Trintech Close Global Rollout Project SME Kick-Off - US
Agenda Topic Speaker Introductions Fauzia Khan Role of the Business SME Maria Ortega Trintech Close at SPE Fauzia Khan Implementation Approach and Project Plan Ali Saghafi & Candace Barkdoll Close Requirements Gathering Maria Ortega & Gretchen Atherton What is Next Ali Saghafi Resources for the Business SME Ali Saghafi 2
Today’s Purpose Bring together the Business SMEs Review the purpose of the Trintech Implementation Highlight key project events and milestones Introduce and kickoff the data requirements exercise Highlight available resources for Business SMEs Today is not a design session. We will be “parking” any design conversations and saving them for the upcoming design workshops 3
Introductions Building Our Team of SMEs • Name • LOB, Territories, Functions you will represent for this project 4
Introduction – SME List - US Name Title LOB Representative Area Executive Director, Corporate Cynthia Chun Finance Corporate Finance Corporate Accounting Jalaluddin Lalani Exec Dir Finance Corporate Finance Studio Finance Mark Corbin Exec Dir Finance Corporate Finance Studio Finance Stanley Rozario VP Corp Finance & Global SS Corporate Finance Corporate Accounting Ana Gonzalez Dir Finance Home Entertainment Finance Home Entertainment Domestic Barry Daskal Exec Dir Acctg Home Entertainment Finance Home Entertainment Domestic David Oriba VP Finance Motion Picture Finance WW Acquisitions Rosa Ortiz VP Finance Motion Picture Finance Motion Picture Group Domestic Donna Falzon Exec Dir Finance Sony Picture Television Finance Television Production Jose Galan Exec Dir Finance Sony Picture Television Finance Television Domestic Kim Tran Exec Dir Finance Sony Picture Television Finance Television Networks Laurel Richter Exec Dir Acctg Sony Picture Television Finance Television Distribution WW Acquisitions Group and Sony Tammy Lee Exec Dir Finance Pictures Digital Motion Picture Group Digital WWMktg Finance and Intl Sony Pictures Releasing Amber Castellanos VP Finance Theatrical International WWMktg Finance and Intl Sony Pictures Releasing Dana Terry Exec Dir Finance Theatrical International 5
Role of the Business SME Maria Ortega 6
Role of the SME Welcome to the team ! As a Business SME, you will be involved in six essential tasks Task Timeline Provide requirements documentation of the current close Jan – Feb 2014 calendars and checklists across your lines of business and territories 12 – 14 Feb 2014 Participate in Design Workshops and represent the current (EMEA) close design/process for your respective group 20 – 24 Feb 2014 (US) Complete close task template for data upload that includes all 14 Mar 2014 LOB tasks with appropriate dependencies Validate final solution design by participating in solution Apr – May 2014 walkthrough Jul – Aug 2014 Identify testers and participate in UAT Serve as a champion within the organization to help drive Ongoing communication, engage users and facilitate stakeholder buy in 7
Trintech Close at SPE Fauzia Khan 8
Why We Are Implementing Trintech Close By implementing Trintech Close, we will Enhance close process compliance and reduce SOX deficiencies Gain transparency within the close process. Allowing our finance directors and shared services centers to have a shared view of the close and its current status Identify opportunities for efficiencies within the existing close process 9
Trintech Close Framework at SPE Execute Define Monitor Report and Improve Perform Document Financial Monitor Processes, Assess Financial Financial Close Produce Online Remove Bottlenecks Statement Readiness Tasks Close Tasks Binder for Audit • Standard Certify & Adjustments • Status console • Adjusting Journals Report • Close Calendar Schedule • Valuation Analyses • Reconciliations Status Tasks • Issue tracking email Close Team Controller, Corporate, Regional CFO, Controller, Members Accounting Manager Managers Finance Team 10
High level Implementation Approach: Walk before we run! • Financial close calendar • Key financial close tasks and controls Define • Task schedules (due dates based on close calendar) • Close Process Review and approval workflow • Document repository • Reporting requirements • Tracks task status • Monitors process Execute • Emails tasks to assigned parties • Close Certify & report close to supervisor/manager • Allows attachment of supporting documents Process • Organizes and delivers structured closed binders • Produces custom reports • 11
Implementation Approach and Project Timeline Ali Saghafi & Candace Barkdoll 12
Project High Level Approach The project plan is designed around key activities over a 10 month period to Go Live by September 1 st 2014. Configure, Project Design & Solution Cycle 1 UAT & End Prep and Load Build Production Planning Requirements Walkthrough Testing User Training Data Jan – May 2014 Sep 2014 May – Aug 2014 • Design Build Production • Gather and analyze • Conduct formal • Perform functional • Go / No Go Close requirements kick-off meetings cycle 1 testing decision • Conduct design • Highlight project • Conduct user • Go Live workshops to benefits, scope and acceptance & end communication review design key milestones user testing analysis and • Go Live • Provide training Trintech Close • Post-Go Live structures Hypercare • Prepare data load templates Testing & • Conduct solution Project Planning Training walkthrough 13
Project Key Milestone and Timeline 2013 2014 Nov Dec/Jan Feb/Mar May/Jun Jul Aug Sep Kick Off (12/13) Project Planning Finish Requirements Gathering (2/3) Design Workshops (2/12 – 2/24) Communications Plan 2-3 day sessions planned in EMEA and US Design & Requirements Data Conversion and Loading Network of SME Super Users Identified (3/18-4/14) (1/14) Configure, Prep Data & Load Data Perform walkthrough (4/28) Update Configurations (5/16) Stakeholder Impact Analysis) Solution Walkthrough Perform Cycle 1 Testing Training Strategy & Approach (6/9 – 6/20) Cycle 1 Testing Perform UAT (8/6 – 8/19) Training Material Development UAT & End User Training Train the Trainer (7/7) Build End User Training (Jul – Aug) Go/No-Go Decision (8/22) Production Anticipated participation from Business Go Live (9/1) Break in project Solution Timeline Hypercare Communications and Training Timeline Milestone 14
Close Requirements Gathering Maria Ortega & Gretchen Atherton 15
Key Functionality SPE will take advantage of key functionality within Trintech Close to streamline and improve the financial close process. This includes: Task Management Close Due Dates Dashboarding • Close tasks are assigned • Close tasks are shown • Quick views are provided based on identified roles real-time as on-track or for the end users and of Preparer, Reviewer behind schedule during managers of assigned, and Secondary Reviewer critical close period completed and upcoming based on global close task deadlines calendar Workflow Approvals Document Repository Reporting • Email notifications are • Supporting • Reports are created on- sent to users when tasks documentation is demand for key are ready for approval or attached to tasks and audiences require further action issues 16
High-Level Design Principles • Close Entity Hierarchy – The current hierarchy for SPE has been designed by Line of Business (LOB), territory, function based close reporting structures • Task Management – Dependencies are enabled where all upstream activities must be complete before a dependent task can be submitted; Critical and Control tasks must be identified • Workflow – Preparer, reviewer and secondary reviewer (approver) roles are available for workflow approval routing • Roles, Permissions, Authority – User roles and administrative roles are governed by existing SOD governance and organizational responsibilities • Standalone application – Trintech Close application is a self contained close management application which can reference other systems of record however is not currently integrated • Due dates (“Days”) – Calendar is based on global close calendar from Soft Close through reporting. An example of the 2014 calendar is below: Flash Reports SAP RPR SAP RPR SAP RPR Revenue / EBIT Management Book Narratives/Schedul Due to Corp. A/P, A/R Territory Financial Period Reconciliations Due es SCA and Tokyo Due to Corp. Finance and Cash Hard Close Close (Results Due) to Corp. Finance Finance Submission Cutoff (11:59 PM - Local (6:00 PM - Day (6:00 p.m.) (Soft Close) Time) (11:59 p.m., Day 2) (Noon, Day 4) (6:00 p.m., Day 4) 5)
A Closer Look at the Close Hierarchy The following graphic represents how the financial reporting hierarchy can be setup within the Trintech Close application Level 1 – Sony Pictures Corporate Entertainment Business Unit Level 2 Requirements will be analyzed Line of Level 3 against these Business baseline Sub Line of structures to Level 4 Business determine solution design Territory Level 5 fit/gap Functional Level 6 Area SSC / ITF Level 7 18
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