The document discusses the expanding role of finance departments from transactional to partners in innovation and project management. It outlines the key steps in project management processes, including pursuit, offering, contracting and delivery. An example project file template is provided covering commercial and customer needs, solution description, architecture, business case and risk mitigation. The presentation concludes that finance has extended its role in innovative projects due to strong CFO attention and a dedicated finance sub-team that provides overall project perspectives and business partnership.

1. New roles for the CFO & Controlling department
Innovation & Project Controlling
Katleen Vandeweyer
11 September 2014
© For internal use

2. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
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3. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
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4. Transaction & payment
Focussing on end-user experience
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5. Transaction & payment
Focussing on 3 business lines
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Merchant Services
& Terminals
Financial
Processing
Services
Mobility &
eTransactional
Services

6. Transaction & payment
Innovation is key… (1/3)
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Merchant Services
& Terminals

7. Transaction & payment
Innovation is key… (2/3)
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Financial
Processing
Services

8. Transaction & payment
Innovation is key… (3/3)
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Mobility &
eTransactional
Services

9. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
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10. FINANCE extends its role
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Partner in projects &
business development
Transactional
department
Innovative projects
Non-standard offers
M&A files
IT portfolio mgmt
…
Accountancy
Treasury
Tax
Reporting
…

11. FINANCE extends its role
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Transactional
department
Accountancy
Treasury
Tax
Reporting
…
Look behind, and… look forward
- Forecasts
- Outlooks
- Action plans
Finance as the company GPS
- Not driving, but guiding
- Showing the way
- Proposing corrective action

12. FINANCE extends its role
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Partner in projects &
business development
Innovative projects
Non-standard offers
M&A files
…

Focus of this presentation

13. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
13

14. Maximizing profit with scarce resources:
Planning, project portfolio & IT capacity
Outlook (monthly)
Forecast (3x/year)
Budget (per year)
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Strategic plan (3-year view)
Projects on the
short term
Projects on the
mid term
Projects on the
long term
IT capacity
Scarce
resources
Planning process Project portfolio
Resources should be BALANCED over projects on short and longer term.
Short term projects  short term ambitions (outlook/forecast)
Long term projects  term ambitions (strategic plan)

15. Project management
▶ Corporate Process (ATOS)
– Process for all 70,000 people
– Different steps in a project
– From ‘Pursuit’ to ‘Delivery’
▶ Internal organization (WORLDLINE BELGIUM)
– 2x/week: Project Assessment Meeting (‘Rainbow’)
– Executive representation from all departments
– Project discussion
• Product & Customer need
• Operational aspects (IT, customer service,…)
• Financially: business case (turnover, margin, cash flow,…)
▶ Role of Finance (FINANCE)
– Engaged as from the start
– Important role in the bid team: Business Case
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16. Project Management Process
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Win the
Bid and
Sign the
Contract
Make
our
Winning
Offer
Define &
Agree our
Winning
Solution
Prepare
Our
Wining
Strategy
Position
ourselves
with the
Customer
Pursuit
Strategy
Solution
Rainbow Pursuit – Go / No Go decision
• Will we make the bid ?
• Who will make the bid ? (bid team composition)
• High level expected revenue ?
• High level cost estimation ?
Offer
Contract
Handover
from
Bid to
Delivery 6
1
2
3
4
5
Rainbow Offer review
• Competitive offer ?
• Summary of solution
• Detailed business case
• Delivery assurance
• Way to proceed
Handover
16
To be
implemented

17. Project Management Process
Key players: Example of a Bid Team
S&M Account Manager S&M Account Manager
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Sales Lead
Executive Sponsor
Bid Manager
Solution Manager Financial Lead
Pre-Sales Consultant
Supported by Solution Experts from
delivery units
Bid Team
Financial Controller

18. Finance: Project Management Office
▶ Why finance?
– Overall view (full project picture captured in 1 P&L)
– Neutral
– Aligned with new role of team
▶ Secretary role
– Agenda
– Leads the Project Meetings
– Meeting Minutes
– Database
– Alignment with Group Project Mgmt team
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19. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
19

20. Project file (imaginary case)
1. Commercially: Customer need
2. Solution description + delivery commitment
3. Architecture of proposed solution
4. Financially: business case
5. Key risks & mitigation
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21. Project file
1. Commercially: customer need
Define what the customer has asked…
Customer wants to go from point A to point B
So in this phase we do NOT give a solution, but the real customer need
 Forces ‘reflection’ of the accountmanager/bid team
 Enables the management team to give guidance to the team (‘pursuit’ phase)
…and try to find his reason for this
in order to see a football game
Asking for more info
 Enables us to offer solutions the customer has not thought about in first time
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22. Project file
2. Solution description & delivery commitment
Solution description
We drive the customer in a car
Explain the lists of options, and motivate solution
- Car, because…
- Not a train ticket, because…
- Not a TV, because…
Delivery commitment
IT and CS will start in Oct ‘14, and deliver in May ‘15
Formal commitment needed from internal departments…
… As Sales has to commit to external customers
Project file can be used as reference for Delivery planning reasons
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23. Project file
3. Architecture of the proposed solution
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24. Project file
4. Financially: Business Case
24 | Katleen Assumptions Vandeweyer
& Business Drivers  Financial figures (margin)

25. Project file
5. Key risks & Mitigation
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Risk Mitigation Probability Impact in P&L
Late delivery
penalty
Extra resources
during project:
100k€
20% -20k€
Scope unclear in
this phase
Contingency of
20%
High Contingency
incl. in P&L
1 employee has
all knowledge in
this domain
Train 2 other
employees
Medium -10k€

26. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
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27. Internal organization of Controlling
to comply to this new role
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Partner in projects
& business
development
Transactional
department
Innovative
projects
Non-standard
offers
M&A files
…
Accountancy
Treasury
Tax
Reporting
…
Before: 1 global team  busy periods = Budget, Fcst, Closing,…
Split of the Controlling Team in 2 teams  create focus
Now: 2 rather independent teams

28. Another type of employee
Both are needed…
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Finance oriented
Historical
Exact
What are the figures?
This is it !
Financial expert
Cross-functional
Future oriented
More or less
What’s behind the figures?
How can I help you ?
Internal consultant/partner

29. Innovation & Project controlling
▶ Introduction
▶ From ‘transactional department’ to ‘partner in projects’
▶ Project management & Role of Finance
▶ Example of a project file
▶ Internal organization to comply to this new role
▶ Conclusion
| Katleen Vandeweyer
29

30. Innovation & Project controlling
▶ Finance extends its role
– Traditional ‘transactional’ finance: ‘look back’ to ‘look forward’
– Innovation & project mgmt: ‘partnering’ role
▶ Different steps of the process
▶ Example of a project file
▶ Role of finance
– Bid Team (P&L)
– Project Mgmt Office (neutral, overall view)
▶ Finance organization
– Financial controlling vs Business controlling
– Financial experts vs Internal consultants/partners
Finance has extended its role in the management of innovative projects,
| Katleen Vandeweyer
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due to strong CFO attention, and a dedicated finance sub-team