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Avaali solutions supports enterprises in their shared services centre(SSC) strategy to execution process with their Shared Services delivery models and methodologies which help enterprises to overcome their challenges.
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Copyright © 2014 Avaali. All Rights Reserved. 1
ENABLING
ENTERPRISES SIEZE
THE SHARED SERVICES
OPPORTUNITY
Copyright © 2014 Avaali. All Rights Reserved. 2
Trends shaping SSC
From back office processing to front end customer interaction –we now have tools and apps to automate processes and
interpret meaningful data
Software solutions automate processes and even robotize them like never in the past
Mobile culture changing customer expectations and the way business is driven
A movement from “lift and shift of people” to wide scale transformation of business process enabled by new technology
and platforms
Real capability to change the way business is run
Strong
alignment
between
business
objectives and
services
outcomes
Shared services making its strongest re-emergence as a delivery model for a
decade
Close to 25% are heavily re-investing in their global shared service operations
25% of today’s enterprise buyers expect to move to a “wide-scale transformation of
business processes enabled by new technology tools/platforms” in just two years
The new table stakes require enterprises to fix their “analog current” to get a “digital future” – conversation moving from tactical success in terms of cost reduction to an
entirely new way of servicing internal customers with the support of technology
Key Trends
Copyright © 2014 Avaali. All Rights Reserved. 3
SSC transformation
Low High
Lo
w
Hig
h
Leve
l o
f a
uto
ma
tio
n
Relative process efficiencies Largely manual
Scan & digitize
Archive – link to ERP
transactions
Capture, OCR / ICR
Automate workflow approvals ,
maintain audit trails, DMS
Fully automate key business processes
such as AP, AR, HR etc.
Unified SSC framework – Fully
automated & integrated with
comprehensive metrics and
governance Transactional talent needs to transform itself to digital talent Knowledge creation vs. mass collection of unstructured data Conversations need to move further from process improvement and costs
Copyright © 2014 Avaali. All Rights Reserved. 4
Transformation in the way processes are
managed
SSC Business Process
Order to Cash
Fully automated Collection / Remittance
Exception handling Sales order processing Customer
communications
Procure to Pay Requisitioning Invoice Capture Validation Exception handling Approvals Information Access Archive Vendor
Communications
Fully automated business processes Outcome based governance model
LOB functions
Executive Management
Global business units
Single platform / integrated solution
FI-GL
Automate financial
postings Workflows and
approvals
MDM
Consolidate data to
central repository Governance
mechanisms
HR
Employee records Travel Management HR Helpdesk Workflows and
approvals
Other Processes
Contracts Management
CSAT Surveys Reporting &
Analytics
Copyright © 2014 Avaali. All Rights Reserved. 5
Key challenges
Order Processing Invoicing and Collections
Remittance Matching and Cash Application
Reporting
Manual order processing and acknowledgement
Manual exception handling and pricing approval flows
Customer correspondence unavailable for reference
Poor customer satisfaction
Difficult to process and approve credit extension requests
Customer invoices and other correspondence unavailable for reference
Tracking collections is manual
High DSO’s
Ageing Analysis is cumbersome
No alerts and reminders
Customer follow-ups are not documented
Collections follow up & dunning is ineffective
Matching remittances to open invoices is tedious and error prone
Difficulty in managing short remittances
Missing audit trails
Lack of visibility into process bottlenecks
Lack of transparency in outstanding invoices
No SLA/KPI based tracking
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 6
Key challenges
Requisitioning Goods/Service
Receipt Invoice
Processing Payment Run
Information Access & Reporting
Cumbersome approval process
Manual PO/Service Order creation
Manual identification of tax codes, freights, discounts etc.
No vendor communication logs
Vendor T&C’s are not documented
Supporting documents are not attached to the GR and service entry sheet in ERP
Manual routing of supportings to different depts. like Quality, Excise, Admin etc.
Invoices are not digitized
Manual validation of invoice data
Manual process for approvals & exception handling
Processing time is high
Unable to qualify for cash discounts
Payment processing is time consuming
Different stakeholders involved for different types of payments
Difficult to track to completion
Missing audit trails
Lack of visibility into process bottlenecks
No unified view of liabilities
No SLA/KPI based tracking
Access to the physical documents is time consuming
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 7
Key challenges
FINANCIAL POSTINGS
Posting Requests are received from multiple departments
Different types of postings need to be handled
Manual routing of posting requests to multiple departments for verification/further information/approvals
No clear visibility across the organization
Difficult to meet compliance requirements
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 8
Key challenges
Employee Records Management Travel Management HR Helpdesk
Paper documents
Frequent copying and mailing of records
Fragmented storage of documents
Error prone processes, misfiling or total loss of
paper documents
Restrictions to unauthorized access cannot be
guaranteed
High storage costs ,effort and compliance issues
Low employee satisfaction
Printing and copying of receipts
Postage/courier of supportings
Paper archives are difficult to manage
Exception handling and approval
workflow are manual
Frequent Late reimbursements
Expense frauds
Audit requests are difficult to meet
Inconsistent application of
policies
Required trained staff
Limited track of case histories
Slow resolution of issues
Limited SLA/KPI based
tracking
O2C P2P MDM FI-GL HR
Copyright © 2014 Avaali. All Rights Reserved. 9
Key challenges
Master Data Management
Low master data quality
Duplicate master records
Manual approval flows and exception handling
High processing time
Keeping track of request status is cumbersome
Audit trail of changes are often missing
Retention management - No process to purge obsolete master records
O2C P2P FI-GL HR MDM
Copyright © 2014 Avaali. All Rights Reserved. 10
SSC Strategy & Consulting
Evaluation and Recommendation of Best of Breed technology solutions
Implementation services
Support services
Offerings
Avaali’s Offerings for SSC Enablement
Processes & Technologies
P2P O2C HR FI MDM
Scanning
& OCR
ERP
Integration Workflows
Document
Management/
Archiving
Reporting
Copyright © 2014 Avaali. All Rights Reserved. 11
Process Automation in SSC
Customer Order Processing &
Validation
Order acknowledgement
Sales order creation
Invoicing & Collections
Remittance matching and
Cash Application Reporting
- Scan & capture Customer order
- Archive customer PO & establish
link for future reference
- Initiate workflows to handle
exceptions
- Send acknowledgement for customer
order
- Document all customer
correspondence and clarifications
sought
- Automatic Sales order creation
- Workflow for pricing approvals
- Customer PO & other communication
details are attached to the sales order
- Communicate delivery date, credit period
& other details to the customer
- Create and send invoices to customers
- Run Ageing analysis reports with pre-configured
thresholds and rules
- Automatically trigger alerts for customer follow-
ups
- Refer to prior correspondence and order/invoice
details
- Automatically capture and validate remittance
details
- Match payments automatically to invoice line
items and clear them
- Workflows for exception handling
- Archive bank statements etc. and attach them
in ERP for future reference
- Constant online visibility
- Complete audit trail of entire
process
- Reporting based on various
KPI’s/SLA’s
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 12
Process Automation in SSC
Process Purchase
requisition
Order confirmation
Goods receipt
Capture & Validate
incoming Invoices
Invoice Processing
Information Access and Reporting
Payment Run
- Auditable workflows for
purchase requisition approval
- Automated Purchase/Service
Order creation
- All Vendor communications
are saved/archived for
reference
- Capture order confirmation
details and match data with
PO in ERP
- Automatic creation of order
confirmation document in
ERP if required
- All supportings are archived
and attached to the
GR/Service Entry Sheet in
ERP
- Workflows triggered to
Quality and Excise
Departments for verification
- Paper invoices are scanned
and subjected to OCR,
- Line items are matched
against the PO
- Digitized documents are
archived and linked to ERP
- Liability reporting
- Dashboards based on
various KPI’s/SLA’s
- All P2P documents are
visible in ERP in digital
form with controlled access
- Business rules are
checked based on invoice
type
- Workflows are triggered
for approvals & exceptions
- Straight through
processing
- Audit trail maintained
- Workflows are triggered for
payment approval based on
payment mode
- Original invoice and all
supportings are accessible
for approvers
- Audit trail maintained
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 13
Process Automation in SSC
Financial Postings request
Approval Workflow Process Visibility
- Communicate a posting request to the finance area.
- Submit the request through a simple-to-use web
application or ERP user interface.
- Single entry point for all posting requests
- Automated workflow for approval
- Requests directed to multiple recipients for additional
information or corrections,.
- Once approved request proceeds to authorized
financial service area for posting.
- Full overview of all requests, transactions, and
processing status.
- Clear audit trail of all change requests improves
reporting ability and compliance management.
- Clear visibility into entire process.
O2C P2P HR MDM FI-GL
Copyright © 2014 Avaali. All Rights Reserved. 14
Process Automation in SSC
Employee Records
Management Travel Management HR Helpdesk
- Process standardization and automation
- Centralized management of employee documents
- Automated workflows for
approvals/verifications/exceptions/deletions
- Digitized Employee records
- Self service portals for employee, manager and HR admin
- Self-service scanning and assigning of receipts
- Automatic capture of receipt details and automatic matching to
trip details in the backend system
- Archiving functionality
- Complete audit trail and history of all e-receipts
- Self Service portals
- HR Call Tracking
- Workflow for Helpdesk
- Knowledge repository based on activities
- Integration with ERP systems
- SLA-based Reporting
O2C P2P MDM FI-GL HR
Copyright © 2014 Avaali. All Rights Reserved. 15
Process Automation in SSC
Master Data request Approval Workflow Process Visibility
- Web forms for raising requests
- Centralized processing of requests
- Tracking of requests and status, with
ticket details and audit trail
- Automated workflow for approval
- Workflows for additional info and verification
- Control of Master data requests
- Full overview of all requests, transactions,
and processing status.
- Clear audit trail for reporting and
compliance management.
O2C P2P FI-GL HR MDM
Copyright © 2014 Avaali. All Rights Reserved. 16
SSC - Benefits
1. Best in class business processes
Standardised and streamlined processes
Automated processes with faster turnaround time
Fully compliant processes
2. Driving best in class outcomes
High service quality due to automation & visibility
Reduction in DSO, Invoice Cycle time leading to better vendor relationships / better discounts, accurate and updated GL
3. Better transparency and Visibility
Dashboards and SLA tracking
Outcomes vs. business objectives
Faster decision making
Copyright © 2014 Avaali. All Rights Reserved. 17
About Avaali
Copyright © 2014 Avaali. All Rights Reserved. 18
Purpose
Avaali enables enterprises engage better with their internal and external
stakeholders by enabling them to
manage and leverage the
power of information across its lifecycle
Copyright © 2014 Avaali. All Rights Reserved. 19
About Avaali
Who we are
•Specialist in Enterprise Information Management
•Headquartered in Bangalore, customers worldwide
•Over 40+ specialists, 100+ man-years of experience in EIM
•Partnership with BOB vendors – OpenText Silver and SAP competence partner, Canto Silver Partner.
What we do
•Advisory services in the area of enterprise information management
•Support in creation of information strategy
•Connect strategy to execution
•Implementation and support of best of breed technology solutions in the area of information management
Differentiator
•Strong understanding of EIM and best practices across business functions
•Specialized skill pool – with several years of global experience in implementation and advisory services
•High focus on accountability and delivering business outcomes for customers
Values
•Accountability
•Integrity
•Love for Success
Copyright © 2014 Avaali. All Rights Reserved. 20
Maximize Revenues
Our offerings in Information Management
Productivity & Efficiency improvements
Info
rmati
on
Go
vern
an
ce &
Co
mp
lian
ce
H
igh
retu
rns fro
m in
form
atio
n
assets
EIM best practices for business processes
Procurement, Finance, HR, Customer, Production & Operations, Legal
Strategy
Governance
Technology Implementation
Analytics and Reporting
Solutions for P2P
Scan and Capture
Invoice
Management
solution including
ERP integration
Solutions for O2C
Scan and Capture
End to end
solution for sales
order processing
and collections
management
Solutions for HR &
Ops
Employee File
Management
Travel Receipts
Management
Financial
postings
Contracts
Management
Enterprise Content
Management
Manage and
govern the
lifecycle of
documents
Seamless
integration with
ERP applications
Solutions for Shared Service Centres
Data & Document Archiving
Customer Experience
Management
Digital Asset Mgmt
Marketing collateral
production &
distribution
Social workplace and
social marketing
Web experience mgmt
Copyright © 2014 Avaali. All Rights Reserved. 21
[email protected] +91 80 49602727