How to talk to your cfo about share point - spsnh

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How to Talk to Your CFO About SharePoint
© 220011223 MccGllaaddrreeyy LLLLPP.. AAllll RRiigghhttss RReesseerrvveedd..
© 2012 McGladrey © 2013 McGladrey LLLLPP.. AAlll RRiigghhttss RReesseerrvveedd..
Mike Gilronan
McGladrey LLP

How to Talk to Your CFO About SharePoint
(aka “how do I get my project funded?”)
© 220011223 MccGllaaddrreeyy LLLLPP.. AAllll RRiigghhttss RReesseerrvveedd..
Mike Gilronan
McGladrey LLP

McGladrey at SharePoint Saturday New
Hampshire
Saturday, October 18, 2014
 Not-for-profit
 Higher Education
 Consumer
Products
 Construction/
Real Estate
About McGladrey
 Close to 8,000 professional and
associates in 70 offices nationwide
 Over 32,500 professionals in more
than 700 offices in over 76
countries
 Ranked the 5th largest assurance,
tax and consulting firm in the
country
 Combining a wealth of national
resources with client-focused,
locally-based points of contact
 Delivering exceptional client service
for over 80 years
Our Vision
To be the first-choice advisor to
middle market leaders
Client Service Philosophy
At McGladrey, we are focused on
understanding our clients, including their
business, their aspirations and their
challenges.
Once we understand, we bring fresh
insights and tailored expertise to help
them succeed.
New England Focus
InLdifeu Ssctierniecess
 Technology
 Professional
Services
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McGladrey New England
By the Numbers
3
Boston is
McGladrey’s
third largest office
5
Ranked 5th largest
assurance, tax and
consulting firm in
Boston
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Ranked 7th largest
management
consulting firm in
MA
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Number of Partners
in the McGladrey
Boston office
2,000+
Number of
McGladrey clients
in the New England
region
550
Number of
employees in the
McGladrey Boston
office
We focus on providing superior service
to all clients, from publicly held
companies to private equity backed
organizations and owner-managed
firms.

Why Should You Listen to What I Have To Say?
4
Public
Accounting
CPA (1994)
Controller
ERP and CRM
Consulting
PMP (2004)
SharePoint
Consulting

Objectives for This Session
 Understand How CFO’s Think (About SharePoint)
 Speak to CFO’s in Their Language
 Explain To CFO’s How SharePoint WILL Benefit
Them
 Learn About Some Additional Resources for a
Deeper Dive
 GET YOUR PROJECT FUNDED!!!
5

Video
 http://youtu.be/ZEc-jLXnWNA
6

Meet the CFO – What He/She Does
8

Meet the CFO -- Archetypes
1. Finance/Accounting-driven (with sub-types)
- Financial Ops/Management Reporting
- External Reporting
- Operations/Processes
- Deal-driven
2. Operations-driven
- Usually with strong controller, owns HR, IT, Admin
3. Both: “Mega-CFO” (usu. CFO/COO blend)
9
Operations Acctg/Financ
e

Meet the CFO: What He/She Cares About
 Tangible Measures of Financial Performance
- ROI, payback period, NPV, DCF are your friends
 Systems of Record
- Enterprise Resource Planning (ERP)
 Risk!
- Sarbanes Oxley Section 302 certification, PCAOB
- Certification and internal control requirements
 Key External Stakeholders
- Board of Directors, Accountants, Legal Counsel
10

Meet the CFO: What He/She (Generally) Doesn’t Care* About
Bad Better
Employee engagement Employee productivity
Social computing Systems to enable faster access to
information and expertise
Collaborative, iterative, dynamic
“co-authoring” in real time
Structured workflows and approval
processes in secure repositories
Things I think/feel to be true
(“approvals take too long”)
Things I can measure (“approvals
take, on average, six days to
process”)
11

Accrual Basis -- On Premises
Thinking Like a CFO – Part One
 CapEx vs OpEx
 Cash Basis vs Accrual Basis
 Timing of Costs and Cash
Flows
 Depreciation
 Tax Benefits/Drawbacks
12
$100,000
$50,000
$-
Year 1 Total Year 2 Total Year 3 Total
Training
Depreciation on Consulting ($75K cap, 3 yr EUL)
Software Maint
Depreciation on Software ($50K, 3 yr EUL)
Depreciation on Hardware ($50K, 3 yr EUL)

Thinking Like a CFO – Part Two
 Does it help me increase revenue or reduce costs?
(it is “accretive?”)
 Does it help me execute our financial or operational
strategy better?
 Does it help me mitigate risk, or does it create risk?
 Will it scale?
13

Thinking Like a CFO – Part Three
 Deadlines!
14

How We (and Microsoft) See SharePoint
Share

How CFO’s See SharePoint
RISK

However…the Link Between Finance and IT
17

So, Why Should a CFO Care
About* SharePoint?
* Or God forbid, maybe even like

7 Reasons Your CFO Should Care About SharePoint
1. Basic Collaboration and File Sharing
19

Basic Collaboration and File Sharing
20

Basic Collaboration and File Sharing
Solution User(s) Benefit to CFO ROI/Value Prop
SharePoint
All/Any Better control,
Time saved,
Document
less e-mail
storage
Libraries
reductions
OneDrive and
OneDrive for
Business
Internal and
External (incl
“Casual”/ one-off
users)
Lightweight, but
enterprise grade
file sharing
Elastic storage,
shortened cycle
times on shared
files
Project sites Project team
members
Better visibility to
and control of
projects
Reduced waste,
more predictable
and better project
outcomes
BOD Extranet
(e.g., Board
Papers)
BOD and Exec
Mgmt
Structured,
secure delivery of
sensitive content
Control, security,
and ease of
delivery
21

GO DO THIS
 Show your CFO these capabilities in scenarios
relevant to him/her:
- E.g., sharing documents with external parties
(accountants, lawyers, BOD)
 Learn more about effective collaboration:
- Michael Sampson: http://michaelsampson.net/
22

2. The Finance Portal
23

SharePoint Is The Finance Portal
 What It Is
- One-stop shop on your
intranet for departmental
information
- Place for team collaboration
(intra-departmental)
- Face of the department to the
organization (inter-departmental)
 Why It’s Valuable
- One version of the truth
- Persistent (not in e-mail, tied
to a person)
- Searchable
- Dynamic
- Targeted
- Secure
- Integrated
24
TWO!

SharePoint Is The Finance Portal
25
Find what you need quickly via navigation and search
Keep your team attuned to what’s going on via
shared newsfeeds and calendars
Create a “one-stop” portal to direct people to
key, frequently-used information

The Finance Portal -- ROI
ROI equals:
(Hours saved per person per week1)
x (# of people) x (average hourly compensation)
Divided by:
(Finance’s share of the implementation cost)
1 IDC 2011 survey estimates average of 8.8 hours/week for typical
information worker
26

GO DO THIS
- E.g., shared departmental calendar you can view from
Outlook or the portal, a FAQ or list of links
- Mock up a basic Finance site
 Learn more about Finance Site scenarios:
- http://www.discoversharepoint.com/#crunch_the_numbers
_together
27

3. Enterprise Content Management
28

Enterprise Content Management

 What It Is
- Version control
- Check-In/Out
- Co-authoring
- Standard templates
- Retention and disposition
- Metadata!!!
- One version of the truth
- Persistent (not in e-mail, tied
to a person)
- Searchable, tagged
- Unified e-Discovery
- Works like/with Office
30

31
Libraries to serve up
official content
Content Types that include:
-- templates
-- workflow
-- disposition and retention policies

Content Management -- ROI
ROI equals:
(Weekly hours saved per person per week in finding things1
+ Weekly hours of rework saved from using right templates
+ Weekly hours saved from using one correct document version
+ Weekly hours saved via automated retention and disposition)
x (# of users) x (average hourly compensation)
Divided by:
(Users’ share of the implementation cost)
1 IDC 2011 survey estimates average of 8.8 hours/week for typical information worker
32

GO DO THIS
- E.g., create a policy template and a content type in a
Finance site document library
 Assess your organization’s readiness for ECM: for
example, do you have standardized
retention/disposition policies by repository or
content type?
- SharePoint Maturity Model – useful benchmarks
33

4. Business Process Automation
34

Business Process Automation
 What It Is
- Forms-driven workflow
- Document-driven workflow
- Drop-off libraries
- Review, approval,
disposition
- Decreases process
latency
- Provides visibility
- Increases accountability
- Auditable/reportable
- Provides insight
- Bonus: e-signature and
e-acknowledgement
35

Business Process Automation
36
Adaptive forms and
document-based
workflows

Business Process Automation -- ROI
ROI equals:
(Weekly hours saved per person via increased process
visibility
+ Weekly hours saved in adaptive forms input
+ Weekly hours saved eliminating re-keying effort and
transcription errors)
Divided by:
(Users’ share of the implementation cost)
37

GO DO THIS
- E.g., create a basic approval workflow a Finance site
document library
- Show an adaptive form for a Finance workflow
 Pay close attention to Microsoft’s signals about
forms (SPC preso), and give Microsoft YOUR
feedback: http://officeforms.uservoice.com/
38

5. Line-of-Business Integration
39

Line-of-Business Integration
 Accounts Payable Automation via:
- KnowledgeLake and Dynamics GP
- BottomLine and Dynamics AX
 Business Portal solutions for Dynamics
- Key functions: requisitions, time and expenses
- Key benefits: friendlier UI, lower license costs, like/with
- Pre-built “Centers” for:
• Sales
• Employees
• Customers
• Finance
 Duet for SAP
40

Line-of-Business Integration
41
Integrated solutions for scanning paper
documents into SharePoint and ERP systems

GO DO THIS
 Seek out and understand opportunities to tie in your
LOB applications to SharePoint
- Consider carefully read/write considerations
- Consider benefits in saving LOB system license costs
 Make sure your ERP or CRM partner is SharePoint-conversant,
and vice-versa, or that there is a good
working relationship there
- “It’s just a SQL database” is not what a CFO is looking to
hear.
42

6. Governance, Risk and Compliance
43

Governance, Risk and Compliance
 What It Is: 2 Flavors
1. Using SharePoint to facilitate
Organizational Governance
• Compliance Portals
• Controlled Document
Stores
2. Ensuring that SharePoint is
well-governed
• Reporting against
permissions
• Reporting against usage
(e.g., most frequently
searched terms)
• Monitoring security of
your data
- Auditability (“Show me
everything this user has
access to”)
- Protection against attrition
- Better user experience =
more productive users
- More efficient administration
- IT ALLOWS CFO’S TO
SLEEP AT NIGHT
44

SharePoint Provides Governance, Risk and Compliance Tools
45
Ability to configure
audit settings at a
library level
Search reports

SharePoint Provides Governance, Risk and Compliance Tools
46
Extranets to securely share content with
auditors and other external users

Governance, Risk and Compliance -- ROI
ROI equals:
(Cost per instance of non-compliance)
x (reduced probability of non-compliance)
PLUS: ALL THAT EFFICIENCY STUFF WE DISCUSSED
ALREADY AND YOU’RE PROBABLY TIRED OF HEARING
ABOUT
Divided by:
(Overall implementation cost)
47

GO DO THIS
 Familiarize yourself with the key vendors who enhance GRC
for SharePoint
- NextDocs – for 21 CFR Part 11 compliance
- HiSoftware for compliance, privacy and security
- ControlPoint for permissions and security management
- AvePoint’s compliance suite
 Have your governance plan in place
 Ensure that your users understand the basics of security and
permissions
 Be ready to show your CFO how you prove security and
compliance, and/or how you help him/her drive down cost of
compliance
48

7. Business Intelligence
49

Business Intelligence
 What It Is
- Dashboards, scorecards and
report libraries securely
accessible via browser
- Integrated with Excel and/or
SQL Server
- Reporting
- Analysis
- Efficiently answers the
questions we know we have
- Enables analysis to formulate
answer the “Why” questions
and ask new questions
- Enables “pull” or “push”
reporting
- Enables actionable BI
50

Customize and
publish your
reports to
SharePoint
Create
interactive
charts and
reports
51
Analyze
trends

52

Business Intelligence – GeoSpatial Info
53

Business Intelligence -- ROI
ROI equals:
(Weekly hours saved per person in report creation
+ Weekly hours saved via ready access to needed metrics
+ Weekly hours saved eliminating re-keying and transcription errors)
PLUS: THE BENEFIT (INCREMENTAL REVENUE, COST
AVOIDANCE) OF MAKING BETTER, TIMELIER DECISIONS
Divided by:
(Overall implementation cost)
54

GO DO THIS
 See the excellent PowerBI videos from Microsoft
 Understand/inventory (or hire an expert to do so) your
line-of-business applications and source systems
 Have a plan for data normalization across systems
 Build a demo for your CFO that is “contextual” –
containing data and scenarios that are meaningful to
him/her.
 (Counter-intuitively): DON’T MAKE IT TOO PRETTY.
Several CFOs who we have shown data visualizations
to have requested simpler, tabular data.
55

Summary: 7 Reasons Your CFO Should Care About SharePoint
7. Business Intelligence
56

Lagniappe
 Don’t ever give your CFO something written in red
ink, or a red pen to sign something with.
 Blog: “Stuff Accountants Like”
57

GO DO -- Final
 Talk ROI
 The More Workloads, The Better Return on Fixed
Costs
 Start Small, Think Big, Move Fast
 GO GET YOUR PROJECT FUNDED
58

Q & A
 The slides for today’s program will be published to
my SlideShare (mikegil)
Mike Gilronan
mike.gilronan@mcgladrey.com
- mikegil.typepad.com
- @mikegil
facebook.com/McGladreyTech
twitter.com/McGladreyTech
twitter.com/McGladreyERP
twitter.com/McGladreyCRM

Join us for the raffle & SharePint
following the last session

Thank You!!!
Please Don’t Forget:
• Sponsors
• Evaluations
62

This document contains general information, may be based on authorities that are subject to change, and is not a substitute for professional advice
or services. This document does not constitute assurance, tax, consulting, business, financial, investment, legal or other professional advice, and
you should consult a qualified professional advisor before taking any action based on the information herein. McGladrey LLP, its affiliates and
related entities are not responsible for any loss resulting from or relating to reliance on this document by any person.
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which cannot obligate each other. Each member firm is responsible only for its own acts and omissions, and not those of any
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McGladrey LLP is an Iowa limited liability partnership and the U.S. member firm of RSM International, a global network of independent accounting,
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entities that cannot obligate each other. Each member firm is responsible only for its own acts and omissions, and not those of any other party.
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understood and Experience the power of being understood are trademarks of McGladrey LLP.
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