Avaali - Shared Services, Shared Services Centre India

Copyright 2014 Avaali. All Rights Reserved.
1
ENABLING
ENTERPRISES SIEZE
THE SHARED SERVICES
OPPORTUNITY
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Trends shaping SSC
From back office processing to front end customer interaction we now have tools and apps to automate processes and
interpret meaningful data
Software solutions automate processes and even robotize them like never in the past
Mobile culture changing customer expectations and the way business is driven
A movement from lift and shift of people to wide scale transformation of business process enabled by new technology
and platforms

Real capability to change the way business is run
Strong
alignment
between
business
objectives and
services
outcomes

Shared services making its strongest re-emergence as a delivery model for a
decade
Close to 25% are heavily re-investing in their global shared service operations
25% of todays enterprise buyers expect to move to a wide-scale transformation of
business processes enabled by new technology tools/platforms in just two years
The new table stakes require enterprises to fix their analog current to get a digital
future conversation moving from tactical success in terms of cost reduction to an
entirely new way of servicing internal customers with the support of technology
Key Trends
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SSC transformation
Low High
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Relative process efficiencies
Largely manual
Scan & digitize
Archive link to ERP
transactions
Capture, OCR / ICR
Automate workflow approvals ,
maintain audit trails, DMS
Fully automate key business processes
such as AP, AR, HR etc.
Unified SSC framework Fully
automated & integrated with
comprehensive metrics and
governance
Transactional talent
needs to transform
itself to digital talent

Knowledge creation
vs. mass collection
of unstructured data

Conversations need
to move further from
process
improvement and
costs
4
Transformation in the way processes are
managed
SSC Business Process
Order to Cash

Fully automated
Collection /
Remittance
Exception handling
Sales order
processing
Customer
communications

Procure to Pay

Requisitioning
Invoice Capture
Validation
Exception handling
Approvals
Information Access
Archive
Vendor
Communications

Fully automated business processes
Outcome based governance model

LOB functions
Executive
Management
Global
business units
Single platform / integrated solution
FI-GL

Automate financial
postings
Workflows and
approvals
MDM

Consolidate data to
central repository
Governance
mechanisms

HR

Employee records
Travel Management
HR Helpdesk
Workflows and
approvals

Other Processes

Contracts
Management
CSAT Surveys
Reporting &
Analytics

5
Key challenges
Order Processing Invoicing and
Collections
Remittance Matching
and Cash Application
Reporting
Manual order processing and
acknowledgement

Manual exception handling
and pricing approval flows

Customer correspondence
unavailable for reference

Poor customer satisfaction

Difficult to process and
approve credit extension
requests

Customer invoices and
other correspondence
unavailable for reference

Tracking collections is
manual

High DSOs

Ageing Analysis is
cumbersome

No alerts and reminders

Customer follow-ups are
not documented
Collections follow up &
dunning is ineffective

Matching remittances to open
invoices is tedious and error
prone

Difficulty in managing short
remittances
Missing audit trails

Lack of visibility into
process bottlenecks

Lack of transparency in
outstanding invoices

No SLA/KPI based
tracking
O2C P2P HR MDM FI-GL
6
Key challenges
Requisitioning
Goods/Service
Receipt
Invoice
Processing
Payment Run
Information
Access &
Reporting
Cumbersome approval
process

Manual PO/Service
Order creation

Manual identification of
tax codes, freights,
discounts etc.

No vendor
communication logs

Vendor T&Cs are not
documented
Supporting
documents are not
attached to the GR
and service entry
sheet in ERP

Manual routing of
supportings to
different depts. like
Quality, Excise,
Admin etc.
Invoices are not
digitized

Manual validation
of invoice data

Manual process for
approvals &
exception handling

Processing time is
high

Unable to qualify
for cash discounts

Payment processing
is time consuming

Different
stakeholders
involved for different
types of payments

Difficult to track to
completion

Missing audit trails

Lack of visibility into
process bottlenecks

No unified view of
liabilities

No SLA/KPI based
tracking

Access to the
physical documents
is time consuming
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Key challenges
FINANCIAL POSTINGS
Posting Requests are received from multiple departments

Different types of postings need to be handled

Manual routing of posting requests to multiple departments for verification/further information/approvals

No clear visibility across the organization

Difficult to meet compliance requirements
8
Key challenges
Employee Records Management Travel Management HR Helpdesk
Paper documents

Frequent copying and mailing of records

Fragmented storage of documents

Error prone processes, misfiling or total loss of
paper documents

Restrictions to unauthorized access cannot be
guaranteed

High storage costs ,effort and compliance issues

Low employee satisfaction
Printing and copying of receipts

Postage/courier of supportings

Paper archives are difficult to manage

Exception handling and approval
workflow are manual

Frequent Late reimbursements

Expense frauds

Audit requests are difficult to meet
Inconsistent application of
policies

Required trained staff

Limited track of case histories

Slow resolution of issues

Limited SLA/KPI based
tracking
O2C P2P MDM FI-GL HR
9
Key challenges
Master Data Management
Low master data quality

Duplicate master records

Manual approval flows and exception handling

High processing time

Keeping track of request status is cumbersome

Audit trail of changes are often missing

Retention management - No process to purge obsolete master records
O2C P2P FI-GL HR MDM
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SSC Strategy & Consulting
Evaluation and Recommendation of Best of Breed technology solutions
Implementation services
Support services
Offerings
Avaalis Offerings for SSC Enablement
Processes & Technologies
P2P
O2C HR FI MDM
Scanning
& OCR
ERP
Integration
Workflows
Document
Management/
Archiving
Reporting
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Process Automation in SSC
Customer Order
Processing &
Validation
Order
acknowledgement
Sales order
creation
Invoicing &
Collections
Remittance
matching and
Cash Application
Reporting
- Scan & capture Customer order
- Archive customer PO & establish
link for future reference
- Initiate workflows to handle
exceptions
- Send acknowledgement for customer
order
- Document all customer
correspondence and clarifications
sought
- Automatic Sales order creation
- Workflow for pricing approvals
- Customer PO & other communication
details are attached to the sales order
- Communicate delivery date, credit period
& other details to the customer
- Create and send invoices to customers
- Run Ageing analysis reports with pre-configured
thresholds and rules
- Automatically trigger alerts for customer follow-
ups
- Refer to prior correspondence and order/invoice
details
- Automatically capture and validate remittance
details
- Match payments automatically to invoice line
items and clear them
- Workflows for exception handling
- Archive bank statements etc. and attach them
in ERP for future reference
- Constant online visibility
- Complete audit trail of entire
process
- Reporting based on various
KPIs/SLAs
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Process
Purchase
requisition
Order
confirmation
Goods
receipt
Capture &
Validate
incoming
Invoices
Invoice
Processing
Information
Access and
Reporting
Payment Run
- Auditable workflows for
purchase requisition approval
- Automated Purchase/Service
Order creation
- All Vendor communications
are saved/archived for
reference
- Capture order confirmation
details and match data with
PO in ERP
- Automatic creation of order
confirmation document in
ERP if required
- All supportings are archived
and attached to the
GR/Service Entry Sheet in
ERP
- Workflows triggered to
Quality and Excise
Departments for verification
- Paper invoices are scanned
and subjected to OCR,
- Line items are matched
against the PO
- Digitized documents are
archived and linked to ERP
- Liability reporting
- Dashboards based on
various KPIs/SLAs
- All P2P documents are
visible in ERP in digital
form with controlled access
- Business rules are
checked based on invoice
type
- Workflows are triggered
for approvals & exceptions
- Straight through
processing
- Audit trail maintained
- Workflows are triggered for
payment approval based on
payment mode
- Original invoice and all
supportings are accessible
for approvers
- Audit trail maintained
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Financial Postings
request
Approval Workflow Process Visibility
- Communicate a posting request to the finance area.
- Submit the request through a simple-to-use web
application or ERP user interface.
- Single entry point for all posting requests
- Automated workflow for approval
- Requests directed to multiple recipients for additional
information or corrections,.
- Once approved request proceeds to authorized
financial service area for posting.
- Full overview of all requests, transactions, and
processing status.
- Clear audit trail of all change requests improves
reporting ability and compliance management.
- Clear visibility into entire process.
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Employee Records
Management
Travel Management HR Helpdesk
- Process standardization and automation
- Centralized management of employee documents
- Automated workflows for
approvals/verifications/exceptions/deletions
- Digitized Employee records
- Self service portals for employee, manager and HR admin
- Self-service scanning and assigning of receipts
- Automatic capture of receipt details and automatic matching to
trip details in the backend system
- Archiving functionality
- Complete audit trail and history of all e-receipts
- Self Service portals
- HR Call Tracking
- Workflow for Helpdesk
- Knowledge repository based on activities
- Integration with ERP systems
- SLA-based Reporting
O2C P2P MDM FI-GL HR
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Master Data request Approval Workflow Process Visibility
- Web forms for raising requests
- Centralized processing of requests
- Tracking of requests and status, with
ticket details and audit trail
- Automated workflow for approval
- Workflows for additional info and verification
- Control of Master data requests
- Full overview of all requests, transactions,
and processing status.
- Clear audit trail for reporting and
compliance management.
O2C P2P FI-GL HR MDM
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SSC - Benefits
1. Best in class business processes
Standardised and streamlined processes
Automated processes with faster turnaround time
Fully compliant processes
2. Driving best in class outcomes
High service quality due to automation & visibility
Reduction in DSO, Invoice Cycle time leading to
better vendor relationships / better discounts,
accurate and updated GL
3. Better transparency and Visibility
Dashboards and SLA tracking
Outcomes vs. business objectives
Faster decision making

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About Avaali
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Purpose
Avaali enables enterprises engage
better with their internal and external
stakeholders by enabling them to
manage and leverage the
power of information
across its lifecycle
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About Avaali
Who we are
Specialist in Enterprise
Information Management
Headquartered in
Bangalore, customers
worldwide
Over 40+ specialists, 100+
man-years of experience in
EIM
Partnership with BOB
vendors OpenText Silver
and SAP competence
partner, Canto Silver
Partner.
What we do
Advisory services in the
area of enterprise
information management
Support in creation of
information strategy
Connect strategy to
execution
Implementation and
support of best of breed
technology solutions in the
area of information
management

Differentiator
Strong understanding of
EIM and best practices
across business functions
Specialized skill pool with
several years of global
experience in
implementation and
advisory services
High focus on
accountability and
delivering business
outcomes for customers
Values
Accountability
Integrity
Love for Success

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Maximize Revenues
Our offerings in Information Management
Productivity & Efficiency improvements
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EIM best practices for business processes
Procurement, Finance, HR, Customer, Production & Operations, Legal

Strategy

Governance

Technology
Implementation
Analytics and
Reporting

Solutions for P2P

Scan and Capture
Invoice
Management
solution including
ERP integration

Solutions for O2C

Scan and Capture
End to end
solution for sales
order processing
and collections
management

Solutions for HR &
Ops

Employee File
Management
Travel Receipts
Management
Financial
postings
Contracts
Management

Enterprise Content
Management

Manage and
govern the
lifecycle of
documents
Seamless
integration with
ERP applications

Solutions for Shared Service Centres
Data & Document Archiving

Customer Experience
Management

Digital Asset Mgmt
Marketing collateral
production &
distribution
Social workplace and
social marketing
Web experience mgmt

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info@avaali.com
+91 80 49602727

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