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A complete view of
the enterprise:
Linking operational and financial
planning in global organizations




A report prepared by CFO Research Services in collaboration with Business Objects, an SAP company
A Complete View of the Enterprise: Linking Operational and Financial Planning
A complete view of
the enterprise:
Linking operational and financial
planning in global organizations




A report prepared by CFO Research Services in collaboration with Business Objects, an SAP company
A complete view of the enterprise: Linking operational and financial planning in global organizations is published by CFO
           Research Services, 26 Red Lion Square, London WC1R 4HQ.

           CFO Research Services is part of CFO Publishing Corporation, which produces CFO magazine, and CFO titles in the Unit-
           ed States, Asia, China, India and Russia. CFO Publishing is part of The Economist Group.

           May 2008

           Copyright © 2008 CFO Publishing Corp., which is solely responsible for its content. All rights reserved. No part of this report
           may be reproduced, stored in a retrieval system, or transmitted in any form, by any means, without written permission.




MAY 2008                                                                                                 © 2008 CFO PUBLISHING CORP.
A complete view of the enterprise:
                 Linking operational and financial planning in global organizations          1


                                                                           Contents

                                            About this report                        2

                                            Executive summary and key findings       2

                                            Section 1 — The integration imperative   4

                                              Case study:                            8
                                              Biogen Idec - Probability planning

                                            Section 2 — The current state of         9
                                            affairs - spreadsheets reign

                                              Case study:                            13
                                              NMHG - The fruits of integration

                                            Section 3 — A desire to improve          14

                                              Case study:                            16
                                              Sykes - Home improvement

                                            Conclusion                               17

                                            Study methodology                        17

                                            Sponsor's perspective                    18




© 2008 CFO PUBLISHING CORP.                                                               MAY 2008
A complete view of the enterprise:
2          Linking operational and financial planning in global organizations




                               Executive summary                          > About this report

                                  and key findings                        In February 2008, CFO Research Services, a unit of CFO
                                                                          Publishing and part of The Economist Group, began a
           CFOs, as the gatekeepers of forecasting and planning,          research project with Business Objects, an SAP company,
                                                                          asking senior finance executives to give views on their pri-
           are under pressure as never before.
                                                                          orities and challenges around integrating operational and
                                                                          financial planning processes.
           Traditionally finance leaders have typically provided one
                                                                          The report is based on the results of an online survey of
           view of the enterprise to their executive team and             more than 400 senior finance executives in the US, UK,
           investors – the financial view – through familiar key per-     Germany and France, and in-depth interviews conducted
                                                                          with CFOs of the following companies:
           formance indicators such as revenues, costs, cash or               • Biogen Idec
           working capital. Financial indicators, while crucial of            • Designed Alloy Products Inc.
                                                                              • Gemalto
           course, often describe reality as it was, a historic snap-         • Goodrich Primary Flight Control
           shot.                                                              • Hager
                                                                              • Mustang Engineering
                                                                              • NMHG
           Precise forecasting – explaining what is likely to happen          • Sykes
                                                                              • Timken
           and why – requires many different views from various               • United Biscuits
           departments or “lenses” within the business. Tracking
                                                                          Two confidential interviews were also conducted with a French
           non-financial operational indicators, from marketing,          multinational and a German consumer goods company.
           sales, HR or R&D, tells you what’s coming around the
                                                                          CFO Research Services and Business Objects developed
           corner. Increasingly it falls to the finance department to     the scope of the research jointly. Business Objects funded
           make the links between forward-looking data from core          the research and publication of our findings, and CFO
                                                                          Research Services would like to acknowledge the Business
           operations, and explain to stakeholders how this will          Objects team for its input and support.
           impact the P&L, balance sheet and cash flow statement.
                                                                          CFO Research Services and Business Objects would also
                                                                          like to thank all the finance executives who took the time to
           But why now? What is driving the finance department to         share their valuable views with us.

           become, in essence, a hub for the integration of financial
           and non-financial data in forecasting and planning?          informed and sophisticated, with governments around
           There are four main factors.                                 the world adding more requirements for forward-looking
                                                                        analysis, and investors soliciting more detailed informa-
           First, technology has made it possible. New and              tion on operational and reputation risks that will ulti-
           improved applications offer “one version of the truth” for   mately affect the bottom line and the value of their
           the CFO, a combined vision of performance management         investment. In the European Union, for example, the
           that includes linkages between financial performance         recently implemented Accounts Modernization Directive
           and their underlying operational drivers. The functional-    requires companies in the region to produce a “director’s
           ity of these applications makes standalone spreadsheets      report” covering both the future risks a company faces
           seem obsolete by comparison.                                 and analysis of key non-financial and financial perform-
                                                                        ance indicators. Linking operational with financial plan-
           The second reason is related to the first. As it becomes     ning is therefore essential if companies are to meet new
           possible to see a “complete view of the enterprise”          reporting requirements efficiently and effectively.
           and the value of this holistic view becomes evident,
           many executive teams and directors have come to              Finally, in times of economic uncertainty, companies are
           expect and demand it.                                        insisting that CFOs lead the effort to make their opera-
                                                                        tional and financial planning more agile, detailed, reli-
           Third, investors and regulators are becoming more            able and efficient.




MAY 2008                                                                                              © 2008 CFO PUBLISHING CORP.
3



This research was commissioned to understand how                             Planning remains fragmented,
CFOs are responding to these pressures. How integrat-                     and this is causing dissatisfaction
ed are operational and financial planning systems and       Just one in five CFOs surveyed said that their planning
processes today? Are CFOs satisfied with their planning     processes were “highly integrated”. A similar number
processes? What planning tools are proving most effec-      said operational and financial planning is conducted on
tive – and what tools are falling short of expectations?    the same system at their company. Most organizations
What steps have CFOs taken and what are the benefits        employ a patchwork of planning tools, from CRM sys-
of integration for those who’ve already achieved it?        tems to Excel spreadsheets. It’s no wonder then, that
                                                            just one in 10 are “highly satisfied” with their operational
Overall, integration of financial and non-financial plan-   planning tools.
ning remains elusive for most CFOs in the survey, as
many rely on spreadsheets, rather than applications that      Spreadsheets reign, yet satisfaction is low
offer a complete view of the business. The research, how-   Spreadsheets are the most widespread tool used for all
ever, provides evidence that more CFOs should consider      types of operational and financial planning activity, yet
making the investment. In the survey, for example, there    satisfaction with tools is highest among those using
are clear differences in satisfaction between those who     packaged applications, not spreadsheets. Also, telling-
integrate operational and financial planning and those      ly, the use of spreadsheets is highest in the US, where
who don’t. Moreover, the CFOs who were interviewed in       satisfaction levels are lowest; spreadsheet use is lowest
depth are clear about the tangible benefits that integra-   in Germany, where satisfaction levels are highest.
tion brings.
                                                                                Forecasting processes are
                                Six key findings:                        time-consuming and cumbersome
                                                            A quarter of CFOs described their company’s planning
                    Increased planning accuracy             processes as “streamlined”, and almost 40% called their
                         is the number one goal             processes “time-consuming”. Just 2% of CFOs strongly
Planning accuracy is the top priority on CFOs’ perform-     agreed that “performing an enterprise-wide, bottom-up
ance management agenda. This could be a reflection of       reforecast is a quick and easy process.”
the times in which global economic uncertainty, credit
risk, and rising commodity and raw materials prices all         CFOs see process change and the level of
combine to make planning more difficult and more                   monetary investment required as the
important. CFOs know that in a volatile business envi-                   barriers to integrated planning.
ronment, investors and executive teams will rely on them                  But tangible benefits await for
even more than usual to provide accurate, evidence-                      companies that take advantage
based forecasts on a more frequent basis.                   The process changes and costs involved in improving
                                                            links between operational and financial planning, plus
When it comes to planning tools, the number                 the distraction of other business projects, are the biggest
 one priority for respondents is “planning,                 hurdles facing firms striving for greater integration
     reporting and analysis in one system”                  between operational and financial planning.
Having planning, reporting and analysis in a single sys-
tem ranked the highest, although ease of use for non-       Yet the survey and in-depth interviews show that compa-
financial users and driver-based modeling functionality     nies who overcome the challenges, see tangible and last-
were also important, according to respondents.              ing returns.




© 2008 CFO PUBLISHING CORP.                                                                                                MAY 2008
A complete view of the enterprise:
4          Linking operational and financial planning in global organizations




                                         SECTION 1 —                    greater integration would lead to improvements in a host
                           The integration imperative                   of areas including improved accuracy of financial plans;

                                                                         > Chart 1 – Accurate planning is top priority.
           Overview: • Increased planning accuracy is the number
           one goal for performance management over the next             Thinking about your goals for performance management
                                                                         over the next two years, if you could make any of the fol-
           two years. • CFOs say that the biggest benefits of inte-      lowing improvements, which ones would have the most
           gration are reducing planning and reforecasting times,        benefit for your organization?

           and raising the accountability of divisional managers.
           • Just one in five CFOs says that planning processes at             Increased accuracy                                     24%
                                                                                      of planning
           their company are currently “highly integrated”.
                                                                               Better alignment of
           • Integration is highest among German companies,                       targets with the                                   23%
                                                                                corporate strategy
           which use spreadsheets the least, and lowest among US
           firms, which use spreadsheets the most.                                     Better risk                              20%
                                                                                     management

                                                                                   More attention                         16%
                                                                                   to cost control
           Fully integrating operational and financial planning
           processes has long been a Holy Grail for CFOs. Now,                 Better alignment of
                                                                                                                      15%
                                                                           targets with underlying
           however, attaining this Holy Grail is more important than              business drivers

           ever before, as CFOs struggle to stay ahead of rapidly           Increased attention to       2%
                                                                            regulatory compliance
           changing market conditions. “There’s a lot of uncertain-
           ty there,” says Kevin Maher, controller at US-based steel                                 0     5    10   15         20
           company Designed Alloys, of the current global econom-
           ic environment. “You can struggle for months, and then
           find that once the project is issued, it’s useless because   increased collaboration across the enterprise; greater
           the macroeconomic situation has changed.”                    responsiveness to change; better alignment of planning
                                                                        with strategic objectives; and a reduction in the practice
           Indeed, 24% of our survey respondents said that              of “gaming”. What’s more, CFOs believe that the biggest
           “increased accuracy of planning” was the performance         improvements of all would be in reducing planning and
           management goal with the most significant potential          reforecasting cycles, and in raising the accountability of
           benefit for their organization over the next two years.      divisional managers. (See Chart 2.)
           (See Chart 1.)
                                                                        A managing director at a consumer goods company
           A commercial advantage                                       based in Germany, believes that migrating to a com-
           CFOs in the survey believe there are hard commercial         bined operational and financial planning application
           benefits to integrating operational and financial plan-      would not only speed up the forecasting process, but
           ning systems. An overwhelming majority said that             also open up a new range of forecasting opportuni-




MAY 2008                                                                                                  © 2008 CFO PUBLISHING CORP.
5


 > Chart 2 – Major improvements for the business.
 If your organization could achieve more integration between financial and operational planning, what impact would it
 have on the following?

 Time to complete plan/reforecast cycles
            15%                                      45%                                           40%

 Accountability of divisional managers
        12%                                        49%                                             39%

 Workforce efficiency
         13%                                            53%                                          34%

 Collaboration across the enterprise
        12%                                             55%                                              33%

 Responsiveness to change
            15%                                            53%                                           32%

 Accuracy of financial plans
       9%                                               61%                                               30%

 Alignment with strategic objectives
             18%                                                 54%                                       28%

 Employee satisfaction
                 20%                                              53%                                      27%

 Risk management
                 20%                                                55%                                        25%

 Profitability
                 21%                                                      60%                                    19%

 Reducing “gaming” (eg. lowering revenue targets to make them easier to achieve)
                          36%                                                       45%                          19%

 Revenues
                        31%                                                        52%                               17%



  0               10            20           30            40             50             60   70    80               90

      No improvement
      Some improvement
      Major improvement




© 2008 CFO PUBLISHING CORP.                                                                                                MAY 2008
A complete view of the enterprise:
6          Linking operational and financial planning in global organizations




           While CFOs clearly believe that the integration of operational and financial planning
           would bring a multitude of benefits, most companies have yet to achieve this goal.
           Across all countries, just one in five CFOs said that their planning processes are “highly
           integrated.”

           ties. “It’s more a question of having more possibili-       Meanwhile, US CFOs were most likely to view their firms’
           ties to make reports, to make checks, to analyze the        integration levels as low. One in four said that their com-
           figures compared to a spreadsheet,” says the man-           panies’ planning processes were not at all integrated,
           aging director. “It’s not so much a timing issue. You       with just 12% saying they were highly integrated. (See
           have simply more possibilities.”                            Chart 3.)

           CFOs interviewed for this study say that the impera-        Moreover, fewer than one in five CFOs surveyed – 18% –
           tive to link operational and financial planning will only   said that operational planning in their organization is
           get stronger in the future. “The pressure of getting        conducted in the same application as financial planning
           [the forecasting process] better, faster and more accu-     and budgeting.
           rate will just grow and grow,” says Jeff Van Der Eems,
                                                                        > Chart 3 – Still work to do
           CFO and COO of UK-based food producer
           United Biscuits.                                             How would you rate your organization’s level of integration
                                                                        of financial planning with operational planning?
           Unfinished business
           While CFOs clearly believe that the integration of
                                                                                              19%           16%
           operational and financial planning would bring a mul-
           titude of benefits, across all countries surveyed, just
           one in five CFOs said that their planning processes
           were “highly integrated.”

           German companies appear to enjoy the most tightly
                                                                                                         65%
           integrated financial and operational planning: 26% of
           German CFOs said their firms’ planning processes were
           “highly” integrated, with just 7% saying that they were
           “not at all” integrated.                                        Not at all integrated
                                                                           Somewhat integrated
                                                                           Highly integrated




MAY 2008                                                                                               © 2008 CFO PUBLISHING CORP.
7


                                                             > Chart 4 – Outside the system
A third of respondents said that the financial details of
operational plans are re-keyed into financial and budget-    Which statement best describes the linkage between
                                                             operational planning and financial planning systems at
ing applications, with a further 35% using spreadsheets      your organization?
for both operational and financial planning.
 (See Chart 4.)                                                                     15%

                                                                                                         33%
Many of the CFOs interviewed for this report explained
that linking financial and operational planning at their                   18%



“Finance leaders recognize the significant
improvements that integration of finan-                                                     34%
cial and operational planning can bring to
the organization.”
                                                               Operational planning is done in separate tools or applications
                                                               and resulting financial detail is re-entered into our main
                                                               financial planning and budgeting application
companies was very much a “work in progress”, and              We do both operational and financial planning and budgeting in
                                                               spreadsheets
often a patchwork, with some areas of the business             Operational planning is done in the same system that is used for
linked up more than others. For example, Ian Marsden,          financial planning and budgeting
                                                               Operational planning remains outside of our financial planning
European financial controller at industrial components         and budgeting process
manufacturer Timken, says that supply chain manage-
ment is indeed handled by an integrated system. “We
enter forecast orders, for example, and that drives a       Fulfilling the vision?
demand by product, which is then fed back to the differ-    We have seen evidence that improved planning accura-
ent manufacturing plants that would supply suppliers        cy is high on the CFO agenda, and that finance leaders
with individual products,” he says.                         recognize the significant improvements that integration
                                                            of financial and operational planning can bring to the
But when it comes to overall operational and financial      organization. Yet, many are falling short of their goals.
planning, Timken’s systems vary by region and business      In the next section, we examine exactly what’s wrong
activity. “We’re in the process of a global ERP installa-   with current processes, before turning to how the situa-
tion, which is partly [focused on] standardizing business   tion can be improved.
processes and transactions, and also improving supply
chain management,” he adds.




© 2008 CFO PUBLISHING CORP.                                                                                                       MAY 2008
A complete view of the enterprise:
8          Linking operational and financial planning in global organizations




           “We want to make sure that we partner with operations, that we provide them with
           support and also get quality information in numbers so that we are propagating truly
           what we believe is reality. The days of us versus them, of finance and the business
           existing at loggerheads, those are in the past.”

            > Case study – Biogen Idec: Probability planning
            Mining past success for a view of the future at a US biotechnology company

            How do you plan and forecast when your company's main                 that, from a senior management perspective, there's a need to
            business is essentially a black box? Very carefully. “Obviously,      have greater and more frequent visibility,” says Rosen. “And
            the complexities on the forecasting are multi-fold on the R&D         we've gotten better at [integrating] finance and operations,
            side,” says Steven Rosen, director of finance and control at          although I wouldn't say it's a 100% perfected structure.”
            Biogen Idec in the United States. The biotechnology company
            develops new drugs, a process that can take years to progress         Using its ERP system, the company has developed an integrat-
            from the laboratory to testing to clinical trials to government       ed operational and financial planning process that has mar-
            approval. “It's a very binary situation for us, unlike a lot of       keting working with manufacturing on matching supply with
            [non-biotech] companies where you can be somewhat or par-             forecast demand, with finance joining the conversation.
            tially successful. Ours is typically pass or fail.”
                                                                                  However, the clinical trial unit uses a separate specialist plan-
            The company must also keep an eye on the political winds in           ning application because it has concluded that the blueprint in
            its various markets because healthcare is a heavily-regulat-          the ERP system designed to assist in clinical trial planning is
            ed industry, particularly in the United States. “Pricing, that's      not robust enough at this time. Customer relationship man-
            probably the greatest area of risk and complexity in terms of         agement is also on a separate application. As a result, data on
            forecasting,” says Rosen. “For example, if the US presidency          clinical trials and CRM is generated outside of the ERP system,
            moves from the Republican to the Democratic Party next                and then manually loaded into the planning application.
            year and some of the nationalized health care policies that
            have been proposed happen, that will have a profound effect           “There are risks associated with data integrity,” Rosen con-
            on our revenue.”                                                      cedes. “Having one version of the truth, having everything on
                                                                                  the same common system, common assumptions and so forth
            Biogen's approach is to take what Rosen calls a “probabilistic        is directionally where we want to go. We have actually made
            view” in planning and forecasting by mining past experience           some good progress in certain areas. All of the standard oper-
            to estimate the chances of success of all the drugs it has in the     ating expenditures are now planned directly into the system,
            pipeline. “We take something from pre-clinical to phase one to        for example. But it's a battle.”
            phase two to phase three of clinical trials, and so on through
            the testing process,” he explains. The units doing clinical trials    His focus is on moving the planning and forecasting process
            plug the probabilities into the rolling reforecasts that they         onto a monthly cycle, and also to further integrate finance
            make almost on a weekly basis. “If the clinical trial goes            into the system. “We want to make sure that we partner with
            amiss,” says Rosen, “that has a profound effect on this year's        operations, that we provide them with support and also get
            expense and obviously on our long-range plans as well.”               quality information in numbers so that we are propagating
                                                                                  truly what we believe is reality. The days of us versus them,
            Biogen currently makes full forecasts every quarter, but there        of finance and the business existing at loggerheads, those
            are plans to do the exercise monthly. “It has become apparent         are in the past.”




MAY 2008                                                                                                          © 2008 CFO PUBLISHING CORP.
9


                                                                           United Biscuits CFO and COO Jeff Van Der Eems.
                                       SECTION 2 —
                                                                           “Inevitably there are a lot of spreadsheets but we try to
                  The current state of affairs -                           minimize that. And it really varies, function by function,
                          spreadsheets reign                               as to who is more adept at using central planning tools.
Overview: • Spreadsheets are the most widely used                          That’s human nature.”
planning tool for all types of operational and financial
planning activity. • CFOs using packaged applications                      In some areas, companies have apparently been suc-
for operational planning are more satisfied than those                     cessful at reducing spreadsheets. They were least likely
using spreadsheets. • The time-consuming and meet-                         to be used for production, supply chain and customer
ings-intensive nature of linking operational and finan-                    service planning.
cial planning are key sources of dissatisfaction.
                                                                           US firms are most likely to use spreadsheets for all types
                                                                           of financial planning and most forms of operational plan-
Spreadsheets are by far the most ubiquitous planning                       ning. Spreadsheet usage is lowest across all planning
tool for most types of financial planning, as well as oper-                activities in Germany. But even here, spreadsheets are
ational activity, from strategic planning, to forecasting,                 more widely used than any other tool, with two excep-
to supply chain management, according to our survey.                       tions: packaged applications are the most prevalent tool
(See charts 5 and 6.)                                                      for production planning among German organizations,
                                                                           and packaged applications outstrip spreadsheets for
Yet a number of CFOs we interviewed are keen to cut                        supply chain planning.
back on the use of spreadsheets at their company. “It’s
one of the things that you try to stamp out,” says                         Meanwhile, the particularly high use of spreadsheets in
 > Chart 5 – Financial planning - spreadsheets versus packaged applications

 What is the main tool your organization uses for the following financial planning activities?

  Strategic plan (which includes high level financial targets)

                                                 63%                                      10%              15%             12%


  Financial plan/budget

                                   46%                                     17%                       24%                 13%


  Forecast/reforecast

                                          54%                                     14%                  20%                 12%



  0               10              20             30              40   50           60           70           80       90

      Spreadsheets
      ERP system
      Packaged planning and budgeting application
      Custom/bespoke (in-house)




© 2008 CFO PUBLISHING CORP.                                                                                                             MAY 2008
A complete view of the enterprise:
10                Linking operational and financial planning in global organizations




                                                                                        among American CFOs. Conversely, relatively high use
           “What integration [of financial and operational                              of packaged planning systems for IT, customer service
           planning] has helped us do is to be quicker                                  and supply chain planning in Germany and France cor-
           and more effective with our launches and to                                  relates with higher satisfaction levels for operational
                                                                                        tools in these countries.
           screen ideas much more closely, quickly
           dropping ideas that aren't likely to work,
                                                                                        In short: fragmented spreadsheets appear to lead to dis-
           and making sure we accelerate the ideas that
                                                                                        satisfaction, while packaged planning systems of all
           make the most sense.”
                                                                                        kinds win CFOs’ approval. Indeed, CFOs using packaged
                                                                                        systems for financial planning are also more likely to be
                  the US could help to explain relatively high levels of dis-           satisfied with their operational tools.
                  satisfaction with the speed of the reforecasting process

                   > Chart 6 – Operational planning - spreadsheets versus packaged applications

                   What is the main tool that managers in your organization use to create operational plans in the following areas of the business?
                    Marketing
                                                                 63%                                      9%           8%            6%     14%

                    Sales
                                                         52%                                   15%              10%             8%         15%

                    Supply chain
                                                   44%                                   24%                         12%             8%         12%

                    Production
                                                 41%                                    26%                     10%             7%         16%

                    Customer service
                                                        50%                                   17%               10%             7%         16%

                    IT
                                                          53%                                   16%                  10%         7%         14%

                    HR
                                                          54%                                       16%              8%          8%         14%

                    Other operations
                                                                61%                                       14%              5%         9%        11%


                    0               10             20            30     40         50               60          70              80         90

                         Spreadsheets
                         ERP application
                         Specialized operational planning application
                         Packaged budgeting and planning application
                         Custom/bespoke (in-house) application




MAY 2008                                                                                                                   © 2008 CFO PUBLISHING CORP.
11


Moreover, as Jeff Van Der Eems of United Biscuits has                  are far more likely to be satisfied. Nearly three in four
discovered, improved integration not only enhances the                 respondents are satisfied or very satisfied with packaged
forecasting process, but the innovation and product                    planning and budgeting applications. In contrast, just
development process, too. “What integration [of finan-                 7% of firms that use spreadsheets as their primary
cial and operational planning] has helped us do is to be               strategic planning tool are highly satisfied with their
quicker and more effective with our launches and to screen             operational planning tools – with only 46% satisfied to
ideas much more closely, quickly dropping ideas that                   some degree. (See Chart 7.)
aren’t likely to work, and making sure we accelerate the
ideas that make the most sense,” he says. “As you’re                   However, Steven Rosen, director of finance, operations
developing from concept to product launch, there are a lot             and control at US biotechnology firm Biogen Idec,
of decisions to make. Making sure you’ve got the right                 points out that satisfaction levels of 100% will inevitably
investment principles and the right financial standards in             remain elusive for companies whatever tools they use:
place makes it go quicker.”                                            “It would probably not be a fair statement to say [our
                                                                       system] always works perfectly, and frankly if anyone
Satisfaction linked to packaged                                        told you it works perfectly at their company, you can let
planning systems                                                       me know the name of the company; I’d love to go work
It’s clear from the survey that companies using packaged               there. But we’re aware of the need to get better.” (See
planning systems as their main operational planning tool               case study, page 8).


 > Chart 7 – The key to satisfaction?

 In general, how satisfied are you with the tools your organization uses to create operational plans?

 Spreadsheets

      7%                                   39%                                29%                           22%               3%


 ERP system

                         32%                                                55%                                     11%       2%


 Packaged planning and budgeting application

         11%                                                62%                                       16%               11%


 Custom/bespoke (in-house)

            15%                                       44%                                       31%                     8%    2%



  0               10              20             30         40    50           60          70          80          90

      Highly satisfied
      Satisfied
      Neither satisfied nor dissatisfied
      Dissatisfied
      Highly dissatisfied




© 2008 CFO PUBLISHING CORP.                                                                                                          MAY 2008
A complete view of the enterprise:
12         Linking operational and financial planning in global organizations




           What’s causing the dissatisfaction? A significant pro-           of Hager, a voltage distribution and electric equipment
           portion of our survey respondents said that the                  manufacturer. “It would not be sufficient to involve only
           process their company currently uses to link opera-              finance and controlling staff; we need to consider the
           tional planning with overall financial planning and              technical expertise and market knowledge of our opera-
           forecasting is time-consuming and requires large num-            tional people in order to produce some meaningful out-
           bers of meetings, emails and exchanges of files. Just            come beyond figures.”
           one in four described the process at their firm as
           “streamlined.” (See Chart 8.)                                    Wolfgang Messner, finance director for Central and East-
                                                                            ern Europe at Sykes, a Nasdaq-listed technology firm,
           The picture is not all doom and gloom, however: 53%              agrees. “It is time-consuming, but it is one of the most
           of respondents said that it was a “collaborative”                important aspects of the business. If you have control
           process, with a quarter claiming that it requires rela-          over your figures, then you have control over your busi-
           tively few meetings. Once again, CFOs in the US show             ness, you enjoy trust and a certain degree of entrepre-
           the starkest signs of dissatisfaction: 55% believe that the      neurial freedom. If you do not have control over your fig-
           process of linking operational with overall financial plan-      ures, management will narrow down this leeway and
           ning is time-consuming, compared to just 26% of their            increasingly take over for you, until you are out.” (See
           French peers.                                                    case study, page 16).

           However, some CFOs argue that an integrated opera-               Another bone of contention among CFOs is the lack
           tional and financial planning process should by defini-          of agility in the reforecasting process at their com-
           tion be time-consuming, because it needs the hands-on            panies. The majority of respondents disagreed with
           involvement of managers from across the business in              the statement: “Performing an enterprise-wide, bot-
           order to be effective. “The forecasting process as we see        tom-up reforecast is a quick and easy process.” (See
           it is necessarily time-consuming,” says Ulrich Pelz, CFO         Chart 9.)

             > Chart 8 – Collaborative, yes, but time-consuming

             Which of the following descriptions apply to the process your organization follows to link operational plans with overall
             financial plans and forecasts? (% of respondents applying the description)


                           Streamlined               10%

                      Time-consuming                                                                       42%

                          Collaborative                                                                                     53%

                     Non-collaborative               10%

               Requires many meetings                                                     32%

                     Requires relatively
                         few meetings                                          26%

               Requires large volume of
                 emails and file sharing                                                  32%

                 Requires relatively few
                        emails and files                     15%

                                           0        10              20               30              40               50




MAY 2008                                                                                                  © 2008 CFO PUBLISHING CORP.
13


One CFO in France blamed fragmented systems for the
                                                                               > Chart 9 – Not so quick and easy
time-intensive nature of reforecasting at his firm and is
looking forward to the arrival of an ERP application in                        Is performing an enterprise-wide, bottom-up forecast a
                                                                               quick and easy process?
October. “Every time we try to do something special, we
are wasting time,” he says. “For example, this morning
                                                                                                              2%
I had a meeting [about the cost of buildings and land]. I
                                                                                                                   16%
had to check inside all my paper invoices to get the infor-                                      22%
mation. I cannot get it [using Excel from the mainframe].
With ERP, it will be much easier to get this information.”

The research confirms that spreadsheets have a hold in                                         19%
                                                                                                                         41%
companies, even when their many deficiencies are taken
into account by CFOs. In the next section, we’ll examine
exactly what CFOs want in a business planning tool, look
at the main barriers to integrating financial and opera-
tional planning, and examine the main barriers to                                Strongly disagree
                                                                                 Disagree
integration.                                                                     Neither disagree nor agree
                                                                                 Agree
                                                                                 Strongly agree




  > Case study – NMHG: The fruits of integration
  From marketing forecasts to the factory floor at the fork-lift truck maker

  To understand how financial planning that’s reasonably inte-             but there are planning elements in ERP that we use as a tool
  grated with operational planning benefits a company, listen to           for day-to-day planning.”
  Steve West, vice president of finance for EMEA at US$2.3-bil-
  lion-a-year NACCO Materials Handling Group (NMHG), one of                Fast-moving companies like retailers or manufacturers of per-
  the world’s leading makers of fork-lift trucks. “The biggest             ishable goods might find the timing unacceptable, but NMHG
  impact is on our ability to increase or change outputs in the fac-       is in a relatively slow-moving space – the technology for fork-
  tories in response to changes in the sales marketing forecast,”          lift trucks is more or less mature, and materials and parts are
  he says. “I think that’s a key area that everyone strives for; the       durable and can last for decades. “In the main, our system is
  ability to quickly change production volumes efficiently and             fairly responsive to what we need,” says West. “There are vari-
  effectively as a result of changes in sales and marketing.”              ous interfaces that link [the various platforms] all through. It’s
                                                                           fairly easy, actually. For example, for planning purposes, we’re
  If end-user demand were to rise overnight by 20%, for exam-              getting numbers out of the books within three or four days after
  ple, dealers would be placing higher orders at short notice. A           the month’s end. That’s not late for planning.”
  cascade of planning and forecasting changes must occur at all
  levels of the company if NMHG is to retain and even increase             “But there’s always ground for improvement,” he concedes.
  its market share. “We have detailed planning meetings where              For West, the ideal solution is what he calls “a cradle-to-grave
  these sorts of things are discussed, so the information will be          system that links all the financials with the operational side,
  disseminated,” says West. Factories would take the input, re-            with short and long term planning. How quickly could that be
  plan and respond. Human resources would look into addition-              achieved? We’re probably talking about a number of years.”
  al staffing. Finance would allocate additional working capital
  and possibly more spending on equipment, and come up with                Another consideration is the continuous improvement being
  a new P&L and balance sheet off the back of the changes.                 done by vendors of its existing systems. The company is also
                                                                           finding new ways of using existing tools that it did not exploit
  Technology helps knit the various processes together.                    earlier as a result of hiring consultants and sending its own
  “Essentially for the short-term [annual] plan, it’s more or              people on training courses. As a result, says West, the current
  less spreadsheet-based,” says West. “For operational plan-               planning and forecasting system has in the past 18 months
  ning, we have a system for scheduling the factories. Our                 “become better understood and more slick in terms of getting
  ledgers are ERP, so it’s a slightly different platform there,            a finished product out in the end.”




© 2008 CFO PUBLISHING CORP.                                                                                                                     MAY 2008
A complete view of the enterprise:
14                Linking operational and financial planning in global organizations




                                                SECTION 3 —                      > Chart 10 – The number one priority for a business plan-
                                                                                 ning tool (% ranking the item number one)
                                              A desire to improve
                  Overview: • CFOs’ number one priority for a business             Planning, reporting, and                                  38%
                                                                                     analysis in one system
                  planning tool is linking planning, reporting and analysis
                  in one system. • Many CFOs interviewed are taking                         Ease of use for                       19%
                                                                                        non-financial users
                  active steps to improve the integration of operational
                  and financial planning at their company. • The main                Driver-based modeling                        18%
                                                                                               functionality
                  barriers to integration are process upheaval, perceptions
                  of high costs and the fact that other business projects
                                                                                 Flexibility to accommodate
                  are taking precedence.                                           differences in operational                   15%
                                                                                                 departments


                  Many of the CFOs interviewed for this report expressed                      Workflow to             5%
                                                                                           manage process
                  a strong desire to improve the integration of operational
                  and financial planning processes at their organization.           Ability for large number
                                                                                    of users (i.e. thousands)        3%
                  Here is Steve Rosen’s vision of Biogen Idec’s forecasting             to access the system
                  process in the near future: “I see us having a very tight-           Offline capabilities to
                                                                                   allow planning while not          2%
                  ly integrated operational as well as financial exercise,            connected to network
                  where the data integration between IMS, CRM or clini-
                                                                                                                 0         10     20    30
                  cal trials is seamless, either directly integrated into one
                  environment, or seamlessly integrated through an enter-
                  prise application strategy so that it’s all in a common       The survey certainly revealed a desire among CFOs to
                  data warehouse and very easy to source, depending on          take the steps necessary to achieve greater integration:
                  which user is using it.”                                      linking planning, reporting and analysis in one system is
                                                                                their top priority. (See Chart 10.)

           “‘Ease of use for non-financial users’ was also                      “Ease of use for non-financial users” was also widely
           widely cited as an important capability for a                        cited as an important capability for a business planning
           business planning tool.”                                             tool: 57% of CFOs put this in their top three planning tool
                                                                                capabilities out of a list of seven choices. This reflects the
                                                                                widespread desire among CFOs to make staff across the
                  Ian Marsden, European financial controller at Timken,         company more “financially knowledgeable.” User-
                  has his sights on a similar goal: “I think the expectations   friendly planning tools can help them to achieve this,
                  are that we’ll have better visibility of demand changes in    while at the same time integrating operational planning
                  the future, and the ability to match them with produc-        data with financial information. The benefits are many,
                  tion schedules, so that we can be more responsive to          including faster decisions, reduced reliance on the IT
                  changes and demand and also better able to serve two          department and broader acceptance for new tools
                  different types of customers.”                                throughout the organization.




MAY 2008                                                                                                              © 2008 CFO PUBLISHING CORP.
15


According to Wolfgang Farkas, finance director at                          Kevin Maher, controller at Designed Alloys in the US,
Goodrich Primary Flight Control, it is particularly impor-                 encapsulates the thought-process of many CFOs: “We
tant to give HR departments the tools – and know-how                       either need to make enhancements to the configuration
– they need to access and update integrated planning                       of our existing system, which can be painful and costly,
systems. “Finance and HR are working closer together,                      or we need to consider the necessity of a new system.”
and finance uses its experience to assist HR a little bit to
find its way through the software. As a team, finance has                  When it comes to improving processes to allow for bet-
to help HR sometimes with the technical side of it,” he                    ter integration of operational and financial planning,
says.                                                                      46% of CFOs said that other, more pressing, projects are
                                                                           the main obstacle.
Barriers to integration
So what obstacles do CFOs face on the way to their goal                    Wolfgang Messner, finance director for Central and East-
of complete operational and financial planning integra-                    ern Europe at technology firm Sykes, adds that in some
tion? One third of respondents felt that it would require                  countries, it may not be possible to integrate HR func-
“too much process change” to their current approach to                     tions into an over-arching ERP application, because such
the planning process. Another third said that the need                     applications cannot always handle local regulatory
to buy and install a brand new system is the biggest hur-                  requirements. “For example, for Germany, you cannot
dle. The remaining third said the investment needed to                     do German payroll accounting in the system we use
modify their firm’s existing system is the biggest barrier                 because there are legislation-specific requirements in
to fully integrating operational and financial planning.                   Germany that the system cannot cover,” he says. “This
(See Chart 11.)                                                            is true for three or four other countries. So at this point of
                                                                           time, at least, HR is not integrated.”
 > Chart 11 – Which of the following best describes the
 main barrier preventing your organization from
 achieving more integration between financial and                          Although CFOs in this study rightly point out that sys-
 operational planning?
                                                                           tems can never be perfect, and that integration of
                                                                           financial and operational planning can involve invest-
                                                                           ing time and money, especially when other projects
                                                                           compete for those same resources, the evidence in this
                  34%                           33%                        report suggests that the benefits of taking the plunge
                                                                           will return significant dividends. These include more
                                                                           accurate forecasting that is automatically tied to the
                                                                           underlying drivers in the business, greater efficiency as
                                                                           emails and meetings take up less of finance’s valuable
                                  33%
                                                                           time, and better relationships with colleagues in oper-
                                                                           ations by automatically linking operational planning
    It would require too much process change to our current approach
                                                                           with the financials.
    It would require significant investment to modify our current system
    It would require a new system




© 2008 CFO PUBLISHING CORP.                                                                                                                 MAY 2008
A complete view of the enterprise:
16         Linking operational and financial planning in global organizations




            > Case study – Sykes: Home improvement
            Accountability is key at this technology specialist

            Wolfgang Messner, finance director for Central and Eastern           However, certain functions in the European operations
            Europe of Sykes, a Nasdaq-listed company that provides               are not integrated into the ERP system, which has been
            manpower and technical support knowledge to the contact              installed across Sykes’s offices worldwide. There are cer-
            centers of high-technology companies, is proud that the              tain legislation-specific payroll-accounting requirements
            deviation between monthly forecasts and actual results at            in Germany that the system cannot cover, for example. In
            the firm is usually less than 5% even at profit center and cost      Europe, HR holds this data in a separate system, but
            center level. “But there is still room to improve,” he says. “I      finance generates its own numbers as well because HR’s
            would say that we are at maybe 85% of where we want to               processing methods and cut-off periods do not quite
            be.” The two areas for improvement are in forecasting at the         match finance’s requirements. The two sets of HR num-
            individual account management level, and in planning and             bers sometimes do not match. “Basically HR data is inte-
            forecasting software.                                                grated, but we do it twice,” says Messner. “There is room
                                                                                 for improvement.”
            Forecasting at Sykes is done from the bottom up, starting with
            the person responsible for each client’s activities. “There’s        Still, he believes that finance and operations are reasonably
            room to improve the knowledge and understanding of the peo-          integrated. “There’s one simple principle which is very impor-
            ple who forecast, their awareness of their decisions on the          tant in our company, and that is that actual figures are the
            overall company performance, and the impact they make on             responsibility of finance, while forecast data is created by
            other operations and other sites,” says Messner. “There are          operations,” says Messner. “Each side questions or challenges
            really great people who have entrepreneurial thinking and            the data, corrects it, explains it, defends it. This is done at the
            realize connections between activities and departments, and          most basic level, with the account managers discussing with
            operating sites but others are not yet there.”                       the local finance manager, then the discussion goes all the way
                                                                                 up the hierarchy to the CEO. This is mainly why we have such
            To help them, Sykes holds formal meetings called account             small deviations in our forecasts, because everybody is aware
            reviews, where the account managers in each site—four in             that if deviations are larger, then they will run into big discus-
            Germany, one in Slovakia and another in Hungary—discuss              sions.”
            their forecasts, action plans and other activities so everyone
            else knows what is going on while learning about solutions           Can the accuracy of the forecasts still be improved? Only up to
            and procedures for similar issues that he or she may be facing.      a point, says Messner, because an important piece is essen-
            There’s also a Center of Training and Quality that documents         tially outside the company’s control. This is the clients’ own
            the company’s best practices, including forecasting and plan-        forecasts. When a customer launches a marketing campaign
            ning, and spreads them across the organization.                      or advertisement on TV, for example, inquiries to the contact
                                                                                 centers typically surge. If these plans are not communicated
            The second area of improvement is the technology for the             to Sykes, the contact centers would have to scramble to deal
            planning process. Sykes is in the early stage of implementing        with the unexpected increase in call volumes. The gap
            new software to replace the current application, which               between the monthly forecast and the actual sometimes goes
            requires the use of spreadsheets. “It’s now more important to        beyond 5%. “If a client’s forecast was not good, that’s excus-
            get additional information into the [current] tool in order to       able,” says Messner. “What we don’t like are surprises that
            make the data available in a more standardized form and not          are caused internally, such as someone getting his costs
            via an aggregating exercise,” Messner explains. “There are           wrong.” That may indicate that the person does not have
            still too many spreadsheets. Excel is good, it’s flexible and fast   complete control over the business, or is perhaps manipulat-
            in a certain way, but it’s a lot of manual work.”                    ing his or her results.




MAY 2008                                                                                                          © 2008 CFO PUBLISHING CORP.
17


                                     Conclusion               > Chart 12 – Job title

Our survey findings and in-depth interviews provide clear
evidence that the appetite for improving the integration
                                                                                               5%
of operational and financial planning is strong among                                  14%
                                                                              2%
CFOs in large multinational companies. Finance leaders
                                                                                2%
believe that integrated planning processes would bring                                                       31%
a host of tangible business benefits including more accu-
                                                                             22%
rate plans and reduced budget cycle times.
                                                                                                             2%
However, our findings also show that most firms remain                                 6%        16%
some distance away from achieving full integration.
Spreadsheets continue to be the most widespread tool
for most types of operational and financial activity, even       CEO, president or managing director
                                                                 Chief Financial Officer
though in our survey the use of spreadsheets is linked to        EVP or SVP of finance
                                                                 Financial controller
dissatisfaction with planning and forecasting. Moreover,         VP of finance
the survey shows satisfaction levels rise when compa-            Director of finance
                                                                 Treasurer
nies use packaged planning systems as their main oper-           Chief accountant
                                                                 Other
ational planning tool.

Although most companies’ planning processes remain a
                                                              > Chart 13 – Annual revenue
patchwork quilt rather than a seamless system, the evi-
dence from our in-depth interviews shows that CFOs are
taking concrete steps to improve integration. Yet signifi-
cant barriers stand in the way: not least perceived high                                               16%
                                                                                   23%
costs and the pressing nature of other business priorities.
                                                                                                              15%
CFOs realize, though, that the imperative for greater inte-
gration will only get stronger in the future. They know
                                                                               21%
that the journey to seamless processes won’t be easy. But                                                13%
that isn’t going to stop many CFOs from making it.                                           12%


                    Study methodology                            Under $100m
                                                                 $100m-$250m
                                                                 $250m-$500m
CFO Research Services surveyed more than 400 senior              $500m-$1b
finance executives in the US, UK, Germany and France             $1b-$5b
                                                                 $5b+
through an online survey conducted in March 2008.
Responses came from a cross-section of all major indus-
tries. The following is further demographic information
about the respondents.




© 2008 CFO PUBLISHING CORP.                                                                                         MAY 2008
Sponsor’s
18         Perspective




           Business Objects, an SAP Company, is an independent
           business unit within the SAP group of companies. Busi-        Only Business Objects delivers a com-
           ness Objects offers a broad, innovative portfolio of solu-    plete planning application that is
           tions that help organizations optimize their perform-         designed from the ground up for the end
           ance, including enterprise performance management,            user, is process-centric and provides
           governance risk and compliance and business
                                                                         automated, forward-looking predictive
           intelligence.
                                                                         capabilities.
           The preceding CFO Research Services survey identified
           a number of common performance management goals               itates collaboration across all functional departments for
           that the office of the CFO in multinational organizations     more timely, accurate budgets, and enables continuous
           is trying to achieve. The three most commonly selected        planning and rolling forecasts to meet rapidly changing
           goals were improving planning accuracy, better align-         business conditions and reduce budget cycle time.
           ment of targets with corporate goals and underlying           Because budget cycle times are reduced and plans are
           business drivers, and containing costs. Key barriers to       more accurate, considerable cost savings are achieved
           achieving these goals are rampant use of independent          by avoiding re-work and forecast errors.
           spreadsheets, fragmented and time intensive manual
           planning processes, and existing tools being too difficult    Unlike BPC, the majority of other planning products on
           for the average business user within the organization.        the market today are disjointed (modular-based), difficult
           When asked what capabilities are most important in a          to use for the average business user, fail to integrate stan-
           planning tool, respondents chose ease of use, flexibility     dard business processes, and lack embedded predictive
           and an integrated solution.                                   capabilities. Only Business Objects delivers a complete
                                                                         planning application that is designed from the ground up
           SAP Business Planning and Consolidation (BPC) stream-         for the end user, is process-centric and provides automat-
           lines the planning process with a unified solution that       ed, forward-looking predictive capabilities.
           combines planning, consolidation and reporting capabil-
           ities in one application. The application supports top-       Familiar and Easy To Use
           down and bottom-up planning leading to operational            BPC delivers an unparalleled user experience fostering
           plans that are more aligned with strategic goals. It facil-   wider adoption and increased collaboration within the




MAY 2008                                                                                             © 2008 CFO PUBLISHING CORP.
Sponsor’s
                                                                                                     Perspective          19


organization. Users choose the interface that they are       strategic planning, sales and revenue planning, work-
most comfortable working with – Excel, PowerPoint,           force planning, expense budgeting, forecasting, and bud-
Word, or the Web. For “spreadheads” that prefer Excel,       geted financial statement reports. They can also be cre-
BPC supports native Excel so the user experience is iden-    ated or modified to align with your existing business
tical to standalone Excel without the downside of multi-     processes.
ple spreadsheets or “spreadmarts” being scattered
throughout the organization. This is achieved because        Forward-Looking
BPC utilizes a central data repository - everyone is work-   BPC includes automated, predictive analytics that proac-
ing off a single version of the truth. Context-sensitive,    tively warn users of negative variances and provides an
Intelligent Action Panes are provided throughout the         early-warning system for key performance indicators
application, guiding users to available options and tasks    (KPIs) at risk of under-performing in future periods. It
depending on where they are in the application so users      then recommends actions that can change predicted
are never lost. This reduces training time and user frus-    outcomes for the better. In addition, you can quickly find
tration. From an administration perspective, the appli-      explanations for variances, and root causes, so you know
cation is designed to be owned and maintained by busi-       where to focus management attention.
ness users. Finance owns the application with little
dependence on IT, allowing the ability to rapidly adapt      SAP Business Planning and Consolidation is an open,
to changing business scenarios.                              adaptable application that integrates with any
                                                             environment – SAP or non- SAP. For more information
Process-Centric                                              on how BPC can facilitate more accurate and efficient
Pre-defined workflow templates known as Business             operational and financial planning within your
Process Flows (BPFs), manage core financial and opera-       organization, please visit our website at:
tional planning processes. BPFs act as a step by step
guide for users so they don’t have to remember where         www.sap.com/solutions/performancemanagement/index.epx
they left off in the planning process and cannot miss
steps along the way. This helps enforce standards by
ensuring consistent planning processes across the
organization. SAP Business Planning and Consolidation
ships with a number of pre-defined BPFs including,




© 2008 CFO PUBLISHING CORP.                                                                                                MAY 2008
CFO Research Services
CFO Research Services is a sponsored research group within CFO Publishing Corporation, which produces CFO
titles in Europe, the US, Asia, China and Russia. CFO Publishing is part of the Economist Group.

Business Objects
Business Objects, an SAP company, is an independent business unit within the SAP group of companies. Business
Objects offers a broad, innovative portfolio of solutions that helps organizations optimize their performance,
including enterprise performance management, governance risk, and compliance and business intelligence.

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A Complete View of the Enterprise: Linking Operational and Financial Planning

  • 1. A complete view of the enterprise: Linking operational and financial planning in global organizations A report prepared by CFO Research Services in collaboration with Business Objects, an SAP company
  • 3. A complete view of the enterprise: Linking operational and financial planning in global organizations A report prepared by CFO Research Services in collaboration with Business Objects, an SAP company
  • 4. A complete view of the enterprise: Linking operational and financial planning in global organizations is published by CFO Research Services, 26 Red Lion Square, London WC1R 4HQ. CFO Research Services is part of CFO Publishing Corporation, which produces CFO magazine, and CFO titles in the Unit- ed States, Asia, China, India and Russia. CFO Publishing is part of The Economist Group. May 2008 Copyright © 2008 CFO Publishing Corp., which is solely responsible for its content. All rights reserved. No part of this report may be reproduced, stored in a retrieval system, or transmitted in any form, by any means, without written permission. MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 5. A complete view of the enterprise: Linking operational and financial planning in global organizations 1 Contents About this report 2 Executive summary and key findings 2 Section 1 — The integration imperative 4 Case study: 8 Biogen Idec - Probability planning Section 2 — The current state of 9 affairs - spreadsheets reign Case study: 13 NMHG - The fruits of integration Section 3 — A desire to improve 14 Case study: 16 Sykes - Home improvement Conclusion 17 Study methodology 17 Sponsor's perspective 18 © 2008 CFO PUBLISHING CORP. MAY 2008
  • 6. A complete view of the enterprise: 2 Linking operational and financial planning in global organizations Executive summary > About this report and key findings In February 2008, CFO Research Services, a unit of CFO Publishing and part of The Economist Group, began a CFOs, as the gatekeepers of forecasting and planning, research project with Business Objects, an SAP company, asking senior finance executives to give views on their pri- are under pressure as never before. orities and challenges around integrating operational and financial planning processes. Traditionally finance leaders have typically provided one The report is based on the results of an online survey of view of the enterprise to their executive team and more than 400 senior finance executives in the US, UK, investors – the financial view – through familiar key per- Germany and France, and in-depth interviews conducted with CFOs of the following companies: formance indicators such as revenues, costs, cash or • Biogen Idec working capital. Financial indicators, while crucial of • Designed Alloy Products Inc. • Gemalto course, often describe reality as it was, a historic snap- • Goodrich Primary Flight Control shot. • Hager • Mustang Engineering • NMHG Precise forecasting – explaining what is likely to happen • Sykes • Timken and why – requires many different views from various • United Biscuits departments or “lenses” within the business. Tracking Two confidential interviews were also conducted with a French non-financial operational indicators, from marketing, multinational and a German consumer goods company. sales, HR or R&D, tells you what’s coming around the CFO Research Services and Business Objects developed corner. Increasingly it falls to the finance department to the scope of the research jointly. Business Objects funded make the links between forward-looking data from core the research and publication of our findings, and CFO Research Services would like to acknowledge the Business operations, and explain to stakeholders how this will Objects team for its input and support. impact the P&L, balance sheet and cash flow statement. CFO Research Services and Business Objects would also like to thank all the finance executives who took the time to But why now? What is driving the finance department to share their valuable views with us. become, in essence, a hub for the integration of financial and non-financial data in forecasting and planning? informed and sophisticated, with governments around There are four main factors. the world adding more requirements for forward-looking analysis, and investors soliciting more detailed informa- First, technology has made it possible. New and tion on operational and reputation risks that will ulti- improved applications offer “one version of the truth” for mately affect the bottom line and the value of their the CFO, a combined vision of performance management investment. In the European Union, for example, the that includes linkages between financial performance recently implemented Accounts Modernization Directive and their underlying operational drivers. The functional- requires companies in the region to produce a “director’s ity of these applications makes standalone spreadsheets report” covering both the future risks a company faces seem obsolete by comparison. and analysis of key non-financial and financial perform- ance indicators. Linking operational with financial plan- The second reason is related to the first. As it becomes ning is therefore essential if companies are to meet new possible to see a “complete view of the enterprise” reporting requirements efficiently and effectively. and the value of this holistic view becomes evident, many executive teams and directors have come to Finally, in times of economic uncertainty, companies are expect and demand it. insisting that CFOs lead the effort to make their opera- tional and financial planning more agile, detailed, reli- Third, investors and regulators are becoming more able and efficient. MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 7. 3 This research was commissioned to understand how Planning remains fragmented, CFOs are responding to these pressures. How integrat- and this is causing dissatisfaction ed are operational and financial planning systems and Just one in five CFOs surveyed said that their planning processes today? Are CFOs satisfied with their planning processes were “highly integrated”. A similar number processes? What planning tools are proving most effec- said operational and financial planning is conducted on tive – and what tools are falling short of expectations? the same system at their company. Most organizations What steps have CFOs taken and what are the benefits employ a patchwork of planning tools, from CRM sys- of integration for those who’ve already achieved it? tems to Excel spreadsheets. It’s no wonder then, that just one in 10 are “highly satisfied” with their operational Overall, integration of financial and non-financial plan- planning tools. ning remains elusive for most CFOs in the survey, as many rely on spreadsheets, rather than applications that Spreadsheets reign, yet satisfaction is low offer a complete view of the business. The research, how- Spreadsheets are the most widespread tool used for all ever, provides evidence that more CFOs should consider types of operational and financial planning activity, yet making the investment. In the survey, for example, there satisfaction with tools is highest among those using are clear differences in satisfaction between those who packaged applications, not spreadsheets. Also, telling- integrate operational and financial planning and those ly, the use of spreadsheets is highest in the US, where who don’t. Moreover, the CFOs who were interviewed in satisfaction levels are lowest; spreadsheet use is lowest depth are clear about the tangible benefits that integra- in Germany, where satisfaction levels are highest. tion brings. Forecasting processes are Six key findings: time-consuming and cumbersome A quarter of CFOs described their company’s planning Increased planning accuracy processes as “streamlined”, and almost 40% called their is the number one goal processes “time-consuming”. Just 2% of CFOs strongly Planning accuracy is the top priority on CFOs’ perform- agreed that “performing an enterprise-wide, bottom-up ance management agenda. This could be a reflection of reforecast is a quick and easy process.” the times in which global economic uncertainty, credit risk, and rising commodity and raw materials prices all CFOs see process change and the level of combine to make planning more difficult and more monetary investment required as the important. CFOs know that in a volatile business envi- barriers to integrated planning. ronment, investors and executive teams will rely on them But tangible benefits await for even more than usual to provide accurate, evidence- companies that take advantage based forecasts on a more frequent basis. The process changes and costs involved in improving links between operational and financial planning, plus When it comes to planning tools, the number the distraction of other business projects, are the biggest one priority for respondents is “planning, hurdles facing firms striving for greater integration reporting and analysis in one system” between operational and financial planning. Having planning, reporting and analysis in a single sys- tem ranked the highest, although ease of use for non- Yet the survey and in-depth interviews show that compa- financial users and driver-based modeling functionality nies who overcome the challenges, see tangible and last- were also important, according to respondents. ing returns. © 2008 CFO PUBLISHING CORP. MAY 2008
  • 8. A complete view of the enterprise: 4 Linking operational and financial planning in global organizations SECTION 1 — greater integration would lead to improvements in a host The integration imperative of areas including improved accuracy of financial plans; > Chart 1 – Accurate planning is top priority. Overview: • Increased planning accuracy is the number one goal for performance management over the next Thinking about your goals for performance management over the next two years, if you could make any of the fol- two years. • CFOs say that the biggest benefits of inte- lowing improvements, which ones would have the most gration are reducing planning and reforecasting times, benefit for your organization? and raising the accountability of divisional managers. • Just one in five CFOs says that planning processes at Increased accuracy 24% of planning their company are currently “highly integrated”. Better alignment of • Integration is highest among German companies, targets with the 23% corporate strategy which use spreadsheets the least, and lowest among US firms, which use spreadsheets the most. Better risk 20% management More attention 16% to cost control Fully integrating operational and financial planning processes has long been a Holy Grail for CFOs. Now, Better alignment of 15% targets with underlying however, attaining this Holy Grail is more important than business drivers ever before, as CFOs struggle to stay ahead of rapidly Increased attention to 2% regulatory compliance changing market conditions. “There’s a lot of uncertain- ty there,” says Kevin Maher, controller at US-based steel 0 5 10 15 20 company Designed Alloys, of the current global econom- ic environment. “You can struggle for months, and then find that once the project is issued, it’s useless because increased collaboration across the enterprise; greater the macroeconomic situation has changed.” responsiveness to change; better alignment of planning with strategic objectives; and a reduction in the practice Indeed, 24% of our survey respondents said that of “gaming”. What’s more, CFOs believe that the biggest “increased accuracy of planning” was the performance improvements of all would be in reducing planning and management goal with the most significant potential reforecasting cycles, and in raising the accountability of benefit for their organization over the next two years. divisional managers. (See Chart 2.) (See Chart 1.) A managing director at a consumer goods company A commercial advantage based in Germany, believes that migrating to a com- CFOs in the survey believe there are hard commercial bined operational and financial planning application benefits to integrating operational and financial plan- would not only speed up the forecasting process, but ning systems. An overwhelming majority said that also open up a new range of forecasting opportuni- MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 9. 5 > Chart 2 – Major improvements for the business. If your organization could achieve more integration between financial and operational planning, what impact would it have on the following? Time to complete plan/reforecast cycles 15% 45% 40% Accountability of divisional managers 12% 49% 39% Workforce efficiency 13% 53% 34% Collaboration across the enterprise 12% 55% 33% Responsiveness to change 15% 53% 32% Accuracy of financial plans 9% 61% 30% Alignment with strategic objectives 18% 54% 28% Employee satisfaction 20% 53% 27% Risk management 20% 55% 25% Profitability 21% 60% 19% Reducing “gaming” (eg. lowering revenue targets to make them easier to achieve) 36% 45% 19% Revenues 31% 52% 17% 0 10 20 30 40 50 60 70 80 90 No improvement Some improvement Major improvement © 2008 CFO PUBLISHING CORP. MAY 2008
  • 10. A complete view of the enterprise: 6 Linking operational and financial planning in global organizations While CFOs clearly believe that the integration of operational and financial planning would bring a multitude of benefits, most companies have yet to achieve this goal. Across all countries, just one in five CFOs said that their planning processes are “highly integrated.” ties. “It’s more a question of having more possibili- Meanwhile, US CFOs were most likely to view their firms’ ties to make reports, to make checks, to analyze the integration levels as low. One in four said that their com- figures compared to a spreadsheet,” says the man- panies’ planning processes were not at all integrated, aging director. “It’s not so much a timing issue. You with just 12% saying they were highly integrated. (See have simply more possibilities.” Chart 3.) CFOs interviewed for this study say that the impera- Moreover, fewer than one in five CFOs surveyed – 18% – tive to link operational and financial planning will only said that operational planning in their organization is get stronger in the future. “The pressure of getting conducted in the same application as financial planning [the forecasting process] better, faster and more accu- and budgeting. rate will just grow and grow,” says Jeff Van Der Eems, > Chart 3 – Still work to do CFO and COO of UK-based food producer United Biscuits. How would you rate your organization’s level of integration of financial planning with operational planning? Unfinished business While CFOs clearly believe that the integration of 19% 16% operational and financial planning would bring a mul- titude of benefits, across all countries surveyed, just one in five CFOs said that their planning processes were “highly integrated.” German companies appear to enjoy the most tightly 65% integrated financial and operational planning: 26% of German CFOs said their firms’ planning processes were “highly” integrated, with just 7% saying that they were “not at all” integrated. Not at all integrated Somewhat integrated Highly integrated MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 11. 7 > Chart 4 – Outside the system A third of respondents said that the financial details of operational plans are re-keyed into financial and budget- Which statement best describes the linkage between operational planning and financial planning systems at ing applications, with a further 35% using spreadsheets your organization? for both operational and financial planning. (See Chart 4.) 15% 33% Many of the CFOs interviewed for this report explained that linking financial and operational planning at their 18% “Finance leaders recognize the significant improvements that integration of finan- 34% cial and operational planning can bring to the organization.” Operational planning is done in separate tools or applications and resulting financial detail is re-entered into our main financial planning and budgeting application companies was very much a “work in progress”, and We do both operational and financial planning and budgeting in spreadsheets often a patchwork, with some areas of the business Operational planning is done in the same system that is used for linked up more than others. For example, Ian Marsden, financial planning and budgeting Operational planning remains outside of our financial planning European financial controller at industrial components and budgeting process manufacturer Timken, says that supply chain manage- ment is indeed handled by an integrated system. “We enter forecast orders, for example, and that drives a Fulfilling the vision? demand by product, which is then fed back to the differ- We have seen evidence that improved planning accura- ent manufacturing plants that would supply suppliers cy is high on the CFO agenda, and that finance leaders with individual products,” he says. recognize the significant improvements that integration of financial and operational planning can bring to the But when it comes to overall operational and financial organization. Yet, many are falling short of their goals. planning, Timken’s systems vary by region and business In the next section, we examine exactly what’s wrong activity. “We’re in the process of a global ERP installa- with current processes, before turning to how the situa- tion, which is partly [focused on] standardizing business tion can be improved. processes and transactions, and also improving supply chain management,” he adds. © 2008 CFO PUBLISHING CORP. MAY 2008
  • 12. A complete view of the enterprise: 8 Linking operational and financial planning in global organizations “We want to make sure that we partner with operations, that we provide them with support and also get quality information in numbers so that we are propagating truly what we believe is reality. The days of us versus them, of finance and the business existing at loggerheads, those are in the past.” > Case study – Biogen Idec: Probability planning Mining past success for a view of the future at a US biotechnology company How do you plan and forecast when your company's main that, from a senior management perspective, there's a need to business is essentially a black box? Very carefully. “Obviously, have greater and more frequent visibility,” says Rosen. “And the complexities on the forecasting are multi-fold on the R&D we've gotten better at [integrating] finance and operations, side,” says Steven Rosen, director of finance and control at although I wouldn't say it's a 100% perfected structure.” Biogen Idec in the United States. The biotechnology company develops new drugs, a process that can take years to progress Using its ERP system, the company has developed an integrat- from the laboratory to testing to clinical trials to government ed operational and financial planning process that has mar- approval. “It's a very binary situation for us, unlike a lot of keting working with manufacturing on matching supply with [non-biotech] companies where you can be somewhat or par- forecast demand, with finance joining the conversation. tially successful. Ours is typically pass or fail.” However, the clinical trial unit uses a separate specialist plan- The company must also keep an eye on the political winds in ning application because it has concluded that the blueprint in its various markets because healthcare is a heavily-regulat- the ERP system designed to assist in clinical trial planning is ed industry, particularly in the United States. “Pricing, that's not robust enough at this time. Customer relationship man- probably the greatest area of risk and complexity in terms of agement is also on a separate application. As a result, data on forecasting,” says Rosen. “For example, if the US presidency clinical trials and CRM is generated outside of the ERP system, moves from the Republican to the Democratic Party next and then manually loaded into the planning application. year and some of the nationalized health care policies that have been proposed happen, that will have a profound effect “There are risks associated with data integrity,” Rosen con- on our revenue.” cedes. “Having one version of the truth, having everything on the same common system, common assumptions and so forth Biogen's approach is to take what Rosen calls a “probabilistic is directionally where we want to go. We have actually made view” in planning and forecasting by mining past experience some good progress in certain areas. All of the standard oper- to estimate the chances of success of all the drugs it has in the ating expenditures are now planned directly into the system, pipeline. “We take something from pre-clinical to phase one to for example. But it's a battle.” phase two to phase three of clinical trials, and so on through the testing process,” he explains. The units doing clinical trials His focus is on moving the planning and forecasting process plug the probabilities into the rolling reforecasts that they onto a monthly cycle, and also to further integrate finance make almost on a weekly basis. “If the clinical trial goes into the system. “We want to make sure that we partner with amiss,” says Rosen, “that has a profound effect on this year's operations, that we provide them with support and also get expense and obviously on our long-range plans as well.” quality information in numbers so that we are propagating truly what we believe is reality. The days of us versus them, Biogen currently makes full forecasts every quarter, but there of finance and the business existing at loggerheads, those are plans to do the exercise monthly. “It has become apparent are in the past.” MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 13. 9 United Biscuits CFO and COO Jeff Van Der Eems. SECTION 2 — “Inevitably there are a lot of spreadsheets but we try to The current state of affairs - minimize that. And it really varies, function by function, spreadsheets reign as to who is more adept at using central planning tools. Overview: • Spreadsheets are the most widely used That’s human nature.” planning tool for all types of operational and financial planning activity. • CFOs using packaged applications In some areas, companies have apparently been suc- for operational planning are more satisfied than those cessful at reducing spreadsheets. They were least likely using spreadsheets. • The time-consuming and meet- to be used for production, supply chain and customer ings-intensive nature of linking operational and finan- service planning. cial planning are key sources of dissatisfaction. US firms are most likely to use spreadsheets for all types of financial planning and most forms of operational plan- Spreadsheets are by far the most ubiquitous planning ning. Spreadsheet usage is lowest across all planning tool for most types of financial planning, as well as oper- activities in Germany. But even here, spreadsheets are ational activity, from strategic planning, to forecasting, more widely used than any other tool, with two excep- to supply chain management, according to our survey. tions: packaged applications are the most prevalent tool (See charts 5 and 6.) for production planning among German organizations, and packaged applications outstrip spreadsheets for Yet a number of CFOs we interviewed are keen to cut supply chain planning. back on the use of spreadsheets at their company. “It’s one of the things that you try to stamp out,” says Meanwhile, the particularly high use of spreadsheets in > Chart 5 – Financial planning - spreadsheets versus packaged applications What is the main tool your organization uses for the following financial planning activities? Strategic plan (which includes high level financial targets) 63% 10% 15% 12% Financial plan/budget 46% 17% 24% 13% Forecast/reforecast 54% 14% 20% 12% 0 10 20 30 40 50 60 70 80 90 Spreadsheets ERP system Packaged planning and budgeting application Custom/bespoke (in-house) © 2008 CFO PUBLISHING CORP. MAY 2008
  • 14. A complete view of the enterprise: 10 Linking operational and financial planning in global organizations among American CFOs. Conversely, relatively high use “What integration [of financial and operational of packaged planning systems for IT, customer service planning] has helped us do is to be quicker and supply chain planning in Germany and France cor- and more effective with our launches and to relates with higher satisfaction levels for operational tools in these countries. screen ideas much more closely, quickly dropping ideas that aren't likely to work, In short: fragmented spreadsheets appear to lead to dis- and making sure we accelerate the ideas that satisfaction, while packaged planning systems of all make the most sense.” kinds win CFOs’ approval. Indeed, CFOs using packaged systems for financial planning are also more likely to be the US could help to explain relatively high levels of dis- satisfied with their operational tools. satisfaction with the speed of the reforecasting process > Chart 6 – Operational planning - spreadsheets versus packaged applications What is the main tool that managers in your organization use to create operational plans in the following areas of the business? Marketing 63% 9% 8% 6% 14% Sales 52% 15% 10% 8% 15% Supply chain 44% 24% 12% 8% 12% Production 41% 26% 10% 7% 16% Customer service 50% 17% 10% 7% 16% IT 53% 16% 10% 7% 14% HR 54% 16% 8% 8% 14% Other operations 61% 14% 5% 9% 11% 0 10 20 30 40 50 60 70 80 90 Spreadsheets ERP application Specialized operational planning application Packaged budgeting and planning application Custom/bespoke (in-house) application MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 15. 11 Moreover, as Jeff Van Der Eems of United Biscuits has are far more likely to be satisfied. Nearly three in four discovered, improved integration not only enhances the respondents are satisfied or very satisfied with packaged forecasting process, but the innovation and product planning and budgeting applications. In contrast, just development process, too. “What integration [of finan- 7% of firms that use spreadsheets as their primary cial and operational planning] has helped us do is to be strategic planning tool are highly satisfied with their quicker and more effective with our launches and to screen operational planning tools – with only 46% satisfied to ideas much more closely, quickly dropping ideas that some degree. (See Chart 7.) aren’t likely to work, and making sure we accelerate the ideas that make the most sense,” he says. “As you’re However, Steven Rosen, director of finance, operations developing from concept to product launch, there are a lot and control at US biotechnology firm Biogen Idec, of decisions to make. Making sure you’ve got the right points out that satisfaction levels of 100% will inevitably investment principles and the right financial standards in remain elusive for companies whatever tools they use: place makes it go quicker.” “It would probably not be a fair statement to say [our system] always works perfectly, and frankly if anyone Satisfaction linked to packaged told you it works perfectly at their company, you can let planning systems me know the name of the company; I’d love to go work It’s clear from the survey that companies using packaged there. But we’re aware of the need to get better.” (See planning systems as their main operational planning tool case study, page 8). > Chart 7 – The key to satisfaction? In general, how satisfied are you with the tools your organization uses to create operational plans? Spreadsheets 7% 39% 29% 22% 3% ERP system 32% 55% 11% 2% Packaged planning and budgeting application 11% 62% 16% 11% Custom/bespoke (in-house) 15% 44% 31% 8% 2% 0 10 20 30 40 50 60 70 80 90 Highly satisfied Satisfied Neither satisfied nor dissatisfied Dissatisfied Highly dissatisfied © 2008 CFO PUBLISHING CORP. MAY 2008
  • 16. A complete view of the enterprise: 12 Linking operational and financial planning in global organizations What’s causing the dissatisfaction? A significant pro- of Hager, a voltage distribution and electric equipment portion of our survey respondents said that the manufacturer. “It would not be sufficient to involve only process their company currently uses to link opera- finance and controlling staff; we need to consider the tional planning with overall financial planning and technical expertise and market knowledge of our opera- forecasting is time-consuming and requires large num- tional people in order to produce some meaningful out- bers of meetings, emails and exchanges of files. Just come beyond figures.” one in four described the process at their firm as “streamlined.” (See Chart 8.) Wolfgang Messner, finance director for Central and East- ern Europe at Sykes, a Nasdaq-listed technology firm, The picture is not all doom and gloom, however: 53% agrees. “It is time-consuming, but it is one of the most of respondents said that it was a “collaborative” important aspects of the business. If you have control process, with a quarter claiming that it requires rela- over your figures, then you have control over your busi- tively few meetings. Once again, CFOs in the US show ness, you enjoy trust and a certain degree of entrepre- the starkest signs of dissatisfaction: 55% believe that the neurial freedom. If you do not have control over your fig- process of linking operational with overall financial plan- ures, management will narrow down this leeway and ning is time-consuming, compared to just 26% of their increasingly take over for you, until you are out.” (See French peers. case study, page 16). However, some CFOs argue that an integrated opera- Another bone of contention among CFOs is the lack tional and financial planning process should by defini- of agility in the reforecasting process at their com- tion be time-consuming, because it needs the hands-on panies. The majority of respondents disagreed with involvement of managers from across the business in the statement: “Performing an enterprise-wide, bot- order to be effective. “The forecasting process as we see tom-up reforecast is a quick and easy process.” (See it is necessarily time-consuming,” says Ulrich Pelz, CFO Chart 9.) > Chart 8 – Collaborative, yes, but time-consuming Which of the following descriptions apply to the process your organization follows to link operational plans with overall financial plans and forecasts? (% of respondents applying the description) Streamlined 10% Time-consuming 42% Collaborative 53% Non-collaborative 10% Requires many meetings 32% Requires relatively few meetings 26% Requires large volume of emails and file sharing 32% Requires relatively few emails and files 15% 0 10 20 30 40 50 MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 17. 13 One CFO in France blamed fragmented systems for the > Chart 9 – Not so quick and easy time-intensive nature of reforecasting at his firm and is looking forward to the arrival of an ERP application in Is performing an enterprise-wide, bottom-up forecast a quick and easy process? October. “Every time we try to do something special, we are wasting time,” he says. “For example, this morning 2% I had a meeting [about the cost of buildings and land]. I 16% had to check inside all my paper invoices to get the infor- 22% mation. I cannot get it [using Excel from the mainframe]. With ERP, it will be much easier to get this information.” The research confirms that spreadsheets have a hold in 19% 41% companies, even when their many deficiencies are taken into account by CFOs. In the next section, we’ll examine exactly what CFOs want in a business planning tool, look at the main barriers to integrating financial and opera- tional planning, and examine the main barriers to Strongly disagree Disagree integration. Neither disagree nor agree Agree Strongly agree > Case study – NMHG: The fruits of integration From marketing forecasts to the factory floor at the fork-lift truck maker To understand how financial planning that’s reasonably inte- but there are planning elements in ERP that we use as a tool grated with operational planning benefits a company, listen to for day-to-day planning.” Steve West, vice president of finance for EMEA at US$2.3-bil- lion-a-year NACCO Materials Handling Group (NMHG), one of Fast-moving companies like retailers or manufacturers of per- the world’s leading makers of fork-lift trucks. “The biggest ishable goods might find the timing unacceptable, but NMHG impact is on our ability to increase or change outputs in the fac- is in a relatively slow-moving space – the technology for fork- tories in response to changes in the sales marketing forecast,” lift trucks is more or less mature, and materials and parts are he says. “I think that’s a key area that everyone strives for; the durable and can last for decades. “In the main, our system is ability to quickly change production volumes efficiently and fairly responsive to what we need,” says West. “There are vari- effectively as a result of changes in sales and marketing.” ous interfaces that link [the various platforms] all through. It’s fairly easy, actually. For example, for planning purposes, we’re If end-user demand were to rise overnight by 20%, for exam- getting numbers out of the books within three or four days after ple, dealers would be placing higher orders at short notice. A the month’s end. That’s not late for planning.” cascade of planning and forecasting changes must occur at all levels of the company if NMHG is to retain and even increase “But there’s always ground for improvement,” he concedes. its market share. “We have detailed planning meetings where For West, the ideal solution is what he calls “a cradle-to-grave these sorts of things are discussed, so the information will be system that links all the financials with the operational side, disseminated,” says West. Factories would take the input, re- with short and long term planning. How quickly could that be plan and respond. Human resources would look into addition- achieved? We’re probably talking about a number of years.” al staffing. Finance would allocate additional working capital and possibly more spending on equipment, and come up with Another consideration is the continuous improvement being a new P&L and balance sheet off the back of the changes. done by vendors of its existing systems. The company is also finding new ways of using existing tools that it did not exploit Technology helps knit the various processes together. earlier as a result of hiring consultants and sending its own “Essentially for the short-term [annual] plan, it’s more or people on training courses. As a result, says West, the current less spreadsheet-based,” says West. “For operational plan- planning and forecasting system has in the past 18 months ning, we have a system for scheduling the factories. Our “become better understood and more slick in terms of getting ledgers are ERP, so it’s a slightly different platform there, a finished product out in the end.” © 2008 CFO PUBLISHING CORP. MAY 2008
  • 18. A complete view of the enterprise: 14 Linking operational and financial planning in global organizations SECTION 3 — > Chart 10 – The number one priority for a business plan- ning tool (% ranking the item number one) A desire to improve Overview: • CFOs’ number one priority for a business Planning, reporting, and 38% analysis in one system planning tool is linking planning, reporting and analysis in one system. • Many CFOs interviewed are taking Ease of use for 19% non-financial users active steps to improve the integration of operational and financial planning at their company. • The main Driver-based modeling 18% functionality barriers to integration are process upheaval, perceptions of high costs and the fact that other business projects Flexibility to accommodate are taking precedence. differences in operational 15% departments Many of the CFOs interviewed for this report expressed Workflow to 5% manage process a strong desire to improve the integration of operational and financial planning processes at their organization. Ability for large number of users (i.e. thousands) 3% Here is Steve Rosen’s vision of Biogen Idec’s forecasting to access the system process in the near future: “I see us having a very tight- Offline capabilities to allow planning while not 2% ly integrated operational as well as financial exercise, connected to network where the data integration between IMS, CRM or clini- 0 10 20 30 cal trials is seamless, either directly integrated into one environment, or seamlessly integrated through an enter- prise application strategy so that it’s all in a common The survey certainly revealed a desire among CFOs to data warehouse and very easy to source, depending on take the steps necessary to achieve greater integration: which user is using it.” linking planning, reporting and analysis in one system is their top priority. (See Chart 10.) “‘Ease of use for non-financial users’ was also “Ease of use for non-financial users” was also widely widely cited as an important capability for a cited as an important capability for a business planning business planning tool.” tool: 57% of CFOs put this in their top three planning tool capabilities out of a list of seven choices. This reflects the widespread desire among CFOs to make staff across the Ian Marsden, European financial controller at Timken, company more “financially knowledgeable.” User- has his sights on a similar goal: “I think the expectations friendly planning tools can help them to achieve this, are that we’ll have better visibility of demand changes in while at the same time integrating operational planning the future, and the ability to match them with produc- data with financial information. The benefits are many, tion schedules, so that we can be more responsive to including faster decisions, reduced reliance on the IT changes and demand and also better able to serve two department and broader acceptance for new tools different types of customers.” throughout the organization. MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 19. 15 According to Wolfgang Farkas, finance director at Kevin Maher, controller at Designed Alloys in the US, Goodrich Primary Flight Control, it is particularly impor- encapsulates the thought-process of many CFOs: “We tant to give HR departments the tools – and know-how either need to make enhancements to the configuration – they need to access and update integrated planning of our existing system, which can be painful and costly, systems. “Finance and HR are working closer together, or we need to consider the necessity of a new system.” and finance uses its experience to assist HR a little bit to find its way through the software. As a team, finance has When it comes to improving processes to allow for bet- to help HR sometimes with the technical side of it,” he ter integration of operational and financial planning, says. 46% of CFOs said that other, more pressing, projects are the main obstacle. Barriers to integration So what obstacles do CFOs face on the way to their goal Wolfgang Messner, finance director for Central and East- of complete operational and financial planning integra- ern Europe at technology firm Sykes, adds that in some tion? One third of respondents felt that it would require countries, it may not be possible to integrate HR func- “too much process change” to their current approach to tions into an over-arching ERP application, because such the planning process. Another third said that the need applications cannot always handle local regulatory to buy and install a brand new system is the biggest hur- requirements. “For example, for Germany, you cannot dle. The remaining third said the investment needed to do German payroll accounting in the system we use modify their firm’s existing system is the biggest barrier because there are legislation-specific requirements in to fully integrating operational and financial planning. Germany that the system cannot cover,” he says. “This (See Chart 11.) is true for three or four other countries. So at this point of time, at least, HR is not integrated.” > Chart 11 – Which of the following best describes the main barrier preventing your organization from achieving more integration between financial and Although CFOs in this study rightly point out that sys- operational planning? tems can never be perfect, and that integration of financial and operational planning can involve invest- ing time and money, especially when other projects compete for those same resources, the evidence in this 34% 33% report suggests that the benefits of taking the plunge will return significant dividends. These include more accurate forecasting that is automatically tied to the underlying drivers in the business, greater efficiency as emails and meetings take up less of finance’s valuable 33% time, and better relationships with colleagues in oper- ations by automatically linking operational planning It would require too much process change to our current approach with the financials. It would require significant investment to modify our current system It would require a new system © 2008 CFO PUBLISHING CORP. MAY 2008
  • 20. A complete view of the enterprise: 16 Linking operational and financial planning in global organizations > Case study – Sykes: Home improvement Accountability is key at this technology specialist Wolfgang Messner, finance director for Central and Eastern However, certain functions in the European operations Europe of Sykes, a Nasdaq-listed company that provides are not integrated into the ERP system, which has been manpower and technical support knowledge to the contact installed across Sykes’s offices worldwide. There are cer- centers of high-technology companies, is proud that the tain legislation-specific payroll-accounting requirements deviation between monthly forecasts and actual results at in Germany that the system cannot cover, for example. In the firm is usually less than 5% even at profit center and cost Europe, HR holds this data in a separate system, but center level. “But there is still room to improve,” he says. “I finance generates its own numbers as well because HR’s would say that we are at maybe 85% of where we want to processing methods and cut-off periods do not quite be.” The two areas for improvement are in forecasting at the match finance’s requirements. The two sets of HR num- individual account management level, and in planning and bers sometimes do not match. “Basically HR data is inte- forecasting software. grated, but we do it twice,” says Messner. “There is room for improvement.” Forecasting at Sykes is done from the bottom up, starting with the person responsible for each client’s activities. “There’s Still, he believes that finance and operations are reasonably room to improve the knowledge and understanding of the peo- integrated. “There’s one simple principle which is very impor- ple who forecast, their awareness of their decisions on the tant in our company, and that is that actual figures are the overall company performance, and the impact they make on responsibility of finance, while forecast data is created by other operations and other sites,” says Messner. “There are operations,” says Messner. “Each side questions or challenges really great people who have entrepreneurial thinking and the data, corrects it, explains it, defends it. This is done at the realize connections between activities and departments, and most basic level, with the account managers discussing with operating sites but others are not yet there.” the local finance manager, then the discussion goes all the way up the hierarchy to the CEO. This is mainly why we have such To help them, Sykes holds formal meetings called account small deviations in our forecasts, because everybody is aware reviews, where the account managers in each site—four in that if deviations are larger, then they will run into big discus- Germany, one in Slovakia and another in Hungary—discuss sions.” their forecasts, action plans and other activities so everyone else knows what is going on while learning about solutions Can the accuracy of the forecasts still be improved? Only up to and procedures for similar issues that he or she may be facing. a point, says Messner, because an important piece is essen- There’s also a Center of Training and Quality that documents tially outside the company’s control. This is the clients’ own the company’s best practices, including forecasting and plan- forecasts. When a customer launches a marketing campaign ning, and spreads them across the organization. or advertisement on TV, for example, inquiries to the contact centers typically surge. If these plans are not communicated The second area of improvement is the technology for the to Sykes, the contact centers would have to scramble to deal planning process. Sykes is in the early stage of implementing with the unexpected increase in call volumes. The gap new software to replace the current application, which between the monthly forecast and the actual sometimes goes requires the use of spreadsheets. “It’s now more important to beyond 5%. “If a client’s forecast was not good, that’s excus- get additional information into the [current] tool in order to able,” says Messner. “What we don’t like are surprises that make the data available in a more standardized form and not are caused internally, such as someone getting his costs via an aggregating exercise,” Messner explains. “There are wrong.” That may indicate that the person does not have still too many spreadsheets. Excel is good, it’s flexible and fast complete control over the business, or is perhaps manipulat- in a certain way, but it’s a lot of manual work.” ing his or her results. MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 21. 17 Conclusion > Chart 12 – Job title Our survey findings and in-depth interviews provide clear evidence that the appetite for improving the integration 5% of operational and financial planning is strong among 14% 2% CFOs in large multinational companies. Finance leaders 2% believe that integrated planning processes would bring 31% a host of tangible business benefits including more accu- 22% rate plans and reduced budget cycle times. 2% However, our findings also show that most firms remain 6% 16% some distance away from achieving full integration. Spreadsheets continue to be the most widespread tool for most types of operational and financial activity, even CEO, president or managing director Chief Financial Officer though in our survey the use of spreadsheets is linked to EVP or SVP of finance Financial controller dissatisfaction with planning and forecasting. Moreover, VP of finance the survey shows satisfaction levels rise when compa- Director of finance Treasurer nies use packaged planning systems as their main oper- Chief accountant Other ational planning tool. Although most companies’ planning processes remain a > Chart 13 – Annual revenue patchwork quilt rather than a seamless system, the evi- dence from our in-depth interviews shows that CFOs are taking concrete steps to improve integration. Yet signifi- cant barriers stand in the way: not least perceived high 16% 23% costs and the pressing nature of other business priorities. 15% CFOs realize, though, that the imperative for greater inte- gration will only get stronger in the future. They know 21% that the journey to seamless processes won’t be easy. But 13% that isn’t going to stop many CFOs from making it. 12% Study methodology Under $100m $100m-$250m $250m-$500m CFO Research Services surveyed more than 400 senior $500m-$1b finance executives in the US, UK, Germany and France $1b-$5b $5b+ through an online survey conducted in March 2008. Responses came from a cross-section of all major indus- tries. The following is further demographic information about the respondents. © 2008 CFO PUBLISHING CORP. MAY 2008
  • 22. Sponsor’s 18 Perspective Business Objects, an SAP Company, is an independent business unit within the SAP group of companies. Busi- Only Business Objects delivers a com- ness Objects offers a broad, innovative portfolio of solu- plete planning application that is tions that help organizations optimize their perform- designed from the ground up for the end ance, including enterprise performance management, user, is process-centric and provides governance risk and compliance and business automated, forward-looking predictive intelligence. capabilities. The preceding CFO Research Services survey identified a number of common performance management goals itates collaboration across all functional departments for that the office of the CFO in multinational organizations more timely, accurate budgets, and enables continuous is trying to achieve. The three most commonly selected planning and rolling forecasts to meet rapidly changing goals were improving planning accuracy, better align- business conditions and reduce budget cycle time. ment of targets with corporate goals and underlying Because budget cycle times are reduced and plans are business drivers, and containing costs. Key barriers to more accurate, considerable cost savings are achieved achieving these goals are rampant use of independent by avoiding re-work and forecast errors. spreadsheets, fragmented and time intensive manual planning processes, and existing tools being too difficult Unlike BPC, the majority of other planning products on for the average business user within the organization. the market today are disjointed (modular-based), difficult When asked what capabilities are most important in a to use for the average business user, fail to integrate stan- planning tool, respondents chose ease of use, flexibility dard business processes, and lack embedded predictive and an integrated solution. capabilities. Only Business Objects delivers a complete planning application that is designed from the ground up SAP Business Planning and Consolidation (BPC) stream- for the end user, is process-centric and provides automat- lines the planning process with a unified solution that ed, forward-looking predictive capabilities. combines planning, consolidation and reporting capabil- ities in one application. The application supports top- Familiar and Easy To Use down and bottom-up planning leading to operational BPC delivers an unparalleled user experience fostering plans that are more aligned with strategic goals. It facil- wider adoption and increased collaboration within the MAY 2008 © 2008 CFO PUBLISHING CORP.
  • 23. Sponsor’s Perspective 19 organization. Users choose the interface that they are strategic planning, sales and revenue planning, work- most comfortable working with – Excel, PowerPoint, force planning, expense budgeting, forecasting, and bud- Word, or the Web. For “spreadheads” that prefer Excel, geted financial statement reports. They can also be cre- BPC supports native Excel so the user experience is iden- ated or modified to align with your existing business tical to standalone Excel without the downside of multi- processes. ple spreadsheets or “spreadmarts” being scattered throughout the organization. This is achieved because Forward-Looking BPC utilizes a central data repository - everyone is work- BPC includes automated, predictive analytics that proac- ing off a single version of the truth. Context-sensitive, tively warn users of negative variances and provides an Intelligent Action Panes are provided throughout the early-warning system for key performance indicators application, guiding users to available options and tasks (KPIs) at risk of under-performing in future periods. It depending on where they are in the application so users then recommends actions that can change predicted are never lost. This reduces training time and user frus- outcomes for the better. In addition, you can quickly find tration. From an administration perspective, the appli- explanations for variances, and root causes, so you know cation is designed to be owned and maintained by busi- where to focus management attention. ness users. Finance owns the application with little dependence on IT, allowing the ability to rapidly adapt SAP Business Planning and Consolidation is an open, to changing business scenarios. adaptable application that integrates with any environment – SAP or non- SAP. For more information Process-Centric on how BPC can facilitate more accurate and efficient Pre-defined workflow templates known as Business operational and financial planning within your Process Flows (BPFs), manage core financial and opera- organization, please visit our website at: tional planning processes. BPFs act as a step by step guide for users so they don’t have to remember where www.sap.com/solutions/performancemanagement/index.epx they left off in the planning process and cannot miss steps along the way. This helps enforce standards by ensuring consistent planning processes across the organization. SAP Business Planning and Consolidation ships with a number of pre-defined BPFs including, © 2008 CFO PUBLISHING CORP. MAY 2008
  • 24. CFO Research Services CFO Research Services is a sponsored research group within CFO Publishing Corporation, which produces CFO titles in Europe, the US, Asia, China and Russia. CFO Publishing is part of the Economist Group. Business Objects Business Objects, an SAP company, is an independent business unit within the SAP group of companies. Business Objects offers a broad, innovative portfolio of solutions that helps organizations optimize their performance, including enterprise performance management, governance risk, and compliance and business intelligence.