Trintech Close Global Rollout Project SME Kick-Off - US Agenda - - PowerPoint PPT Presentation

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Trintech Close Global Rollout Project SME Kick-Off - US Agenda - - PowerPoint PPT Presentation

Feb 17, 2024 257 likes •596 views

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 &

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Trintech Close Global Rollout Project

SME Kick-Off - US

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Agenda

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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

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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

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Introductions

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Building Our Team of SMEs

  • Name
  • LOB, Territories, Functions you will represent for

this project

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Name Title LOB Representative Area Cynthia Chun Executive Director, Corporate 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 Tammy Lee Exec Dir Finance WW Acquisitions Group and Sony Pictures Digital Motion Picture Group Digital Amber Castellanos VP Finance WWMktg Finance and Intl Theatrical Sony Pictures Releasing International Dana Terry Exec Dir Finance WWMktg Finance and Intl Theatrical Sony Pictures Releasing International

Introduction – SME List - US

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Role of the Business SME

Maria Ortega

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Role of the SME

Welcome to the team ! As a Business SME, you will be involved in six essential tasks

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Task Timeline

Provide requirements documentation of the current close calendars and checklists across your lines of business and territories Jan – Feb 2014 Participate in Design Workshops and represent the current close design/process for your respective group 12 – 14 Feb 2014 (EMEA) 20 – 24 Feb 2014 (US) Complete close task template for data upload that includes all LOB tasks with appropriate dependencies 14 Mar 2014 Validate final solution design by participating in solution walkthrough Apr – May 2014 Identify testers and participate in UAT Jul – Aug 2014 Serve as a champion within the organization to help drive communication, engage users and facilitate stakeholder buy in Ongoing

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Trintech Close at SPE

Fauzia Khan

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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

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Trintech Close Framework at SPE

10 Controller, Accounting Manager Document Financial Close Tasks Schedule Tasks

Define

Perform Financial Close Tasks Close Team Members

  • Standard

Adjustments

  • Adjusting Journals
  • Valuation Analyses
  • Reconciliations

email

Execute

CFO, Controller, Finance Team Assess Financial Statement Readiness Produce Online Binder for Audit Certify & Report Report and Improve

Corporate, Regional Managers Monitor Processes, Remove Bottlenecks Monitor

  • Status console
  • Close Calendar

Status

  • Issue tracking
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Define Close Process Execute Close Process

High level Implementation Approach: Walk before we run!

  • Financial close calendar
  • Key financial close tasks and controls
  • Task schedules (due dates based on close calendar)
  • Review and approval workflow
  • Document repository
  • Reporting requirements
  • Tracks task status
  • Monitors process
  • Emails tasks to assigned parties
  • Certify & report close to supervisor/manager
  • Allows attachment of supporting documents
  • Organizes and delivers structured closed binders
  • Produces custom reports
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Implementation Approach and Project Timeline

Ali Saghafi & Candace Barkdoll

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  • Project Planning

Design Testing & Training Build Production

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Project High Level Approach

The project plan is designed around key activities over a 10 month period to Go Live by September 1st 2014.

Build Production Design & Requirements Configure, Prep and Load Data Cycle 1 Testing UAT & End User Training Solution Walkthrough Project Planning

  • Conduct formal

kick-off meetings

  • Highlight project

benefits, scope and key milestones

  • Gather and analyze

Close requirements

  • Conduct design

workshops to review design analysis and Trintech Close structures

  • Prepare data load

templates

  • Conduct solution

walkthrough

  • Perform functional

cycle 1 testing

  • Conduct user

acceptance & end user testing

  • Provide training
  • Go / No Go

decision

  • Go Live

communication

  • Go Live
  • Post-Go Live

Hypercare

Jan – May 2014 May – Aug 2014 Sep 2014

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Project Key Milestone and Timeline

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Project Planning Design & Requirements Solution Walkthrough UAT & End User Training Build Production 2013 2014 Configure, Prep Data & Load Data Cycle 1 Testing Nov Dec/Jan Feb/Mar May/Jun Jul Aug Sep

 Kick Off (12/13)  Training Material Development  Perform UAT (8/6 – 8/19)  Go/No-Go Decision (8/22)  Go Live (9/1)

Break in project Milestone

 Perform Cycle 1 Testing (6/9 – 6/20)  Design Workshops (2/12 – 2/24) 2-3 day sessions planned in EMEA and US  Perform walkthrough (4/28)  Update Configurations (5/16)  Network of SME Super Users Identified (1/14)  Communications Plan  Data Conversion and Loading (3/18-4/14)  Train the Trainer (7/7)  End User Training (Jul – Aug)  Hypercare  Finish Requirements Gathering (2/3)

Solution Timeline Communications and Training Timeline Anticipated participation from Business

 Training Strategy & Approach  Stakeholder Impact Analysis)

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Close Requirements Gathering

Maria Ortega & Gretchen Atherton

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Key Functionality

SPE will take advantage of key functionality within Trintech Close to streamline and improve the financial close process. This includes:

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Task Management

  • Close tasks are assigned

based on identified roles

  • f Preparer, Reviewer

and Secondary Reviewer Close Due Dates

  • Close tasks are shown

real-time as on-track or behind schedule during critical close period based on global close calendar Dashboarding

  • Quick views are provided

for the end users and managers of assigned, completed and upcoming task deadlines Workflow Approvals

  • Email notifications are

sent to users when tasks are ready for approval or require further action Document Repository

  • Supporting

documentation is attached to tasks and issues Reporting

  • Reports are created on-

demand for key audiences

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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 Due to Corp. A/P, A/R Territory Financial Period Reconciliations Due Narratives/Schedul es SCA and Tokyo Finance and Cash Hard Close Close (Results Due) to Corp. Finance Due to Corp. Finance Submission (6:00 p.m.) Cutoff (Soft Close) (11:59 PM - Local Time) (11:59 p.m., Day 2) (Noon, Day 4) (6:00 p.m., Day 4) (6:00 PM - Day 5)

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A Closer Look at the Close Hierarchy

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The following graphic represents how the financial reporting hierarchy can be setup within the Trintech Close application

Requirements will be analyzed against these baseline structures to determine solution design fit/gap

Sony Pictures Entertainment Business Unit Line of Business Sub Line of Business Territory Functional Area SSC / ITF

Level 1 – Corporate Level 2 Level 3 Level 4 Level 5 Level 6 Level 7

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Requirements Gathering: What We Need From You

Help us understand your current month end close process. This includes your current close calendars and checklists which must contain the following information:

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  • Financial reporting hierarchy: BU, Line of Business, Territory,

Function (may include company codes)

  • List of critical month end tasks (activities) performed by task

category (Reconciliation, JE, Statements etc. note: drop down or mapping will be provided)

  • Task dependencies (upstream/downstream if any)
  • Task due dates (relative to the global close calendar e.g.: SC +1)
  • The owner, reviewer and secondary reviewer of each task (note:

approver = reviewer)

  • Standard template or other supporting documentation used to

complete the task

  • Current location for supporting documentation (Spidr II,

SharePoint, etc.)

  • Current workflow approval process / tool (Ariba, email, etc.)
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Requirements Gathering: Template Overview

  • We will now show some current examples of close checklists that

we are able to use in our baseline analysis

  • We have a spreadsheet template for use for those who need to

convert non-excel information into a useable format for this exercise

  • For example:

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Completed templates should be emailed to: Trintech_Unity_Close_Program@spe.sony.com

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Calendar of Events Ahead

Sun Mon Tues Wed Thurs Fri Sat

1/13 1/14 1/15 1/16 1/17 1/18 1/19 1/20 1/21 1/22 1/23 1/24 1/25 1/26 1/27 1/28 1/29 1/30 1/31 2/1 2/2 2/3 2/4 2/5 2/6 2/7 2/8 2/9 2/10 2/11 2/12 2/13 2/14 2/15 2/16 2/17 2/18 2/19 2/20 2/21 2/22 21

US Business SME Kick-Off EMEA Business SME Kick-Off

As –Is checklist /information gathering Collection As –Is checklist /information gathering Gap Analysis & Follow-up Conversations with SMEs

Baseline Design Sign Sign-Off

Baseline Design Analysis

Workshop Logistics Finalized

Gap Analysis EMEA Design Workshop US Design Workshop (2/20-2/24) As –Is checklist /information gathering Gap Analysis & Follow-up Conversations with SMEs

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What is Next

Ali Saghafi

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Coming Soon

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Check-in on data requirements you are submitting to answer questions and ensure we understand your current process Design Workshop Invites

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Resources for Business SME

Ali Saghafi

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We have information!

The Trintech Close SharePoint Site contains information on

  • ur project, the implementation timeline and Trintech Close

tool itself. We will provide you access to the Trintech Close SharePoint Site and share training resources with you if you are unfamiliar with SharePoint.

Project SharePoint Site

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Trintech Close SharePoint Site

Have questions? Want to know more?

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SharePoint Screen Shot

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More Resources for Business SMEs

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Word is starting to spread about Trintech Close! We are preparing a series

  • f resources to help you explain Trintech Close to your colleagues in

Finance as well as throughout the organization On SharePoint you will soon be able to find: FAQ Document: Answers to common questions we are

  • hearing. Responses are focused on future

users of Trintech Close and designed to be shared “Meeting in a Box”: Short PowerPoint presentation to explain at a high level the project goals, timeline and anticipated benefits of implementing Trintech Close

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Key Contacts for Business SMEs

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If you have any questions about data requirements or the overall Trintech implementation please reach out to one of the resources below:

  • US Regional Manager: Ali Saghafi
  • EMEA Regional Manager: Chris Kendry
  • RTR Subject Matter Expert: Maria Ortega

Do Not Forget: submit your complete data requirements template to the Trintech Mailbox

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What are your thoughts? Any remaining questions? Are the activities in the approach clear? Are the requirements clearly understood? What are we missing?

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Appendix

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List of SMEs* - EMEA (1 of 2)

31 SME Name SME Title SPE LOB Location Alan Castle Finance Director WWMktg Finance and Intl Theatrical United Kingdom Darren Hopgood Group Finance Controller WWMktg Finance and Intl Theatrical United Kingdom Delphine Lopez Financial Controller, SPRI WWMktg Finance and Intl Theatrical United Kingdom Olivier Kerhoas Dir, Fin WWMktg Finance and Intl Theatrical France Albert Zielinski Dir, Fin WWMktg Finance and Intl Theatrical Germany Angeles Soler Dir, Fin & Admin WWMktg Finance and Intl Theatrical Spain Carmel Burke VP, Finance SPT Finance United Kingdom Samantha Sing (Int’l) Mgr, Finance SPT Finance United Kingdom Melanie Newlands VP Production Finance Europe SPT Finance United Kingdom Wendy Oliver Director of Financial Control SPT Finance United Kingdom Frederic Kurt Dir, Fin SPT Finance France Ulla Symanzik Exec Dir, Accounting SPT Finance Germany Christiane Roth Senior Accounting SPT Finance Germany Adam Feher Mgr, Finance SPT Finance Central Europe Maciej Peksa Controller, Finance SPT Finance Central Europe Cristina Valsecchi Financial Controller SPT Finance Italy Ilaria Consoli Finance Director SPT Finance Italy Liliana Pagnani Finance Manager SPT Finance Italy Chantal Blonk-Nieuwenhuis Contractor, Finance SPT Finance Netherlands Elena Dubovchenko Finance Director SPT Finance Russian Federation Julia Bikkulova Finance Director SPT Finance Russian Federation Valentin Seleznev Finance Director SPT Finance Russian Federation Alberto Olabarrieta Supv, Acctg SPT Finance Spain Serge Alpha Finance Director SPT Finance Lebanon/Dubai/Egypt

* Proposed list as of 14th Jan

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List of SMEs* - EMEA (2 of 2)

32 SME Name SME Title SPE LOB Location Marie-Laure Seguela Dir, Compliance & Training HE SPHE Finance France Konrad Sedlmair Director, Finance SPHE Finance Germany Adriaan Van Hee Finance Controller SPHE Finance Belgium Richard Hibbins VP Finance Europe SPHE Finance United Kingdom David Barclay Finance Controller, UK & Ire SPHE Finance United Kingdom Michal Gryglewski Executive Director Corporate Finance Poland Artur Gronkiewicz Finance & Accounting Director Corporate Finance Poland Maciej Targowski Corporate Support Director Corporate Finance Poland

* Proposed list as of 14th Jan