monday, october 2, 2017 case study: american … · • centralized planning and reporting platform...
TRANSCRIPT
© 2017 Cognizant
© 2017 Cognizant
Monday, October 2, 2017
Case Study: American Institute of Physics’ Shift to Planning and Budgeting Cloud
© 2017 Cognizant 2
About Cognizant-KBACE
Oracle’s Cloud and other technologies play a critical role in supporting your digital transformation initiatives.
• We are a long term, award winning Oracle partner
• A proven leader in digital transformation
• Launched more than 200 successful projects using the Oracle Cloud
• We have the end-to-end, best practice services, backed by deep industry expertise needed to deliver successful solutions for our clients across:
• Oracle HCM, ERP, SCM, CX, PaaS and IaaS
© 2017 Cognizant 3
Today’s Presenters
Emily YeeDirector, Financial Planning & Analysis
Gwendolyn ShawEPM Global Capability Lead
© 2017 Cognizant 4
Agenda
AIP Introduction
AIP – Oracle Cloud Footprint
High Level Architecture
Oracle PBCS Implementation
Our Approach
Solution Highlights & Benefits
Q&A
© 2017 Cognizant 5
American Institute of Physics Overview
AIP exists to:
• illuminate science;• bring it into the public eye;• underscore its impact on our way of life;• advocate for its broad-based support; and • cultivate a diversity of students in their education
and physical scientists in their career
AIP advances, promotes, and serves the physical sciences for the benefit of humanity.
© 2017 Cognizant 6
American Institute of Physics: A Federation
AIP - A Federation of Physical Science Societies
10 Member Societies (~123,300 combined membership)
AAPT American Assoc. of Physics Teachers (7,200)
AAPM American Assoc. of Physicists in Medicine (8,800)
AAS American Astronomical Society (7,400)
ACA American Crystallographic Assoc. (1,200)
Numbers rounded to the nearest 100
AMS American Meteorological Society (12,900)
ASA Acoustical Society of America (6,400)
APS American Physical Society (54,000)
AVS Materials, Interfaces, and Processing (4,000)
OSA The Optical Society (20,000)
SOR Society of Rheology (1400)
© 2017 Cognizant 7
Consolidated Financial and Operational Overview2016 ($M)
Investments $144
Total Assets $205
Unrestricted Net Assets $150
Total Revenue $68
AIP Publishing, net $16
AIP Programs, net ($10)
Net Operating Revenue $6
Current Employees 237
Office Locations College Park, MD & Melville, NY
© 2017 Cognizant 8
American Institute of Physics Oracle Cloud Footprint
Financial Management Planning & Budgeting
General Ledger
Account Receivables
Fixed Assets
Account Payable
CostManagement
Revenue
Expenses
Reporting
Reporting
Transactional Reporting
Management Reporting
© 2017 Cognizant 9
Planning and Budgeting Cloud Solution
Data Forms
Dashboards, Financial Reports & SmartView
Simplified Interface
Identity Management
PBCS Application Reporting
Revenue and Expenses
Smar
t Pus
h
Financials Reporting
Planner Planner
Enter Budget, Forecast or Projections
Planner
Solution Highlights• Centralized EPM budgeting platform• Reduction of budget creation and
consolidation lead time• Enabled Internal Budget Accountability• Automated Intercompany Eliminations
for Budget and Forecast• Automated Allocations Process of
Indirect Expenses• Direct Integration with ERP Cloud
Fusion for Actuals with Drill-through capabilities
• Enabled Direct Write Back of the Budget back to Fusion ERP from PBCS
• Trained Administrator/End Users business users on end-to-end application functionality including Reports creation & Smart View Ad Hoc Analysis
AIP Cloud ERP
Cloud ERP
AR AP
Cash Management FA
Reporting
OTBI BI Publisher FR
Actuals &
Data Management
Budget
Drill Through
© 2017 Cognizant
Solution Benefits
Solution Benefits
10
“PBCS Improves the Budgeting Process” – Emily Yee, Director of Finance, AIP
Realized Future State• Centralized Planning and Reporting platform with
mobile and dashboarding capability
• Shifted the Budgeting and Forecasting process to a self service model where Department owners are able to enter, build and report their own Budget data
• Increased Budget and Forecast accountability tracking and visibility through form comments, workflow and Budget versioning
• “Real Time” reporting and analytics capability
• Standardizations of calculations and Budget and Forecast creation process
Current State Challenges• Departments completed an excel template that
was then uploaded by Accounting. Upload took days.
• No centralized way to track notes.
• Reporting was not “real-time”. Departments had to wait several weeks to review their complete budget reports
• Accounting only process
• Accounting often had to resend monthly and/or budget reports to departments since they were lost in e-mail.
• KPIs not tracked centrally. No standardization. No targets
• Had to update all forms, reports and calculations with relevant years every cycle.
• Time-consuming since member inputs in row/column sets were done individually.
• Business Rules existed, but not as flexible.
PBCS shifts the efforts of the Budgeting from data entry and “excel work” to analytics
PBCS improves the Budgeting Process through the standardization of the Budgeting and Planning processes
PBCS provides “real time” reporting for AIP Budget/Forecast Stakeholders
PBCS reduces the Budget cycle through the centralizing data entry and reporting
PBCS empowers the AIP departments to own their Budget performance
PBCS increases visibility and accountability of the Budgeting and Forecasting cycle
© 2017 Cognizant 11
Our Approach to the Engagement
Implement & Configure Solution
As-Is Understanding and Future Requirements
Requirements and Design workshops
Enterprise Application Architecture and Requirements
Fit-Gap Analysis, Solution Walkthrough
Design and Solution Overview
Business Requirements Specification (BRS) & Overall Enterprise Structure
Design
Foundation, Alignment to Overall Enterprise Structure Design
BRS updated withFit-Gap Analysis
RequirementTraceability Matrix
Rollout andImplementation Plan Work product per
Deliverable MatrixActivity Group,
Details
Key
Common Design Review Session(s)
Testing and Rollout
Post Production Enhancements
© 2017 Cognizant 12
Lessons Learned
• Learn to Walk before you Run: Implementing this new system is a big enough challenge on its own. There is a significant learning curve for all involved. Do not undertake too many changes at once.
• Design Thinking 101: The form design meetings should include end users from multiple departments. They do not think like Accounting and will bring a very different perspective.
• Post-Implementation Dedication and Support is Vital: Similar to a home, you will want to continuously improve your system after it is built. You will also have to troubleshoot problems as they arise. Although you are the owner, you do not have the expertise to make all changes. Be prepared to spend time on this and find a good partner.
© 2017 Cognizant 13
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