Shared Services

a bharti airtel journey…..

S Asokan 21st Sept’12

Shared Services @ Bharti Airtel

Shared Services

Customer focus

Single version of truth Standard &

Automated processes

Standardized Systems

Up-to date technology

-

Centers of Excellence

Business Partnering

3rd Party Partnering

Business Interface

En

d G

am

e

Non Standardized Processes & Data

• No single trusted source of data • Lack of standardized processes across Finance, SCM, HR

and IT. • Focus on reactive, manual and transactional activities • Poor process and system documentation • Untimely management information • Unmanaged due to increase in the scale of business • Multiple layers and touch points

• Heavily customised systems

• Many systems at end-of-life

• No Uniformity, weak integration, and heavy reliance on manual workarounds

• Functionality duplicated across multiple systems within each Lines of Business

• Non-existent strategy for management information

Manual Systems

Pa

st

Sta

te

Shared Services Advantage Process efficiencies Robust Controls

Shared Service Journey – waves of transition

1st Wave

2nd Wave

3rd Wave

Pre Shared Services

Common Policies

Simplified & Standard

Process

Leverage Global

Practices

Shared Services

People – Multiple

Personnel

Process – Localized

Functions Technology – Multiple

Systems

Multiple

Locations Decentralized

Organization

Separate

Operating

Unit Single

Operating

Unit Global

Business

Unit

Centralized

Services

Reduction in

Units –

Activity

Universe

Optimal

Manpower

Multiple

Platforms

Enterprise

Database

Integrated

Solutions

Country

Consolidation

Regional

Consolidation

Location

Strategy

Functions & processes covered

Purchase to Pay Sourcing

Accounts Payable

Purchasing

Expense Processing

Master data management

Strategic partner accounting

Order To Cash Order Management

Customer Service

Accounts Receivable & Cash Application

Master data management

Record to Report Reporting & Month-end Close

General Ledger accounting

Fixed Assets accounting

Revenue reporting

Statutory reporting

Audits

Recruit to Retire Talent sourcing

On boarding

Payroll

Expense Processing

Benefit administration

HR Compliance

Exit management

Revenue Assurance Post paid & Pre paid

Interconnect

Roaming

Data

VAS

Fraud management

Taxation Service tax

Employee tax

Commercials tax

TDS

Rev 1.4

Supply Chain

Shared Service

PO Mgmt PO creationPO releasePO Ackn.

Payment Release &

Reconciliation

Master Data & Doc. Mgt.

Item, PartnerFinance Related

Strategic Partner TeamIndus, Infratel,

Nokia, Ericsson, IBM other ToCo

HelpdeskEmployeePartner

Invoicing Approval Grp

AnalyticsMIS/Dashboards

CSS SLA monitoring

Sourcing GrpID Mgmt.

RFI / RFQ / RF Support,

Grievance

V

ERSA T I L

IT

Y

TR

ANIN

I

G

A

N

A

LYTIC S M

EASU

R

E

S

C

O

N

T

I

N

U

O

S

IM

PR O V E

ME

NT

&

R

E

S

PO

NS I V

EN

E

S

S

K

A

I

Z

E

N

-

P

R

O

D

U

C

T

IVI T

Y E FFIC

I

N

Y

E

C

U

e-PR 2

Supply Chain Shared Services (CSS)

•GBPA creation, PR Consolidation, PO

creations & Approvals, Cancelation &

Closing of Pos, PO Ack & ASN Follow

up

•Follow up with

User/Technical/

warehouse/ SME

•Release and reconciliation of the

Payments

CSS – PR to PR Process

7

MR

N (

Mat

eria

l)/

Invo

ice

Acc

epta

nce

(S

ervi

ce)

Ap

pro

ved

PR

Pre

par

atio

n o

f P

R

Invo

ice

Rec

eip

t

Invo

ice

Ap

pro

val a

s

per

DO

A

Su

bm

it f

or

PO

Ap

pro

val

Rel

ease

of

Ret

enti

on

Am

ou

nt

Rel

ease

of

Pay

men

t

PO

Ack

.

Invo

ice

valid

atio

n

Qu

arte

rly

Rec

on

cilia

tio

n

PO

Cre

atio

n

PR

Co

nso

lidat

ion

Nee

d b

y D

ate

vers

us

AS

N

map

pin

g, a

lert

as

a

das

hb

oar

d

Invo

ice

ver

ific

atio

n,

Sca

nn

ing

& S

ub

mit

fo

r

app

rova

l

PO Management Group Invoice Approval Payment Release & Receipt

Imaging &

Scanning

PO

Ap

pro

val

• Tax & Payment masters, Site

Masters, OPEX Masters,

Budget Head creation, AOP

Upload

• Item Creation & Change, Catalog

Management, Cannibalization, Define

Capitalization Plan, Category / SME

Mapping

• Supplier Masters (SRF), Activation for

Purchase, EFT related Masters

CSS – Masters

Master Data Management Group

Req

ues

ts

fro

m U

ser

Ch

ecki

ng

&

Cla

rifi

cati

on

s

Item

Cre

atio

n

Item

Up

dat

ion

Up

dat

ing

Sys

tem

Att

rib

ute

s &

sub

mis

sio

n f

or

app

rova

l

Ap

pro

val b

y

SM

E

Su

pp

lier

crea

tio

n

Req

ues

t

Ch

ecki

ng

&

Cla

rifi

cati

on

s

Su

pp

lier

Cre

atio

n

Req

ues

t

Ap

pro

val

Ban

k D

etai

ls

up

dat

ion

Ap

pro

val b

y

SM

E

Tax

Mas

ter

Bu

dg

et

Mas

ters

Op

ex

Mas

ters

Pay

men

t

Term

s

Item Masters Supplier Masters Other Masters

• Partner User ID Login Management - Create, Multiple ID creation, Re-issue password

• Approved Partner List Management (Invitation Lists)

• RFI Templates, RFP / RFQ Masters Management, Reverse Auction

CSS – Sourcing

Sourcing Group

Req

uir

emen

t

RF

I Tem

pla

te C

reat

ion

Cre

atio

n o

f In

vita

tio

n li

st

for

RF

I

RF

I Att

rib

ute

by

SM

E

Ven

do

r sh

ort

list

ing

Cre

atio

n o

f in

vita

tio

n

list

for

RF

Q

RF

Q f

loat

ing

Fo

llow

up

fo

r R

FQ

Res

po

nse

Cre

ate

RF

Q

Ap

pro

val o

f V

end

ors

for

RF

Q

NFA

Req

ues

t fo

r R

ever

se

Au

ctio

n

RA

Eve

nt

pu

blis

hin

g

RA

Eve

nt

Co

nd

uct

ing

Rel

ease

of

Co

ntr

act

RA

off

ers

An

alys

is

RFI RFQ Auction Contract

Key Features

Restricted Access

No Print , Copy

Disaster Recovery

Controlled Distribution

Flexible Retrieval

No Physical Movement

CSS – Document Management

Key Features

Eliminates person dependent e-Mails

TAT is monitored

Online Tracking

Immediate replication of best practices for known issues

Audit Trail/ History of case is preserved

CSS – Case Management

Achievements so far…..

More than 75 key supply chain process migrated

>90% suppliers connected online

>90% on-time Vendor Payment

>95% queries handled & resolved by Case Management Tool

SOX & TL 9000 compliant

Building Talent pool with effective functional trainings

Customer Engagement Model keeping 360 degree view for all services

the road ahead…

Global Shared Services across 21 countries

Hands free” approach (source to source integration)

‘Global Best Practice’ assimilation

Multi currency handling

Rev 1.4

our journey continues….