Trintech Close Global Rollout Project - WikiLeaks · walkthrough Apr – May 2014 ... Enhance close...
Transcript of Trintech Close Global Rollout Project - WikiLeaks · walkthrough Apr – May 2014 ... Enhance close...
Agenda
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Topic Speaker
Introductions Fauzia Khan
Role of the Business SME Maria Ortega
Trintech Close at SPE Fauzia Khan
Implementation Approach and Project Plan Ali Saghafi &
Candace Barkdoll
Close Requirements Gathering Maria Ortega &
Gretchen Atherton
What is Next Ali Saghafi
Resources for the Business SME Ali Saghafi
Today’s Purpose
Bring together the Business SMEs
Review the purpose of the Trintech Implementation
Highlight key project events and milestones
Introduce and kickoff the data requirements exercise
Highlight available resources for Business SMEs
Today is not a design session. We will be “parking” any
design conversations and saving them for the upcoming
design workshops
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Introductions
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Building Our Team of SMEs
• Name
• LOB, Territories, Functions you will represent for this project
Name Title LOB Representative Area
Cynthia Chun
Executive Director, Corporate
Finance Corporate Finance Corporate Accounting
Jalaluddin Lalani Exec Dir Finance Corporate Finance Studio Finance
Mark Corbin Exec Dir Finance Corporate Finance Studio Finance
Stanley Rozario VP Corp Finance & Global SS Corporate Finance Corporate Accounting
Ana Gonzalez Dir Finance Home Entertainment Finance Home Entertainment Domestic
Barry Daskal Exec Dir Acctg Home Entertainment Finance Home Entertainment Domestic
David Oriba VP Finance Motion Picture Finance WW Acquisitions
Rosa Ortiz VP Finance Motion Picture Finance Motion Picture Group Domestic
Donna Falzon Exec Dir Finance Sony Picture Television Finance Television Production
Jose Galan Exec Dir Finance Sony Picture Television Finance Television Domestic
Kim Tran Exec Dir Finance Sony Picture Television Finance Television Networks
Laurel Richter Exec Dir Acctg Sony Picture Television Finance Television Distribution
Tammy Lee Exec Dir Finance
WW Acquisitions Group and Sony
Pictures Digital Motion Picture Group Digital
Amber Castellanos VP Finance
WWMktg Finance and Intl
Theatrical
Sony Pictures Releasing
International
Dana Terry Exec Dir Finance
WWMktg Finance and Intl
Theatrical
Sony Pictures Releasing
International
Introduction – SME List - US
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Role of the SME
Welcome to the team !
As a Business SME, you will be involved in six essential tasks
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Task Timeline
Provide requirements documentation of the current close
calendars and checklists across your lines of business and
territories
Jan – Feb 2014
Participate in Design Workshops and represent the current
close design/process for your respective group
12 – 14 Feb 2014
(EMEA)
20 – 24 Feb 2014 (US)
Complete close task template for data upload that includes all
LOB tasks with appropriate dependencies 14 Mar 2014
Validate final solution design by participating in solution
walkthrough Apr – May 2014
Identify testers and participate in UAT Jul – Aug 2014
Serve as a champion within the organization to help drive
communication, engage users and facilitate stakeholder buy in Ongoing
Why We Are Implementing Trintech Close
By implementing Trintech Close, we will
Enhance close process compliance and reduce SOX deficiencies
Gain transparency within the close process. Allowing our finance
directors and shared services centers to have a shared view of the
close and its current status
Identify opportunities for efficiencies within the existing close
process
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Trintech Close Framework at SPE
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Controller,
Accounting Manager
Document Financial
Close Tasks
Schedule
Tasks
Define
Perform
Financial Close
Tasks
Close Team
Members
• Standard
Adjustments
• Adjusting Journals
• Valuation Analyses
• Reconciliations
Execute
CFO, Controller,
Finance Team
Assess Financial
Statement Readiness Produce Online
Binder for Audit
Certify &
Report
Report and Improve
Corporate, Regional
Managers
Monitor Processes,
Remove Bottlenecks
Monitor
• Status console
• Close Calendar
Status
• Issue tracking
Define
Close Process
Execute
Close
Process
High level Implementation Approach: Walk before we run!
• Financial close calendar
• Key financial close tasks and controls
• Task schedules (due dates based on close calendar)
• Review and approval workflow
• Document repository
• Reporting requirements
• Tracks task status
• Monitors process
• Emails tasks to assigned parties
• Certify & report close to supervisor/manager
• Allows attachment of supporting documents
• Organizes and delivers structured closed binders
• Produces custom reports
• 11
•
Project Planning
Design
Testing & Training
Build Production
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Project High Level Approach
The project plan is designed around key activities over a 10 month period to Go Live by
September 1st 2014.
Build Production Design &
Requirements
Configure, Prep and Load
Data
Cycle 1 Testing
UAT & End User Training
Solution Walkthrough
Project Planning
• Conduct formal
kick-off meetings
• Highlight project
benefits, scope and
key milestones
• Gather and analyze
Close requirements
• Conduct design
workshops to
review design
analysis and
Trintech Close
structures
• Prepare data load
templates
• Conduct solution
walkthrough
• Perform functional
cycle 1 testing
• Conduct user
acceptance & end
user testing
• Provide training
• Go / No Go
decision
• Go Live
communication
• Go Live
• Post-Go Live
Hypercare
Jan – May 2014 May – Aug 2014 Sep 2014
Project Key Milestone and Timeline
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Project Planning
Design & Requirements
Solution Walkthrough
UAT & End User Training
Build Production
2013 2014
Configure, Prep Data & Load
Data
Cycle 1 Testing
Nov Dec/Jan Feb/Mar May/Jun Jul Aug Sep
Kick Off (12/13)
Training Material Development
Perform UAT (8/6 – 8/19)
Go/No-Go Decision (8/22)
Go Live (9/1)
Break in project
Milestone
Perform Cycle 1 Testing (6/9 – 6/20)
Design Workshops (2/12 – 2/24)
2-3 day sessions planned in EMEA and US
Perform walkthrough (4/28)
Update Configurations (5/16)
Network of SME Super Users Identified (1/14)
Communications Plan
Data Conversion and Loading (3/18-4/14)
Train the Trainer (7/7)
End User Training (Jul – Aug)
Hypercare
Finish Requirements Gathering (2/3)
Solution Timeline
Communications and Training Timeline
Anticipated participation from Business
Training Strategy & Approach
Stakeholder Impact Analysis)
Key Functionality
SPE will take advantage of key functionality within Trintech Close to streamline and
improve the financial close process. This includes:
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Task Management
• Close tasks are assigned based on identified roles of Preparer, Reviewer and Secondary Reviewer
Close Due Dates
• Close tasks are shown real-time as on-track or behind schedule during critical close period based on global close calendar
Dashboarding
• Quick views are provided for the end users and managers of assigned, completed and upcoming task deadlines
Workflow Approvals
• Email notifications are sent to users when tasks are ready for approval or require further action
Document Repository
• Supporting documentation is attached to tasks and issues
Reporting
• Reports are created on-demand for key audiences
High-Level Design Principles
• Close Entity Hierarchy – The current hierarchy for SPE has been designed by Line of Business
(LOB), territory, function based close reporting structures
• Task Management – Dependencies are enabled where all upstream activities must be complete
before a dependent task can be submitted; Critical and Control tasks must be identified
• Workflow – Preparer, reviewer and secondary reviewer (approver) roles are available for
workflow approval routing
• Roles, Permissions, Authority – User roles and administrative roles are governed by existing
SOD governance and organizational responsibilities
• Standalone application – Trintech Close application is a self contained close management
application which can reference other systems of record however is not currently integrated
• Due dates (“Days”) – Calendar is based on global close calendar from Soft Close through
reporting. An example of the 2014 calendar is below:
Flash Reports SAP RPR SAP RPR SAP RPR Revenue / EBIT Management Book
Due to Corp. A/P, A/R Territory Financial Period Reconciliations Due
Narratives/Schedul
es SCA and Tokyo
Finance and Cash Hard Close Close (Results Due) to Corp. Finance
Due to Corp.
Finance Submission
(6:00 p.m.)
Cutoff
(Soft Close)
(11:59 PM - Local
Time) (11:59 p.m., Day 2) (Noon, Day 4) (6:00 p.m., Day 4)
(6:00 PM - Day
5)
A Closer Look at the Close Hierarchy
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The following graphic represents how the financial reporting
hierarchy can be setup within the Trintech Close application
Requirements
will be analyzed
against these
baseline
structures to
determine
solution design
fit/gap
Sony Pictures
Entertainment
Business Unit
Line of
Business
Sub Line of
Business
Territory
Functional
Area
SSC / ITF
Level 1 –
Corporate
Level 2
Level 3
Level 4
Level 5
Level 6
Level 7
Requirements Gathering: What We Need From You
Help us understand your current month end close process. This
includes your current close calendars and checklists which must
contain the following information:
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Financial reporting hierarchy: BU, Line of Business, Territory,
Function (may include company codes)
List of critical month end tasks (activities) performed by task
category (Reconciliation, JE, Statements etc. note: drop down or
mapping will be provided)
Task dependencies (upstream/downstream if any)
Task due dates (relative to the global close calendar e.g.: SC +1)
The owner, reviewer and secondary reviewer of each task (note:
approver = reviewer)
Standard template or other supporting documentation used to
complete the task
Current location for supporting documentation (Spidr II,
SharePoint, etc.)
Current workflow approval process / tool (Ariba, email, etc.)
Requirements Gathering: Template Overview
We will now show some current examples of close checklists that
we are able to use in our baseline analysis
We have a spreadsheet template for use for those who need to
convert non-excel information into a useable format for this exercise
For example:
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Completed templates should be emailed to:
Calendar of Events Ahead
Sun Mon Tues Wed Thurs Fri Sat
1/13
1/14
1/15 1/16 1/17 1/18
1/19
1/20 1/21 1/22 1/23 1/24 1/25
1/26
1/27 1/28 1/29 1/30 1/31 2/1
2/2
2/3 2/4 2/5 2/6 2/7 2/8
2/9 2/10 2/11 2/12 2/13 2/14 2/15
2/16
2/17 2/18 2/19 2/20 2/21 2/22
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US Business
SME Kick-Off
EMEA
Business
SME Kick-Off As –Is checklist /information gathering Collection
As –Is checklist /information gathering
Gap Analysis & Follow-up Conversations with SMEs
Baseline
Design Sign
Sign-Off Baseline Design Analysis
Workshop
Logistics
Finalized
Gap Analysis
EMEA Design Workshop
US Design Workshop (2/20-2/24)
As –Is checklist /information gathering
Gap Analysis & Follow-up Conversations with SMEs
Coming Soon
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Check-in on data requirements
you are submitting to answer
questions and ensure we
understand your current
process
Design Workshop Invites
We have information!
The Trintech Close SharePoint Site contains information on
our project, the implementation timeline and Trintech Close
tool itself.
We will provide you access to the Trintech Close SharePoint
Site and share training resources with you if you are
unfamiliar with SharePoint.
Project SharePoint Site
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Trintech Close
SharePoint
Site
Have questions?
Want to know more?
More Resources for Business SMEs
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Word is starting to spread about Trintech Close! We are preparing a series of resources to help you explain Trintech Close to your colleagues in Finance as well as throughout the organization
On SharePoint you will soon be able to find:
FAQ Document:
Answers to common questions we are hearing. Responses are focused on future users of Trintech Close and designed to be shared
“Meeting in a Box”:
Short PowerPoint presentation to explain at a high level the project goals, timeline and anticipated benefits of implementing Trintech Close
Key Contacts for Business SMEs
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If you have any questions about data requirements or the overall
Trintech implementation please reach out to one of the resources
below:
US Regional Manager: Ali Saghafi
EMEA Regional Manager: Chris Kendry
RTR Subject Matter Expert: Maria Ortega
Do Not Forget: submit your complete data requirements
template to the Trintech Mailbox
What are your thoughts?
Any remaining questions?
Are the activities in the approach clear?
Are the requirements clearly understood?
What are we missing?
List of SMEs* - EMEA (1 of 2)
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SME Name SME Title SPE LOB Location
Alan Castle Finance Director WWMktg Finance and Intl Theatrical United Kingdom
Darren Hopgood Group Finance Controller WWMktg Finance and Intl Theatrical United Kingdom
Delphine Lopez Financial Controller, SPRI WWMktg Finance and Intl Theatrical United Kingdom
Olivier Kerhoas Dir, Fin WWMktg Finance and Intl Theatrical France
Albert Zielinski Dir, Fin WWMktg Finance and Intl Theatrical Germany
Angeles Soler Dir, Fin & Admin WWMktg Finance and Intl Theatrical Spain
Carmel Burke VP, Finance SPT Finance United Kingdom
Samantha Sing (Int’l) Mgr, Finance SPT Finance United Kingdom
Melanie Newlands VP Production Finance Europe SPT Finance United Kingdom
Wendy Oliver Director of Financial Control SPT Finance United Kingdom
Frederic Kurt Dir, Fin SPT Finance France
Ulla Symanzik Exec Dir, Accounting SPT Finance Germany
Christiane Roth Senior Accounting SPT Finance Germany
Adam Feher Mgr, Finance SPT Finance Central Europe
Maciej Peksa Controller, Finance SPT Finance Central Europe
Cristina Valsecchi Financial Controller SPT Finance Italy
Ilaria Consoli Finance Director SPT Finance Italy
Liliana Pagnani Finance Manager SPT Finance Italy
Chantal Blonk-Nieuwenhuis Contractor, Finance SPT Finance Netherlands
Elena Dubovchenko Finance Director SPT Finance Russian Federation
Julia Bikkulova Finance Director SPT Finance Russian Federation
Valentin Seleznev Finance Director SPT Finance Russian Federation
Alberto Olabarrieta Supv, Acctg SPT Finance Spain
Serge Alpha Finance Director SPT Finance Lebanon/Dubai/Egypt
* Proposed list as of 14th Jan
List of SMEs* - EMEA (2 of 2)
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SME Name SME Title SPE LOB Location
Marie-Laure Seguela Dir, Compliance & Training HE SPHE Finance France
Konrad Sedlmair Director, Finance SPHE Finance Germany
Adriaan Van Hee Finance Controller SPHE Finance Belgium
Richard Hibbins VP Finance Europe SPHE Finance United Kingdom
David Barclay Finance Controller, UK & Ire SPHE Finance United Kingdom
Michal Gryglewski Executive Director Corporate Finance Poland
Artur Gronkiewicz Finance & Accounting Director Corporate Finance Poland
Maciej Targowski Corporate Support Director Corporate Finance Poland
* Proposed list as of 14th Jan