Globalizing Your Financial Systems - Emtec, Inc.

Emtec, Inc. Proprietary & Confidential. All rights reserved 2015.

Globalizing Your Financial SystemsJon Given, Director – Oracle Financial Applications, Emtec Inc..


Agenda

• Functional Considerations

• Implementation Approaches

• Best Practices

• Case Study

2


Functional Considerations

• Corporate versus local requirements

– Global framework

– What’s statutory versus always done it that way

• Configuration / Metadata – shared across globe or country specific

–COA

–Items

–Vendors

–Customers

–Bank setup

3



• Language requirements

–Canadian French, Dutch, French, German, Italian, Japanese, Portuguese, Simplified Chinese,

Spanish are fully supported and translated

–Reporting and source systems

–Enabling Multi-language

–Translating existing values

• ChartField descriptions

• Product Descriptions

• Item Descriptions

4



• Integration of PeopleSoft solution with other systems

– Identify other systems

– Clear boundaries for business processes and hand-offs

– Retirements plan for legacy systems

• Reporting

–Corporate and Management

–Local / Statutory

–Existing queries would need to be updated to include new Business Units

5



• Banking

–Payment Methods

–Check Formats

–Language differences

• Multi-currency

–Rate Maintenance

–Local Rate requirements

6



• Statutory Ledger requirements (Local GAAP)

• Indirect Taxes

–Sales / Use Tax

–VAT

–Withholding

• Ongoing support requirements

– Security

– Changes

– Ownership

7



• Assets

–Multi-book to handle varying local depreciation methods

• General Ledger

–Multi-GAAP

• Evaluate current configuration. Implement Book Code if possible

• Sometimes multi-ledger solution is less invasive.

–Translation / Revaluation

–Statutory reporting considerations

–Common reporting considerations – consistent reporting from corporate

8



• Purchasing

–Document Formats

–Vendor Maintenance (One setid vs multiple)

–Workflow – common corporate model

–Indirect Taxes

–Users Fully Trained Prior To Testing

–Local SME’s Conduct Test Phase and Trouble Shoot

• Payables

–Banking / Payment

–Indirect Taxes

9


Global Insights / Considerations

• Managing the global team will be challenging

–Up-front focused and facilitated requirements/design sessions with frequent design checkpoints later

in the process.

• Not all locations will have clearly defined processes and applications

–Making them understand the value of the global process

10


Implementation Approaches


Implementation Options

• Single Phase rollout

–Global rollout to all the regions at the same time

• Geographic (Regional) rollout

–Rollout a region at a time

• Facility (Site by Site) rollout

–Rollout a site at a time

12


Implementation Considerations

• Different systems and their retirement schedule

• Integration requirements – temporary or permanent

• Consistency of existing business process/systems

• Culture/experience of your organization

• Timeline

• Pros/Cons review and analysis

13


Implementation Options – Single Phase

• Pros

–Global requirement/design eliminates the risk inherent with incremental design

–Consistent business process in all regions

• Cons

–Too much change in the organization all at once

–Hard to implement and deploy

–Organizational readiness to consistent processes (Cultural)

14

• Single Phase – Global rollout to all regions simultaneously


Implementation Options – Geographic Rollout

• Pros

–Flexibility in adopting different business processes in different regions.

–Ease of implementation management (chunking by region)

• Cons

–Potential for design conflict.

–Support is difficult if design is drastically different between regions

15

• Geographic rollout - Requirement/design and deploy one region at a time


Implementation Options – Facility Rollout

• Pros

–Flexibility in adopting different business processes in different facilities

–Ease of implementation management (chunking by facility)

–Supports a phased system retirement schedule

• Cons

–Potential for design conflict

–Will require a long timeline

–Support is difficult if design is drastically different between facilities

16

• Facility Rollout - Requirement/design and deploy one facility at a time


Global Rollout Strategy

17

Develop Global Processes and Requirements

Gather global requirements

Develop global processes

Configure global template

Create global testing strategy

Training plans by process

Define data migration standards

Global deployment plan

Address Local Processes and Requirements

Implement global processes

Gather location specific requirements

Adapt and harmonize processes to local req.

Configure localization

Localize training

Localize test scripts

Implement by Region

Apply global template

Apply local template

Load Data

Interface

Regression test

Train

Deliver

Support


Global Rollout Execution

• Continuous Change Management

• Template Rollout Plan

• Training

–Train-The-Trainer, Local SME’s fully allocated to the project

–Deploy Regional Training Hubs

• Testing

–Comprehensive Location based testing

–User Testing In Each Location/Site In The Region

–Users Fully Trained Prior To Testing

–Local SME’s Conduct Test Phase and Trouble Shoot

• Support

–Develop Call Center

–Implement Localized Support Via SME’s

–Develop Escalation Procedures

–Utilize a Common Support Database

18


Best Practices


Best Practices

• Requires buy-in and support from Corporate and Local Leadership

• Managing Perception

–Global locations should perceive this as an improvement to their process and system. Not as North

America dictating change.

• Requirements and Design has to be global

–Tendency to skew towards Phase I deliverable.

–Leverage Global steering committee

20


Best Practices

21

• Local language requirements

- Translate test scripts and training materials

- Leverage outside translation services

- Confirm with local SMEs / or multi-language core team members

• Perform Training as close to UAT as possible

- Look to incorporate aspects of UAT in your training exercises

• Utilize regional testing and training hubs

‾ Avoid travel to every regional site

‾ Fosters inter-office communication within the region


Best Practices

22

• Team Composition

- Identify the subject matter experts early in project

- Management support for SME engagement

- Group the SME’s based on consistency of processes

- Organize regional teams to support global project structure

- Local language support

• Team Communication

- Leverage phone, e-mail, IM, WebEx, face to face

- Adjust meeting times to support work and resources across multiple time zones

- Centralized project document repository


Best Practices

23

• Requirements – gather, document, and sign-off

• Design the new system and solicit input into the process

• Testing to ensure system meets requirements and integrates

• Training to teach people how to use and maintain system


Case Study

24


Business Challenges

• Significant Organizational growth outside of US

• Numerous disparate systems

• No visibility into the region

• Inconsistent business processes

• Lack of controls and audit of legacy applications

• Many manual processes and / or duplicate entry across multiple systems

25


Scope

• Perform Global Design and implement PeopleSoft Financials for all International locations

in a phased deployment for a financial services company

• Solution also includes OBIA – Financial Analytics

26


Scope – Business Processes

27

• Asset Management

• Accounts Payable

• Accounts Receivable

• Billing

• Commissions

• General Ledger

• Project Costing

• Purchasing

• Order Management (Enterprise Pricer)


Scope – Critical Success Factors

• Having buy-in from senior leadership at the home office.

• Identifying Global Business Process owners, who have the authority to make decisions

quickly, champion the system, know who the subject matter experts are, and communicate

decisions to the rest of the client’s Organization.

• Designing a future state system that builds upon the North American business processes

and also meets the regulatory requirements in Latin America.

28


Requirements Gathering

• Questionnaires to help accelerate the communication

• Incorporated questionnaire from previous projects

• Distributed to Latin America North leader and South leader

• Client clarifications

• Emtec clarifications

• Consolidated responses into a single repository per business process

• Volume counts

• Sample documents (forms, reports)

29


Fit-Gap

• Extracted the requirements from questionnaire into spreadsheet

• Grouped similar processes together

• Assigned requirement id’s and linked to source for traceability

• Analyzed how the requirement could be met by PeopleSoft:

–Fit is works with delivered PeopleSoft

–Gap requires development work

• Must Have

–Resolution – brief description of how to meet requirement

–Decision if In or Out of Scope

30


Results

• Launched International Wave 1 in October 2013

• Minimal issues within the region

• Retired multiple legacy applications and automated many existing processes

• Better reporting, visibility and consistent across regions

• Provided onsite support in regional hub during first month-end close

• Currently working on Wave 2

–Remainder of Latin America (Financials and Order to Cash)

–Canada (Order to Cash)

–OBIA – Financial Analytics

• Expected go-live in August 2014

31


Lessons Learned

• What was successful:

–Leadership in Latin America took an active role

–Daily one hour meetings to review questionnaires

–Comprehensive list of requirements

–Leveraged core team resources with local language skills throughout project lifecycle (Both client and

Emtec team members)

• What needs improvement

–Plan for additional time to gather requirements due to resource constraints at smaller regional offices

–Stakeholder involvement was not complete until later in the project

–Planning for connectivity issues in certain regional offices

32


73%

YEARS

47serving clients

OUR COMPANY

500dedicated

associates17

over

years

BESTPLACES

TO WORK2012

TECHNOLOGYEMPOWERED

BUSINESSSOLUTIONS

“right size provider”

“client for life”

IndiaPune

Bangalore

USAIL, PA, NJ,

GA, VA, MN,

FL

CanadaToronto

Ottawa GLOBAL

DELIVERYOUR SERVICES

87% 14prior tier 1

consultancies

avg. years

experience

fulltime

employees

OUR PEOPLE

25+

OTHER

PARTNERS

- onshore

- offshore

- nearshore

- blended

managed services

Advisory Applications Cloud Analytics Infrastructure

strategy

governance

process

ERP, HCM, CRM,

app. development,

mobile solutions

applications

infrastructureenterprise reporting,

predictive analytics,

big data

service management

enterprise infrastructure

end user computing

Business and Technology Empowered


An Exciting Year For Emtec… And Or Clients!

Vertical Focus

• Strategy

• Enterprise

Solutioning

• Management

Consulting

• Line of Business

Expertise

Advisory Services Expansion

Services

GEO

Vertical

SMAC


Emtec Services Align Well with each stakeholder community

ENTERPRISESUITE

SALES & MARKETING

360 degree view of the customer

Sales force automation

Customer Service

Marketing Automation

Customer and Product Data

Management

BI / Analytics

HCM

Workforce Planning

HR Analytics

Talent Management

Employee Self-Service

Performance Management

Total Compensation

CFO

FINANCE

Budget & Planning

Financial Close Mgmt

Procure to Pay

SEC Reporting

Financial Analytics

Cash Management

OPERATIONS

Forecasting

Operational Analytics

ERP

Project Costing

TECHNOLOGY

Advisory Services

Application Development &

Maintenance services

Business Intelligence & Big

Data

Cloud Strategy and

Implementation

Independent Verification &

Validation

Infrastructure Services

Managed Services

IT Service Management

Procurement Services

Business Strategy

Managed Services & Outsourcing

Advisory Services

Analytics

Governance

POWERThe

of Emtec


THANK YOU FOR YOUR TIME

Please visit us online at www.emtecinc.com

THANK YOU FOR YOUR TIME

Please visit us online at www.emtecinc.com

http://www.emtecinc.com/

http://www.emtecinc.com/

Date post:	19-Jul-2015
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