Role of the CFO in Selecting and Implementing Enterprise Solutions

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Information about Role of the CFO in Selecting and Implementing Enterprise Solutions
Business & Mgmt

Published on February 18, 2014

Author: Proformative

Source: slideshare.net

Description

Review the critical role and steps the CFO plays in the decision and implementation of an Enterprise solution to assure that the implementation, investment, and results are successful. Marketing Associates CFO Ryan Russell discusses the process their organization went through to eliminate and consolidate ten disparate legacy systems into a Professional Services Automation solution, which helped drive revenue growth by 34% over three years. In addition to revenue growth Marketing Associates improved operational efficiencies through automation of workflow, reporting metrics, and cash flow.

Speaker: Ryan Russell, CFO, Marketing Associates LLC

Presentation delivered at ProformaTECH 2014 - http://www.proformatech.com
Track: Managing Change | Session: 2

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization Ryan Russell CFO, Marketing Associates, LLC

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Introduction – Marketing Associates • Exploring New Systems • Methodology Overview • Post Implementation / Continuous Improvement • Dashboards and Analytics • Wrap - Up 2 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Communications Strategy • Integrated Marketing Plans • Brand Strategy • • • • Business Intelligence Marketing Analytics Risk Management Digital Intelligence © 2014 Proformative • Technology enabled marketing services • Integrated direct response programs • Application management services • Brand portals • Asset management & workflow • Asset storefronts

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Who is Marketing Associates? • Founded in 1967, full service, technology enabled marketing company headquartered in Detroit, MI with 250 employees • Developer of analytically-driven integrated sales and marketing initiatives focused on delivering measureable results • As a full service marketing agency we specialize in: • • • • • • • • 4 Analytical Services Creative Strategy, Design & Copywriting Sales Promotion Direct Marketing Interactive Marketing Application Management Services Digital Asset Management Web Hosting © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Who do we serve? • Fortune 500 companies across the automotive, financial services, hospitality and healthcare industries. Our clients include Ford, Ford Direct, DuPont, KitchenAid, Whirlpool, McKesson Pharmacy Systems, Rockwell, Tapco and Starwood. • Typical Enagement? • $50K to $3.5M SOW • 1000 engagements, 5000 projects, 25000 tasks in a typical year • 4 weeks to 3 years • Predominantly labor based, with some outside cost • Billings consist of labor, fix fee and mixed 5 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Why the change? • Growth and diversification necessitated the examination of our current workflow and supporting business subsystems • Understand the needs of the organization • Workflow (experiencing efficiency and quality issues), along with trying to support 10 disparate systems • Handle incremental growth profitability • In the preliminary stages of an acquisition • Organization requiring • • • • • Improved Resource Utilization Improved Financial Control, Analysis and Reporting Improved Project Quality and Risk Analysis Improved Management Decision Making including visibility and control Improved Customer Satisfaction • Financial System - integration • Investment Requirements and flexibility 6 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Start the process • Use network channel to investigate, review potential solutions • • • • • Competitors Previous employers Current employee base Reach out to software providers Current system resource • Explore the Options • Review systems and solutions – high level • Short list – provide key information to prospects • Demo – conference room pilot (fit to business) • Help understand how the system will/won’t work for your organization / environment • Caution – sales process • Decision Time • Changepoint chosen 7 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • To ensure a proper implementation of the new system is accomplished: • Planning Phase (3 weeks) • Installation Phase (3 weeks) • Definition Phase (4.5 months) • Validation Phase (2.5 months) • Deployment Phase (1 month) 8 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Planning Phase • Form the project team – cross functional consisting of each of the functional areas – led by key sr. resource • Set team member expectations and achieve buy-in • Prepare the hardware • Data collection • Develop Project plan and charter to establish Project Objectives and Scope • • • • • • 9 Reporting Requirements Rollout Approach Team Role and Responsibilities Project Plan Infrastructure Requirements Change Management and Issue Management © 2014 Proformative Role Responsibilities Resource Executive Sponsor Proides executive team approval and sponsorship for the project. Has budget ownership for the project and is the major stakeholder and recipient for the project deliverables CFO Project Manager The main contract for the project. Works with the implementation team to plan and coordinate project activities. Signs-off project schedule and project change requests that do not impact cost CFO Makes final decisions and resolves conflicts or issues regarding Functional project expectations across organization and functional areas. Administrator The functional administrator and project manager have a direct link for all communication DBA Provides installation and setup services and resolving network, Technical DBA and Network server, and workstations problems associated with the Administrator Admin. installation Subject Matter Experts. They present the requirements and Core Team coordinate the tasks within their functional area during 8 departments Members implementation.

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Installation Phase • Software installed on production servers • System Manager Training to the Functional Administrator • System Administration training to Technical Administrator and Functional Administrator • Definition Phase • Software consultant provides a business process review to core team • helps enable project team to make better informed decision • Provides understanding of system • Start the design of the system • Consultant interacts with customer to present best practices and/or alternative approaches for business process and configuration choices. • Determine if customization is required • Determine what data to bring across • Concludes with a base definition review of the base definition, configured application and the proposed new process 10 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Validation Phase • • Test the design by running 6 jobs – start to finish through the system • Determine data to bring over • • Spot check – review the design with the department heads Start developing end user materials – training, user guides, tip sheets Deployment Phase • • Business Rules established – old / new systems • Data repository set up to capture FAQ • • End users set up and trained Adoption monitoring Ongoing • • Training and Monitoring • Documentation • Support – implementation and ongoing • 11 Project Management Requirements © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization Year 1 after Launch • Challenges • Dual systems • Business rules / monitoring • User Acceptance • Training • • Develop repository for documents and FAQ Improvements / Reporting • • Email notifications • Engagement / project profitability and visibility • Time submission and approval • Invoice approval • Utilization at individual and departmental level • Project milestones • Rework • 12 50+ reports to handle all needs Customer feedback © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization Years 2 -3 • Challenges • Hardware upgrade required to move forward with new releases • Separate out Development, Staging and Production database servers • Improvements / Reporting • • • • • • 13 All engagements on one system Develop smart naming nomenclature Adjust workflow to handle shorter range projects – expedite Utilization improves Install new service packs Install new release © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization Currently • New Enhancements • Client Portal • HR process • Central repository for all knowledge items • Cognos • Improved reporting • Improved dashboards • Dashboards • Employees • Managers • Executive 14 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Employee Dashboards • Employee PTO Year over Year • My PTO counter with detailed drill in • Employee Utilization • Employee Training • My 2 – week project plan 15 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization 16 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Manager Dashboards • Department Utilization • Last Time Entered by Resource • Department PTO with detailed drill in • Department Training with detailed drill in • My Resource Workload – 2 weeks out 17 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization 18 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization • Executive Dashboards/drilldown • • • • • • • • • • • • • 19 Budget vs Actual Revenue Budget vs. Actual EBITDA Current Yr vs Last Yr Revenue Current Yr vs Last Yr EBITDA Budget vs Actual GM Budget vs Actual Net Profit Current Yr vs Last Yr GM Current Yr vs Last Yr NP Company Utilization with detailed drill in Project Losses Customer Profitability with detailed drill in Sales and Cash by Customer A/R graph with detailed outstanding drill in © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization 20 © 2014 Proformative

Role of the CFO in Selecting and Implementing Enterprise Systems in a Professional Services Organization Beginning • Workflow • Handle incremental growth • Organizatioin requiring Improved Resource Utilization Improved Financial Control & Reporting Improved Project Quality and Risk Analysis Improved Management Decision Making, including visibility and control • Improved Customer Satifisfaction • • • • • Financial System – integration • Investment Requirements and Flexibility 21 © 2014 Proformative …Now… • Automated Process with signoffs, elimination of 10 disparate systems • 34% revenue growth in last 3 years • Organizatioin requiring • • • • • Utilization from 79% to 89% From limted/reactive to robust /proactive Controls /reporting in place – rework down Dashboards – reminders -triggers On time/ Accurate /Efficiency leads to satisfaction scores up • Seemless intergration with Great Plains • On budget – incremental licenses on annual true up

& 22 © 2014 Proformative

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