detect irregularities.  Use digital imaging technology for document processing and storage.  Receive invoices electronically from suppliers  Automate invoice routing through workflow automation.  Integrate the accounts payable system with the procurement system to achieve automated electronic matching (invoice / PO / Receipt documentation)  Fully integrated purchasing, payables, inventory management and General Ledger systems  Segregation of duties between supplier set up, invoice processing and payment processing  Effective and continuous reduction in invoice volumes through use of procurement cards, invoice consolidation, etc.  Require vendors to consolidate invoices as much as possible  Where vendors will not consolidate invoices, consolidate payment of multiple invoices into a single payment  Capability to remit funds and remittance advices electronically and/or via the web, as payment options such as e- cash and web-based funds transfer emerge  Provide on demand access to financial information internally through self service capabilities and to suppliers  Centralized A/P organization. Shared services centre for transaction processing in a multi-location, multi-division organization  Standardize A/P systems, policies and procedures. 7 September 26, 2013
  • 8. © 2013 IBM Corporation Metrics Median Benchmark Gov’t BM vs. Private BMGov’t Gov’t Private Cost Total cost of the process "process expense reimbursements" per one thousand Canadian Dollar revenue / budget for Government. $0.24 $0.12 $0.04 +239% Personnel cost (including benefits) of the process "process expense reimbursements" per one thousand Canadian Dollar revenue / budget for Government. $0.08 $0.05 $0.02 +136% Systems cost of the process "process expense reimbursements" per one hundred thousand Canadian Dollar revenue / budget for Government. $1.58 $0.54 $0.29 +88% Efficiency Number of FTEs for the process "process expense reimbursements" per one billion Canadian Dollar revenue / budget for Government. 2.64 1.02 0.86 +18% Number of T&E disbursements per "process expense reimbursements" FTE. 3,478 13,516 11,572 +17% Cycle- Time Cycle time in days to approve and schedule T&E reimbursements. 2.50 2.00 3.00 -33% Benchmarking Public Sector Financial Management to Private Sector Financial Management - Travel & Expense Processing September 26, 2013 Not for Distribution8 Travel and Expense Processing  Processing advancements and reimbursements for employee travel and expenses on the organization’s behalf. Notes: • Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal. • The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and half perform above.
  • 9. © 2013 IBM Corporation Adopting Leading Practices in the Government Travel & Expense Processing  Reimburse T&E expenses through direct deposit (through payroll system)  Maximize use of common corporate credit card.  Use common, consolidated expense management software across the organization  Reimburse expenses with receipts valued above risk threshold, and without receipt below risk threshold (i.e. $75)  Do not provide travel advances  Track travel and expenses to the level of detail required for control and risk thresholds (i.e. air fare, meals, parking, taxi, etc.)  Use digital receipt imaging.  Where the company is to pay the cost of travel directly, e.g. for a conference block booking, purchase orders are raised through the procurement process.  Maximize automated data population for expense claim creation.  Process claims in centralized processing or shared services centers  Provide on demand access to policy and expense-tracking information  Train all employees on the expense reimbursement process, policies and system.  Employees should book all travel through the authorized travel agent, who ensures that the booking is with preferred suppliers and in line with policy.  Implement policies/systems to process expense reports electronically  Maintain a clear, simple expenses policy with appropriate tolerances and levels of authorization.  Employee details maintained by Human Resources, but payment details held and maintained by AP to process payment 9 September 26, 2013
  • 10. © 2013 IBM Corporation Metrics Median Benchmark Gov’t BM vs. Private BMGov’t Gov’t Private Cost Total cost of the process "process accounts receivable" per customer receipt. $116.96 $9.95 $2.65 +275% Total cost of the process "process accounts receivable" per invoice processed. $86.32 $11.48 $1.63 +604% Total cost of the process "invoice customer" per invoice processed. $215.31 $77.03 $5.58 +1290% Total cost of the process "invoice customer" per invoice line item processed. $84.21 $18.83 $0.99 +1802% Effic- iency Number of invoices processed per "invoice customer" FTE. 6,229 40,500 102,941 -61% Cycle-Time Average days sales outstanding (measures timeliness between sale of goods or services, and receipt of payment). 39.00 22.40 31.00 -28% Cycle time in days from transmission of invoice to receipt of payment. 21.5 10.8 18.0 -40% Benchmarking Public Sector Financial Management to Private Sector Financial Management - Loans & Accounts Receivable Processing September 26, 2013 Not for Distribution10 Loans & Accounts Receivable Processing  Processing loans and accounts receivable transactions including payments, defaults, interest expense to ensure that balances reflect the actual amounts owing. Notes: • Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal. • The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and half perform above.
  • 11. © 2013 IBM Corporation Adopting Leading Practices in the Government Loans & Accounts Receivable Processing  Regular forecast of cash receipts available for treasury purposes  Employ cycle billing to reduce periodic surges in billing levels  Take advantage of automated links between systems to reduce process cycle time  Integrate system with billing, collection, AP and GL.  Electronic invoicing & collection – automated according to credit terms  Automated tools to assist in: overdue balance follow-up, exception invoices, etc.  Net out payables and receivables and only pay/collect the difference between them  Color-code remittance courtesy reply envelopes for accelerated processing.  Easily accessible summaries of debtor days, daily collection, aging  Automatic flagging and reporting of high risk accounts – Aged debit balances should be reviewed by management on a regular basis and explanations sought as to why debts have failed to be recovered.  Use of workflow software to monitor process and help resolve queries – Image processing to facilitate online query handing  Online customer interface allowing suppliers/customers to update and amend set fields such as contact delivery details and view a breakdown of their outstanding account details – one single interface for customers.  Shared services centre for transaction processing - Cross-functional teams for customer support, order entry and dispute resolution  Clearly defined and communicated AR guidelines – Materiality limits for automatic write-off tolerances – Focus on error reduction activities 11
  • 12. © 2013 IBM Corporation Metrics Median Benchmark Gov’t BM vs. Private BMGov’t Gov’t Private Efficiency Number of journal entry line items per "perform general accounting" FTE. 40,385 77,869 153,618 -49% Percentage of journal entry line items that are corrective/adjusting. 3.00% 1.55% 0.66% +135% Cycle-Time Cycle time in days to perform monthly close at the business entity level. 10.00 7.00 6.00 +17% Cycle time in days to produce period end management reports. 13.00 10.00 9.00 +11% Benchmarking Public Sector Financial Management to Private Sector Financial Management - Close & Consolidation Processing September 26, 201312  Reviewing preliminary trial balance and adjustments and performing final review of P&L and balance sheet.  Combining two or more entities for reporting purposes. This includes the elimination of inter-company transactions between consolidated entities. Close & Consolidation Notes: • Total cost includes personnel, systems, overhead, outsourced and other costs for the process. Typically, a lower cost is considered “better,” all other variables (quality, productivity, cycle time, efficiency) being equal. • The median represents the midpoint value in the distribution. This is the level at which half of respondents perform below and half perform above.
  • 13. © 2013 IBM Corporation Adopting Leading Practices in the Government Close & Consolidation Processing  Simplify and standardize the chart of accounts – Standardizing and streamlining an organization's charts of account can dramatically improve the speed of the close process. – By establishing a focused and consistent set of accounts across business sites, an organization can effectively measure business performance in accordance with strategic objectives, as well as reduce consolidation time during the close process.  Automate the financial close  The generation of consolidated reporting from a data warehouse is an automated process, driven by pre- set consolidation rules.  At the point of transfer for consolidation purposes, information is automatically checked for errors of omission and for incorrect periods.  The ability exists for consolidations to drill down to the original records in any entity.  For all consolidation items, transactions are recorded in the same account name and code in each legal entity's general ledger to facilitate and simplify the consolidation process  Simplify departmental relationships as far as possible for consolidation purposes  Journal entries kept centrally at their source 13 September 26, 2013
  • 14. © 2013 IBM Corporation TRANSFORMATION CASE STUDIES & LESSONS LEARNED 14 Not for DistributionSeptember 26, 2013
  • 15. © 2013 IBM Corporation Case Study: Province of Nova Scotia Background  Province of Nova Scotia entered into a 10 year contract with IBM for SAP Application Managed Services with an annual commitment for SAP Capital Transformational Project work  SAP Managed Services Scope includes Level 1 Service Desk, Break Fix, Technical System Maintenance, System Monitoring, Minor Enhancements, Standard Operational Changes Business need  Implement Common business processes to better facilitate management of all business/operational functions and decision making across the Gov Departments & Entities  Consolidate SAP instances across Functions and Departments  Leverage the IBM Managed Services Transition as the lever to consolidate remaining SAP Support teams into one Shared Services operated by IBM with one Government retained organization to support multiple broader Province of Nova Scotia Public Sector Clients and Environments  Economic Development to keep and build new jobs in Nova Scotia to help provide a long term facility to grow talent to service their needs and other clients across North America and Globally Solution approach  Solution consisted of three components: 1. 10 Year SAP AMS + Projects, cost neutral to PNS fixed over the term  Including IBM to offer comparable job offers with sign on bonus to all impacted staff (unionized and non unionized) 2. Development of an IBM Services Centre to grow a pool of talented resources (500 over 6 years) to support the Province of Nova Scotia’s business and technology needs as well as other clients across North America and Globally 3. Partnership with 7 Post Secondary Institutions to develop curriculum, and provide Analytics software to support the development of skill graduates for local IBM jobs  Initial scope for consolidation and transition of the SAP Support Centre as one Shared Services to support the Province of Nova Scotia, Department of Health, Nova Scotia Municipalities, Nova Scotia School Board, Nova Scotia Liquor corp, etc  With the long term cost stability of their operating budget, PNS is now working with IBM on transformational initiatives through Projects to help drive further business and cost benefit for the Province of Nova Scotia Outcomes • Province has achieved one Shared Service and COE for SAP Service Management and have saved significant money to date consolidating one support organization • Province of Nova Scotia, through efficiencies in the contract and IBM’s delivery to date, is actually spending less than their initial budget and currently are using these savings to help fund transformational initiatives
  • 16. © 2013 IBM Corporation16 Case Study: Government of Alberta Not for DistributionSeptember 26, 2013 Background  Government wide initiative incorporating 24 ministries, to reduce expenditures while maintaining public services unchanged  Lack of integration among existing applications made data consolidation and reporting difficult, resulting in significant manual manipulation of outputs  Employs more than 35,000 – many of which were directly impacted by transforming human resource application delivery Business need  Primary objective was to increase availability and quality of information to support decision making in a timely and cost effective manner Solution approach  Implementation of PeopleSoft HR including access to employee information via an on-line 24/7 self-service portal  Manage operations of hardware infrastructure and provide application management services  Upgrade PeopleSoft HR to Version 9.0 incorporating bi- weekly payroll and self service time reporting Outcomes  Aligned to Government of Alberta strategic initiatives relating to creation of Shared Services and cost savings  Completed upgrade/transformation in less than 18 months  Significantly increased ability for most employees to have self-service access to their own employee information  Received high levels of performance and standards against service level agreements including the award of a Gold medal for Government transformation excellence. Lessons Learned 1.Service Provider SLA’s demonstrate better results when defined as outcome-based rather than flowing down the same SLA’s that the Shared Services organization provides to their clients. 2.Greater focus should be on organizational change management 3.Strong commitment from senior executives within the Government imperative to drive transformation
  • 17. © 2013 IBM Corporation Case Study: IBM’s Finance Transformation 17
  • 18. © 2013 IBM Corporation18 • Single source of truth – one ledger; one financial data warehouse; common definitions • Introduced global processes – owners responsible for technology and data quality • Created Centers of Excellence providing financial skills and standardized support What we did?Why? • IBM Finance was highly decentralized – a maze of systems • 14K finance employees was 2 times competition • High percent of time spent on administrative tasks • Lack of integration and unique measurement systems led to inconsistent data • Finance viewed as low value add Financial information strategy Common data definitions Common transaction applications Common ledgerLedger Acctg Consol Corporate Whse Fin'l Planning Geo Whse Employee Disbursements Intercompany Accounts Payable Assets Accounts Receivable Common data definitions and processes Corporate data standards-financial elements Single worldwide chart of accounts Finance lead client Common worldwide planning system Single worldwide financial information warehouse (FIW) Common geographic mega- centers Single worldwide consolidation system Business Mgmt. Info Treasury Mgmt. Info Common information IBM Financial systems built on commonality in support of an integrated management system Setting the stage for IBM’s Finance Transformation Case Study: IBM Finance Transformation  Vision and leadership  Corporate-wide strategy & architecture  Scale economies  Control of standards  Critical mass of skills  Units control priorities  BU's have ownership  Responsive  Excessive cost  No standards  Reinvention of wheel  No synergy or integration  Unresponsive  No BU ownership  No BU control Centralized Finance Decentralized Finance  Common Standards  Synergy IBM's Finance Model Transactions Decision Support September 26, 2013
  • 19. © 2013 IBM Corporation19 ImpactHow we have evolved • Focused on the basics (’94 – ’98) – Standard / Common Process – Automation – Functional Best Practices – Financial Reporting • Integrated the Enterprise (’98 – ’02) – Shared Services – Web Enablement – Core Competency – Decision Support • Moved to globalization (’02 – present) – Process Outsourcing /Global COEs – Technology Exploitation – Rationalized ERP – Information On Demand • Optimized global capability – Increased use of global support from 12% in ’05 to 50% in ’12 • Shift to higher value work – Increased decision support work from 30% in ’94 to 70% in ’12 • Lowered expenses – Lowered expense to revenue share from 3% in ’94 to 1% in ’12 • Focused on employee development – New career paths inside and outside of Finance organization The results of transformation on the Finance Function Case Study: IBM Finance Transformation September 26, 2013
  • 20. © 2013 IBM Corporation Becoming a Value Integrator  Predictive and forward-looking insights  Performance optimization  Automated production of key metrics  Analytics to enable self service  Business analysis and interpersonal skills to communicate, convince and influence  Build technologies and tools to support business analytics  Embed predictive capabilities into operational systems and processes  Invest in analytical and “consultative” skills development of employees – helping them become “trusted business advisors” IBM’s Finance Transformation continues to evolve Case Study: IBM Finance Transformation Skills Strategic Insight Quantitative Qualitative Core Leadership ConsultativeAnalytical Pulling Reports Performing Ledger entries Accounting Principles Reconciling Data Project Management Building Trust Data Modeling Trend Analysis Forecasting Statistical Techniques Packaging & Presenting Negotiating Problem Solving Listening Business Acumen Partnership Influencing Risk Management Invoicing Financial Concepts Insight Generation Change Management Scenario analysis Business Ethics Persuasive Communication Value Competence / Skill Level CompetitiveAdvantage Analysis – Why is this happening? Report – How many, how often, where? Gather Data – What happened? Administrative Trusted Advisor What‘s the best that can happen? Predictive – What will happen next? What’s next? How will we get there? 20
  • 21. © 2013 IBM Corporation WW Process Ownership Common data Common ledger Common systems Centralization Shared Services 1994 Primary focus on Efficiency Value-driven Efficiency and Volume focus *Note: Prior years re-stated for mission transfers Transformation to date has shown steady saving from efficiency improvement, with future saving from value-driven efficiencies 21 September 26, 2013 IBM Transformations to Date Benefits Realization 2005* 2006* 2007* 2008* 2009* 2010 2011 2012 Est 2013 Est 2014 Est 2015 Est Spending Savings
  • 22. © 2013 IBM Corporation22 Through these case studies and others alike, key Lessons Learned have emerged on Finance Transformation  Rumors and myths will develop - Be sure to communicate clearly and often  Implementation can be step wise, but early scope must be wide enough to deliver clear value  Delivering hard cost savings often means significant workforce impacts  The benefits are significant and are achievable  It takes more time and is more difficult to implement  Go faster than you think you will be able  Finance transformation is an effective road to cultural change  Sustained leadership trumps good project management  Neglect the people issues at your peril  Get governance right, but don’t hesitate to evolve governance as finance transformation matures  Political commitment comes with strategic alignment  Working horizontally does not come naturally in government – foster trust and collaboration September 26, 2013
  • 23. © 2013 IBM CorporationFinance Operating Model Optimization | February 200923 Drive efficiency and effectiveness through common systems and scale economies Gain insights through incorporating risk into performance management and centers of competency Low Med High Maturity Timeline Providing and owning the single source of the truth Transformation Journey through Stages of Maturity Transformation Journey Integrate Finance through standards, enabled by global process ownership Source: IBM Global Business Services
  • 24. © 2013 IBM Corporation<< Clie 24 Transformation is achieved through rigorous and thoughtful attention to the core building blocks The Journey to an Integrated Organization Low Medium High Timeline Legend - Actions Establish global standards Simplify Converge performance and risk management Strictly adhere to common data definitions enterprise- wide Implement a standard chart of accounts / standard information architecture enterprise-wide Use standardized common processes enterprise-wide Strictly adhere to global process ownership enterprise-wide Mandate and enforce global standards for all business units Use shared services for transactional activities Reduce the number of Finance applications & black book tools Establish Centers of Excellence for Core and Specialized Services Reduce the number of ERP instances Use centers of excellence for decision support Use outsourcing (for non- core activities) Conduct formalized risk identification that is institutionalized within the organization’s responsibilities Fully embed access / process controls in risk systems Use predictive analytics / modeling for measuring and monitoring risk Utilize risk as an economic evaluation tool Use risk adjusted forecast and plan  Formally incorporate risk indicators into performance monitoring  Use historical comparison of key risk and performance indicators  Conduct routine management monitoring & reporting that includes risk factors Through considerable manual effort Through greater efficiency and effectiveness Through the use of headlights (forward leaning insights) versus tail lights (historical) Providing and owning the single source of the truth
  • 25. © 2013 IBM Corporation Successful Transformations are a Journey with Common Key Elements Transformation has been, and is, an Evolutionary process…  Standardizing Data and Systems  Reengineering Common Global Processes  Consolidating Core Functions into Shared Services  Globalizing / Nationalizing Centers of Excellence  Implementing and Promoting Self- Service  Exploiting Business Analytics 25 September 26, 2013 Transformation requires…  Strong executive support  Clear Vision, targets and measurable objectives  Continuous effort – need to dedicate resources to get results  To look at Data, Processes and Tools and balance across all three with a focus on the cost of delivery  Communicate, communicate, communicate…
  • 26. © 2013 IBM Corporation Thank You September 26, 201326