avaali shared services, shared services centre india

Copyright © 2014 Avaali. All Rights Reserved. 1

ENABLING

ENTERPRISES SIEZE

THE SHARED SERVICES

OPPORTUNITY


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


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


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


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


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



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



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


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


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


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




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




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.




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



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


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


About Avaali


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


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


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


[email protected] +91 80 49602727

mailto:[email protected]

mailto:[email protected]

avaali shared services, shared services centre india

Business

way business

key business processessuch

office processing

new technology toolsplatforms

clear visibility

organization difficult

customer expectations

new table stakes