Day One - Conference Day Two - Conference Day Three - Learning Labs
Conference Day One - Wednesday 17th June 2009
08.30 Registration and Morning Coffee
ORGANISATION OPTIMISATION
How Do You Rank? Key Stats and Trends from Top Performers and the Under Performers in P2P
This session is a perfect way to open up this excellent event. It’s aimed to open your mind and take you away from the day to day fire fighting, and help you get a very clear understanding of what best in class looks like: how do you compare with 95% Payment on Time, and 94% First Time Match? And what are the common characteristics of a top performer?What are the few things that they are doing which underperformers are missing? This energetic opener will set the tone for the next 2 days.
Susie West
Conference Chair and Director
SHAREDSERVICESLINK.COM
09.45 Organising Your Paper P2P to Attain Quick Wins – How to Add £2.2 Million to the Bottom Line in a Paper World
We are routinely told that at the root of enabling Working Capital Management optimisation needs to be clean and ideally automated P2P (and O2C) process. This story fl ies in the face of that belief system and will come as welcome news to all those AP and P2P organisations out there who are not ‘process mature’. In 2008 ITV went live with Oracle and their new Business Services Centre (BSC), recruiting 120 staff, 80 of which were external and 40 from the previous finance function. However, change in media organisations ishard and the Business didn’t understand some of the new changes. The result was the BSC was swamped by over 3,500 calls and 6,000 emails a month asking for advice, seeking support and trying to come to grips with the change. A year on, ITV BSC process 200,000 invoices per annum, of which 80 % are PO backed, (80% which match first time). Their invoice management workfl ow process was manual in the main with each FTE processing 12,000 invoices per annum. So what makes this story different? This session will look at how shared services has enabled the small changes that were made to areas like payment terms, payment runs and the significant impact these changes are having on working capital. The impact on the bottom line? Over £2.2 million per annum, and all possible in a paper P2P environment.
Ian Butterworth
Head of Purchase to Pay
ITV
10.30 Morning Coffee
11.00 Attaining Toned P2P With a ‘Control Framework’ for Indirect Spend
It sounds like something out of the Matrix, but it works, which is the important bit. Tetra Pak is currently reviewing the control framework for indirect procurement as part of its continuous improvement initiatives. You have to ask yourself 'why do this work and what is the approach, and how does it actually improve risk management?'. In this session Philippe Gicot will examine: the value of improving the control framework; the importance of master data; the relationship between controls and standardisation; the strength of automated controls; and the balance to take between detective versus preventative controls.
Philippe Gicot
Director Global Projects & Control Finance
Transformation & Business Services
TETRA PAK
Please Note: This session has been altered since the agenda for this programme was originally published as the description in the original brief contained inaccurate facts relating to Tetra Pak's shared services and BPO programmes. This has now been corrected and we apologise to Tetra Pak for any harm this may have caused.
ENFORCING PROCESS COMPLIANCY
11.45 5 Ways to Reduce Your Cost Per Invoice to Under £1.00 and Eliminate Human Error
In 2008 NHS Shared Business Services conducted a P2P transformation review, enabling it to reduce its cost per invoice from £1.71 to under a staggering £1. For an organisation processing over 3 million invoices per annum,this 71 pence saving per transaction is huge. This reduction was enabled through continuous Improvement projects and upgrades in five core areas. Some may be obvious. Others are not! As a result of this CI, NHS SBS has seen additional year on year savings of 20%. This is impressive seeing that a recent survey by KPMG reported that 71% of CI projects result in 5% savings or less. In this session Kathryn Farmery, champion of Continuous Improvement at NHS SBS, will talk in detail about what these 5 areas are (from organisational change through to rolling out certain technology), and how exactly they have been impacting the bottomline. For anyone focusing on CI this session will prove very valuable.
Kathryn Farmery
Head of Continuous Improvement
NHS SHARED BUSINESS SERVICES
12.30 The Speaker Clinic
An opportunity to ask your questions face to face with this morning’s Speakers in small groups and really get the detail you are after.
13.00 Networking Lunch
14.15 How to Eliminate OTOVs - Forcing Users to be Compliant with No Contract, No Pay
When it comes to the topic of No Contract No Pay, there are a lot of suspicious glances. Surely... surely there may be talk of a company doing this, but when it comes to the application, no one really refuses to pay, right? Carlsberg has applied a number of tactics to kick inefficiency from their P2P operation. One cost which pollutes an AP department is the effort involved in setting up One Time Only Vendors. Surveys mark that costs to set up a OTOV is over $200. If you times that by the number of OTOV you set up per month, you could be staring at a terrifying figure. In this session Dan Hansen will be detailing why they decided on No Contract No Pay, how they have managed to enforce it across the business, and what the impressive results have been to this previously unpopular approach.
Dan Hansen
Business Process Manager
CARLSBERG
15.00 Afternoon Coffee
15.15 Six Sigma May Be Intense, But 30% Cost Savings Makes it ALL Worth While
Six Sigma has had a fairly bad reputation recently. Even the Grand Daddies (GE) of Six Sigma have banished it from their four walls and ushered in its more nimble cousin Lean Sigma which requires less attention and resource. However, BAA swear that their use of Six Sigma in P2P has delivered some excellent results. Today 40% of the 120,000 invoices are electronic because of Six Sigma, and the number of calls to the Help Desk have fallen from 15% to 2%. If this isn’t compelling enough, headcount has decreased by 50%. This session will satisfy those thirsty for process improvement guidance.
Jon McGrane
Senior Project Lead, BAA Business Support Centre
BAA
MAXIMISING AUTOMATION & SYSTEMS
16.00 How to Use SAP to Successfully Drive Up PO Compliancy to Over 90%
The investment into SAP is massive. So you want to make sure you maximise that investment. You also want to make sure that you don’t bend your process too much just to accommodate the oddities of a big system. There is always a lack of clarity over what SAP can provide in terms of functionality (e-invoicing, catalogues) and what you’d be better off seeking for outside the SAP suite. In this presentation Remy Colle looks in detail at using SAP intelligently for an elegant P2P process, ensuring KPIs around Payment on Time, and First Time Match, and Productivity Per FTE are all cracked. For anyone using SAP and still wondering how to optimise the Goliath investment, book your place at this session for some excellent tips.
Remy Colle
Head of Purchase to Pay Processes & Systems
MERCK SERONO
16.45 Speaker Clinic
17.15 Close
08.30 Morning Coffee
09.00 The Morning After the Day Before – Bite Size Take Aways from Day One
Susie West Conference
Chair and Director
SHAREDSERVICESLINK.COM
09.30 The First P - How to Use E Procurement to Drive P2P Transaction Savings and Secure Excellent Contract Pricing
When Finance and Procurement start seeing eye-to-eye and become ‘one’, cost savings manifest naturally in multiple parts of the business, not just on the unit cost per transaction. Essex County Council is a fine example of this. They are using their e-procurement tool to excite Procurement who have historically bemoaned the inability to gather spend data in order to drive attractive contract pricing and negotiations. Until recently, Essex had 83,000 procurement transactions going through 9 categories, none of which were under contract. This is changing and fast. The saving opportunity within ‘untouched’ categories is 20% - £1.5 million in monetary terms. Procurement’s effectiveness has soared because of e-procurement systems, and the cascade effect is that Accounts Payable is now seeing clean transactions dropping into their environment. Essex sees 30% of orders channeled through their e-procurement tool, and they are well on track for 60% of their 230,000 transactions. This move to electronic POs for a supplier, means a natural move to electronic invoicing, and Essex are very confident 80% of invoices will be electronically received by the end of 2009. In this excellent presentation, which is data and anecdotal rich, Nicole will be describing how they went about securing the buyin from Procurement and how they are using their tool to nail e-POs and e-invoicing.
Nicole Edbrooke
Head of Purchase to Pay
ESSEX COUNTY COUNCIL
10.15 How Can You Get OCR and AutoMatching To Really Work? The Secrets Behind High Capture Rates
The thing that puts organisations with a mature P2P process off investing in OCR technology is often the fear that the data capture rates will be 30%, and not the much dreamed of 100%. The effort invested into ‘repairing’ all the invoice data not captured can blow your business case out the water. HMPS have a great story to tell. Three years ago they consolidated their 132 procurement departments into one SSO. 12 months ago they moved from a completely manual process, implementing software which enabled electronic 2 way match, achieving a 50% auto-match rate and on track for 70%. In this session Jacqui Ingleson will examine how Payments on Time have increased, what their ROI looks like, how they managed blockages in the implementation phase, and what her views are on Outsourcing to a Bureau vs Own.
Jacqui Ingleson
FCCA Head of Purchase to Pay
HM PRISON SERVICE
11.00 Morning Coffee
11.30 Attaining 50% E-Invoicing in a Complex P2P Organisation
Not all of us have the privilege of running a single process off a single instance of SAP. Many of us have multiple processes, many countries to manage, and multiple systems to operate off. This session examines the challenges and benefits of going paperless in a complex P2P organization. ABB's e-invoicing project, which spans 17 countries within and outside the EU, multiple shared services centres and over 50 ERPs, has already converted 50% to pure electronic in some of the in-scope countries."
Pether Jonsson
Shared Accounting Services Lead Center
ABB GROUP
12.30 Speaker Clinic
13.00 Networking Lunch
14.00 Electronic Invoicing? ERS? EDI? OCR? Scanning and Keying? Bureau Solution? What’s Best for You and When’s Best to Implement?
We assume that most people at this event are centralised to some degree. We assume that there’s a focus on minimising the number of accounting systems. We assume that PO invoices are on the up. But the gulf between this state, and the perfect touchless P2P state is wide and may take a number of years to traverse. What will accelerate your arrival is the choice you make about how and when solutions are applied. This session looks at what the best route is for you to take, and based on your set up, what the next logical step is for you, without chaos ensuing. If you are looking at scanning and OCR, or have started on the pure electronic invoicing journey, this session will serve your needs.
15.00 Touchless Processing With 60,000 Invoices Across Europe – Rolling Out ERS Across The Tax Minefield of Europe
Self billing as a touchless option is a ‘no brainer’. But in Europe, let’s face it, there is one looming obstacle – TAX. Borealis has been doing shared services and has had automated accounts payable operation for years. They are a very process mature organisation. They need to be – the plastics industry struggle with margins, so every penny saved is worth the effort. This excellent presentation is focusing on electronic self billing in Europe. Only recently did Borealis move from paper self bill to electronic. Now, a GRN triggers a self bill in the system and a digitally stamped PDF wings its way to the inbox of the supplier. Each year 60,000 invoices from 215 suppliers are channeled through this route. This represents 30% of their overall volume and €10 – 15 million in spend per month. In this session Eddie van den Eede will share how they defined the suppliers in scope across Europe (including suppliers in Austria and Germany), how they manage the ‘risk’ factor, how they set up the touchless process, and what they would advise anyone looking at self billing to do if they’re going to be successful.
Eddie van den Eede
Head of Accounts Payable
BOREALIS
16.00 The Final P – Integrating Your Global Banking System With SAP
When it comes to the final P in P2P, we often hit a wall as operating with just one bank seems impossible. Few companies have cracked it. There always seems to be the problem of at least some countries not being supported. The British Council has immense reach and has a presence in over 100 countries. From its shared services centre in Warsaw, it serves 38 countries. This in itself is very impressive. In this excellent closing session Peter Lay will be looking at how the Council looked hard at the option of having a single bank, what they decided on given options available, how they implemented the their chosen banking solution with SAP and what process and reporting benefits have been realised.
Peter Lay
Head of Treasury
BRITISH COUNCIL
16.45 Speaker Clinic
17.15 Chairs Summary
Day Three - Friday 19th June 2009
LEARNING LABS
09.00 – 12.00 TONING UP P2P
How to Effectively Integrate AP and Procurement and Drive 3 Way Match to Over 90%
The marriage of Procurement and Finance is essential to your AP success. If you want to reach certain performance and cost reduction targets in AP, you will likely fail without the support of Procurement. So it’s time to turn on your heal and do something that doesn’t come naturally – to be nice to Procurement. This 3 hour Learning Lab will break down the Critical Success Factors to engaging Procurement and getting them on side. How do you get their attention? How does a Finance person ‘sell’ to them to get them to buy in to a dream? What are the benefits to them? This session will highlight and detail what techniques have worked for Carlsberg including:
- How to identify your sponsor in Procurement
- What preparation should be done before you go to Procurement with your grand plan
- How to get Procurement excited and how to ensure that no Buyer undermines your intentions
- How to maximise an investment in SAP and Ariba
- How to optimise the a P2P marriage – what really is possible?
- What systems now best support your P2P objectives?
- How to elegantly communicate change to suppliers and buyers
- Where to start – how to draw up a plan for what you would be wise to do next
Learning Lab Facilitator:
Dan Hansen
Business Process Manager
CARLSBERG
13.00 – 16.00 TOUCHLESS P2P
How to Use Advanced Data Capture to Enable Touchless Invoicing
This 3 hour learning lab is designed to help those who are looking at their paper-rich AP environments and want to make changes fast and with excellent performance results. If you are looking at low productivity, a high cost per invoice and a match rate requiring significant improvement, this session will serve you excellently. This session will be looking at:
- When it makes sense to implement intelligent data capture in your P2P process - is there an optimum time?
- What are the critical success factors to ensuring your data capture rates are over 85% and in some cases 100% (straight through)?
- How does data capture, matching and workfl ow fit in together and with your own P2P process?
- What are the considerations regarding integrating the data capture solution with your own ERP?
- What level of automatching is really possible from your data capture vendor?
- How you can maximise 3 way matching opportunities, line level PO matching and GL coding from the tool that captures your data.
- For anyone looking at how to manage the paper and have a significant impact on performance and cost targets, this excellent session will prove invaluable.
Learning Lab Facilitator:
Steve Britton
BRAINWARE