Increased Productivity and Improved Standardization for Global ...
Increased Productivity and Improved Standardization for Global Processes Tanya Allgood - Global Business Services Marketing Finance
Agenda • About • Business Challenges and Potential Solutions • Transformation and Time Savings • North America MEM • Global Finance Operations
• Benefits • Considerations • Next Steps
Tanya Allgood • Global Business Services Marketing Finance Manager – Systems and Processes • Joined The Coca-Cola Company in 2010 • Support Coca-Cola North America Marketing and Finance, as well as Global Finance Operations • Drive Coca-Cola North America Marketing process transformation and standardization • Became a Winshuttle user in 2008
Marketing Expense Management(MEM) consist of 4,000 associates in 100 countries Europe, Eurasia (Drogheda, Warsaw, Brussels, Istanbul)
Corporate /North America (Atlanta)
Africa Latin America
(Johannesburg)
Asia Pacific (Manila, Shanghai, Tokyo)
(Buenos Aires, Mexico, Rio, San Jose)
Global Finance Operations (GFO) consist of over 500 associates in 47 countries
Business Challenges • • • • • • •
Non-Standard data collection methods Manual data entry in SAP Sunset of legacy systems IT and Business resource constraints Manual processes and approvals Inefficient use of time and resources Audit issues
What are the options? • • • •
Continue in current state Customize SAP Build “Homegrown” applications Evaluate 3rd party tools
North America MEM Transformation with Winshuttle • YMEMPO01 - PO Creation • Mass creation of POs from Lotus Notes data export (sunset) • Web form with workflow directly to SAP
• YMEMPO02 - PO Change • Web form with workflow directly to SAP
• ME22N – PO Close • Web form with workflow directly to SAP • Mass updates via Transaction Script and Excel Template
• YMEM01 - Campaign Creation • Mass creation of planned campaigns for upcoming year
Purchase Order Request Transformation Legacy System
WS & InfoPath
North America MEM Transactional Time Saving 2014 PO Creation/Change/Close Requests (MEM North America) • October YTD savings of 1,396 hours or 35 weeks of manual data entry. • Creation 7,700 • Change 2,500 • Close 1,100
• November/December estimate 520 hours saved or 13 weeks. • Total turnaround time reduced by 71.5 hours per request. • Estimate 15,000 total PO Creation request for 2015 2014 Business Plan Campaign Creation Request • 1,100 Campaigns Created • Total end to end time to process the 75 Excel template files - 30 hours • Estimated time to create manually - 240 hours
Global Finance Organization Transformation with Winshuttle Journal Vouchers • • • • • • •
SE16 – to see if vendor requires WH tax FSS3 – to capture the field status group F-02 – Post Journal Voucher – 95% of Journals F-05 – Post Non-Translatable Journal Voucher F-05 REV – F-05 Post with Reference & Reversals FBR2 – Reversals of F-02 Journal Vouchers FB41 - Allows posting of specific Tax Journals
JV Submission/Creation Journal Request Tool (Legacy system) Requestor • Requests by Phone, Email or legacy system
• • • •
Issues: No single request tool No validation of data upfront No consistent approach to supporting documentation No performance metrics
Approver
Processor
• Hard copy signatures or Legacy system approvals by management
• Processor rekeys approved journal into SAP • Processor closes out the request
Issues: • Manager creates a bottleneck in the process (increased turnaround time)
Issues: • Info only validated at this point in the process • Inefficient process of rekeying information • Audit issues stemming from inconsistent processes
JV Request on SharePoint – Excel and Winshuttle
Global Finance Operations Journal Voucher Transactional Time Savings 2014 Journal Requests (4 Geographies) • • • •
Created 36,000 uploads in SAP Jan – June 2014. “Right First time” metrics 93% YTD. Turn around time reduced by 12 hours per JV. June YTD transactional savings of 3,080 hours or 77 weeks of manual data entry.
Additional Benefits • • • • •
Business developed and owned solutions No SAP programming or IT release deadlines Increased data standardization and integrity Central SharePoint sites for each business area Request data captured in SharePoint list can be exported for reporting
Things to Consider • Business driven initiatives that require support and input from other departments • IT support • Audit and Compliance
• • • • • • •
Close collaboration with Winshuttle Web form controls and functionality Excel templates with workflow Future Winshuttle, SharePoint, and Microsoft Office upgrades Browser compatibility – Windows vs Apple SharePoint archiving Infrastructure and database performance management
Next Steps • • • •
Continued platform stabilization Continued archiving Upload attachments to SAP/OpenText Additional Use Case Scenarios North America MEM
Finance
Purchase Requisitions
3rd party billing
Budget Shifts
Intercompany Billing
Goods Receipts
Recurring Journals
Funds Reservations
Price Master Data Material Master Data
Questions???
Agenda • About • Business Challenges and Potential Solutions • Transformation and Time Savings • North America MEM • Global Finance Operations
• Benefits • Considerations • Next Steps
Tanya Allgood • Global Business Services Marketing Finance Manager – Systems and Processes • Joined The Coca-Cola Company in 2010 • Support Coca-Cola North America Marketing and Finance, as well as Global Finance Operations • Drive Coca-Cola North America Marketing process transformation and standardization • Became a Winshuttle user in 2008
Marketing Expense Management(MEM) consist of 4,000 associates in 100 countries Europe, Eurasia (Drogheda, Warsaw, Brussels, Istanbul)
Corporate /North America (Atlanta)
Africa Latin America
(Johannesburg)
Asia Pacific (Manila, Shanghai, Tokyo)
(Buenos Aires, Mexico, Rio, San Jose)
Global Finance Operations (GFO) consist of over 500 associates in 47 countries
Business Challenges • • • • • • •
Non-Standard data collection methods Manual data entry in SAP Sunset of legacy systems IT and Business resource constraints Manual processes and approvals Inefficient use of time and resources Audit issues
What are the options? • • • •
Continue in current state Customize SAP Build “Homegrown” applications Evaluate 3rd party tools
North America MEM Transformation with Winshuttle • YMEMPO01 - PO Creation • Mass creation of POs from Lotus Notes data export (sunset) • Web form with workflow directly to SAP
• YMEMPO02 - PO Change • Web form with workflow directly to SAP
• ME22N – PO Close • Web form with workflow directly to SAP • Mass updates via Transaction Script and Excel Template
• YMEM01 - Campaign Creation • Mass creation of planned campaigns for upcoming year
Purchase Order Request Transformation Legacy System
WS & InfoPath
North America MEM Transactional Time Saving 2014 PO Creation/Change/Close Requests (MEM North America) • October YTD savings of 1,396 hours or 35 weeks of manual data entry. • Creation 7,700 • Change 2,500 • Close 1,100
• November/December estimate 520 hours saved or 13 weeks. • Total turnaround time reduced by 71.5 hours per request. • Estimate 15,000 total PO Creation request for 2015 2014 Business Plan Campaign Creation Request • 1,100 Campaigns Created • Total end to end time to process the 75 Excel template files - 30 hours • Estimated time to create manually - 240 hours
Global Finance Organization Transformation with Winshuttle Journal Vouchers • • • • • • •
SE16 – to see if vendor requires WH tax FSS3 – to capture the field status group F-02 – Post Journal Voucher – 95% of Journals F-05 – Post Non-Translatable Journal Voucher F-05 REV – F-05 Post with Reference & Reversals FBR2 – Reversals of F-02 Journal Vouchers FB41 - Allows posting of specific Tax Journals
JV Submission/Creation Journal Request Tool (Legacy system) Requestor • Requests by Phone, Email or legacy system
• • • •
Issues: No single request tool No validation of data upfront No consistent approach to supporting documentation No performance metrics
Approver
Processor
• Hard copy signatures or Legacy system approvals by management
• Processor rekeys approved journal into SAP • Processor closes out the request
Issues: • Manager creates a bottleneck in the process (increased turnaround time)
Issues: • Info only validated at this point in the process • Inefficient process of rekeying information • Audit issues stemming from inconsistent processes
JV Request on SharePoint – Excel and Winshuttle
Global Finance Operations Journal Voucher Transactional Time Savings 2014 Journal Requests (4 Geographies) • • • •
Created 36,000 uploads in SAP Jan – June 2014. “Right First time” metrics 93% YTD. Turn around time reduced by 12 hours per JV. June YTD transactional savings of 3,080 hours or 77 weeks of manual data entry.
Additional Benefits • • • • •
Business developed and owned solutions No SAP programming or IT release deadlines Increased data standardization and integrity Central SharePoint sites for each business area Request data captured in SharePoint list can be exported for reporting
Things to Consider • Business driven initiatives that require support and input from other departments • IT support • Audit and Compliance
• • • • • • •
Close collaboration with Winshuttle Web form controls and functionality Excel templates with workflow Future Winshuttle, SharePoint, and Microsoft Office upgrades Browser compatibility – Windows vs Apple SharePoint archiving Infrastructure and database performance management
Next Steps • • • •
Continued platform stabilization Continued archiving Upload attachments to SAP/OpenText Additional Use Case Scenarios North America MEM
Finance
Purchase Requisitions
3rd party billing
Budget Shifts
Intercompany Billing
Goods Receipts
Recurring Journals
Funds Reservations
Price Master Data Material Master Data
Questions???
