Finance Transformation: For The 21 Century
Finance Transformation: For The 21 Century
July 2006
Sydney, Australia
DRAFT
Finance Reform
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DRAFT
Finance Reform
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DRAFT
Finance Functions
Stewardship and Tax, IFRS, ASX, external and internal audit, approvals
Compliance procedures, internal controls, risk management
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DRAFT
People
Information Systems
Centralised Decentralise
STRUCTURE
Shared Services COE
Simple Innovative
Standard PROCESS
Flexible
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DRAFT
In your organisation…
Is the operations plan aligned with strategy?
Is budgeting an onerous process?
Do Board, Statutory and management reports and the ITR logically flow into each other?
Does your business know; customer profitability; whole of life asset costs; process costs?
Does Finance analyse all significant business decisions; approve all operating and
capital projects?
Do reports contain leading and lagging, financial and non-financial metrics?
Do your systems do most of the work for monthly reporting?
Are transaction approval processes duplicated; are they effective?
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DRAFT
People Leadership
Understands & committed to
organisation’s strategic context
Processes
Apolitical & diplomatic
Initiates change & continuous
Information Systems improvement
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DRAFT
Processes
Understand and interested in the
business
Maintain close relationships across the
Information Systems organisation
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People Capability
Appropriate technical skills
Processes Capacity and willingness to learn
Comfortable working outside traditional
accounting boundaries
Information Systems
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Processes
People
Support the business; not a bureaucracy
In control
Processes Simplified, e.g. no duplication of effort
Leverage interdependencies between
processes
Information Systems
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DRAFT
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Our Approach to Finance Reform
DRAFT
Finance Reform is the term we use for engagements aimed at improving the performance of
an organisation’s Finance Department.
Reform consists of many variations, including:
Formulating the department’s strategy
Reviewing IT architecture
Formalising governance structure
Full process re-design & organisation restructure
Shared Services Centre or Outsourcing implementation
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DRAFT
Our approach of combining strategy with shop-floor process improvement has proven to be
the most successful approach to delivering sustainable improvement. It harnesses the
wealth of knowledge that exists on the shop-floor and ensures the right changes are made.
People
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DRAFT
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DRAFT
Project Implementation
Our Leadership
Top-Down
Work with senior management to determine Appreciation of organisational constraints
Strategy Management acceptance of change
Culture Prevent formalisation of bad practice
Structure Identify & address obstacles
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DRAFT
Executive
interviews & Determine where processes and functions belong
short workshops in the organisation
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DRAFT
Purpose
Mitigate risk of malfeasance
t ur e
Planning &
Fre
t fu
of d
esig
ty t
n
Ab
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DRAFT
Re-design
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DRAFT
One of our Partners or Senior Managers develop an enduring Assess your needs and determine skills and personal
one-on-one relationship with a attributes specific roles require
client Executive
Use structured interviews, observations and peer reviews
We are there to listen, test ideas and offer impartial advice
Form objective conclusions about an individual’s capabilities
Useful for discussing general issues, contemplating a major and offer suggestions where they may best fit in the
initiative and personal development organisation
Organisation Structure
Review structure, including
90s
finance work performed in
other parts of the
organisation 80s
CFO
Transactional work
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DRAFT
Structured
Questionnaires
Structured
Interviews
Structured
Workshops
3. Deliver recommendations
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DRAFT
Ernst & Young has a specialised Benchmarking service line and leads the Western
Australian and South Australian Benchmarking Consortiums
Two stage benchmarking exercise in Finance Reforms:
1. Quantitative analysis using standard data template to compare client performance with
relevant peer group
2. Qualitative analysis using structured interviews to assess client practice with best practice
We use our global network to regularly update our quantitative and qualitative
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Our Experience
In recent years no or only margin savings have been realised from improvement
initiatives, common errors include:
Failure to address what actually drives the work
Failure to identify value destroying activities
Formalised or centralised poorly performing processes
Alienated the business
Sole reliance on automation
Ignored culture
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Our Experience
Referees
Denise Dawson
Chief Financial Officer
Sydney Water Corporation
Chris Hern
General Manager – Finance & Budgeting
Telstra Corporation
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Appendix:
Leading Practice - Processes
DRAFT
Budgeting and Forecasting –
Leading Practice Features
Process Features
Strategic plan drives Detailed budget completed in less Budget review is focused on the Operational and process functions
operational budgets, targets, than 6 weeks strategic objectives and KPI's are responsible for forecasts
milestones and timings Budgets focused on business needs Budgets are consolidated at level Rolling forecasts linked to the
Provides broad economic and eg PBB, zero based appropriate to business needs eg planning and budgeting cycle
market trends Budgeting is extension of the process, function, BU Forecasting process facilities
Includes business linked key business planning and long term People skill set enables global action based planning
performance indicators forecasting processes budget changes to be administered
Action orientated with Target performance related to pay efficiently
achievable targets award Final budget communicated to
budget holders quickly, before start
of year
System Features
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Accounts Receivable –
Leading Practice Features
Establish credit levels Issue sales order Issue invoice Monitor credit/ collect cash
Process Features
Formal credit checks applied to all new Sales orders prepared using pricing Consolidated periodic invoicing for high Credit insurance arrangements evaluated
customers within 24 hours using credit database with pricing profiles for frequency shipments periodically
bureau products and customers Bank remittance notices issued with sales Customer account managers responsible for
Monitor credit status/terms on regular basis No order processed without valid invoices to facilitate reconciliation sales and cash collection
Customer account managers provided with customer PO reference Self billing invoices by high volume Constant monitoring of debtor days, daily
up to date credit status Delivery note acts as invoice for low- customers collection, ageing of debt
Treasury policy set on late and prompt frequency shippings Consider outsourcing regular Customer contact records maintained
payments invoice/payment eg utilities Outsource cash collection where
Authority levels clearly defined Regular review of invoice queries and appropriate
Credit policies defined and agreed credit notes Determine and report on credit targets
Terms and conditions agreed with Reconciliation of AR balances to GL Monitor overdue debts and take action
customers control accounts on a regular basis within agreed policy
Bundle packages and portfolio.
Consolidated invoices/statements easier for
collection
System Features
Consolidated credit position for SOP linked to debtors ledger to ensure Common SOP and AR customer Payments received electronically where
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Accounts Payable –
Leading Practice Features
Period end
Maintain supplier Process Process
processing
details vouchers payments
and reporting
Process Features
Authorise and set up new suppliers Accounts payable process vouchers: Optimisation of early payment All transactions completed
payment details invoices, expense claims, credit notes, discounts before period closed
Maintain supplier payment details debit memos and prepayment requests Payment runs properly authorised Reconciliation of Accounts
Segregation of duties between Suppliers required to use PO number on Payable activity and
supplier set up, voucher all documents and three way match reconciliation with General
processing and payment wherever possible Ledger control account
processing Consolidated periodic invoicing for high Management reports run once
frequency suppliers period is finally closed
System Features
Single supplier database Purchase invoices transacted via EDI with Electronic payments Integration with General
Single employee database major suppliers wherever possible Default payment terms held on supplier Ledger minimises
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Fixed Assets –
Leading Practice Features
Process Features
Determine asset categories for Set up appropriate control of asset Depreciate at point of asset use Revalue key assets on a regular basis
internal and statutory purposes acquisition and disposals across Apply depreciation rules to asset classes based on book value and high risk
Monitor asset maintenance charges company Depreciation rates in management Comprehensive asset verification on
Apply insurance valuation to key Report on acquisitions and disposals on accounts in line with statutory rates regular periodic or rolling basis
assets a monthly basis Links asset depreciation to production where asset cannot be verified via
Ensure asset responsibility at BU Monitor tax issues related to and product costs/development technical assumptions (most telco’s
level acquisitions or CIP do not verify network assets: the fact
Identify asset usage Ensure BU responsibility for assets in that the network works is verification
their use and for disposal losses enough)
Verify non capitalised assets
System Features
On line asset register holding key data Acquisition linked to purchase order Depreciation charged automatically to Variable asset valuation mechanisms
and current cost allocation and accounts payable ledger cost centres in GL eg historic, current replacement
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DRAFT
General Accounting –
Leading Practice Features
System Features
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Management Reporting –
Leading Practice Features
Process Features
Standardised and documented close Reports centred on key performance Financial information which the
process indicators business has requested
Soft close Initial variance analysis and Detailed analysis by business
commentary specialists
System Features
Integrated systems that extend across Standard reports Web based reports
all business units Flexible systems Drill down functionality on reports
Common chart of accounts
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Statutory Reporting –
Leading Practice Features
Process Features
Standardised and documented Reports centred on key Financial information which the Financial information which the
close process performance indicators business has requested business has requested
Soft close Initial variance analysis and Detailed analysis by business Detailed analysis by business
commentary specialists specialists
System Features
Integrated systems that extend Standard reports Web based reports Web based reports
across all business units Flexible systems Drill down functionality on Drill down functionality on
Common chart of accounts reports reports
Common financial language
Consolidation system
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