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Improving the Process of Approval of Large Transaction DealsImproving the Process of Approval of Large Transaction Deals
in the Offshore Department of XYZ Mutual Funds Investmentin the Offshore Department of XYZ Mutual Funds Investment
CompanyCompany
Prepared for XYZ Mutual FundsPrepared for XYZ Mutual Funds
Investment CompanyInvestment Company
July 8, 2014July 8, 2014
Prepared by: Alfredo Garcia
Executive SummaryExecutive Summary
 Offshore Procedures to process Large deal transactionsOffshore Procedures to process Large deal transactions
updateupdate
Issues with current workflowIssues with current workflow
 Takes 50% longer than the Domestic DepartmentTakes 50% longer than the Domestic Department
 Good Order Review is handled fully by department directorGood Order Review is handled fully by department director
 Customer satisfaction with process is 3.5 points out of 5Customer satisfaction with process is 3.5 points out of 5
Benefits and Risks of NewBenefits and Risks of New
ProcedureProcedure
BenefitsBenefits
• Reduces the time by 50%Reduces the time by 50%
• Reduces AML riskReduces AML risk
• Reduces Trade Control riskReduces Trade Control risk
• Increase customerIncrease customer
satisfactionsatisfaction
Risks
• Mid-level management pressure
• Risk oversight issues to meet
time expectancy
• Less managers in the Offshore
Department for review
RecommendationRecommendation
Update the Offshore Procedure to mirror the procedures inUpdate the Offshore Procedure to mirror the procedures in
place in the Domestic Departmentplace in the Domestic Department
 Process of adaptation of new proceduresProcess of adaptation of new procedures
 Perform Blind test scenariosPerform Blind test scenarios
 Procedure goes live for 3 months and then survey (internalProcedure goes live for 3 months and then survey (internal
and external)and external)
 Training for managers and directors (Trainers are membersTraining for managers and directors (Trainers are members
of the Domestic Department management staff.)of the Domestic Department management staff.)
IntroductionIntroduction
This report will show the following:This report will show the following:
 Process of the Domestic DepartmentProcess of the Domestic Department
 Survey results for the process from both departmentsSurvey results for the process from both departments
 Benefits of adapting the Domestic ProcedureBenefits of adapting the Domestic Procedure
 Adaptation process and scheduleAdaptation process and schedule
Domestic Side ProcessDomestic Side Process
 Use of two managers doing the good order reviewUse of two managers doing the good order review
 Steps: 1) Sell order receivedSteps: 1) Sell order received
2) Manager A reviews AML, Manager B reviews2) Manager A reviews AML, Manager B reviews
Trade ControlTrade Control
3) If approved by managers, sent to Director for3) If approved by managers, sent to Director for
final approvalfinal approval
4) Transaction Submitted4) Transaction Submitted
Offshore ProcessOffshore Process
 Steps:Steps:
1) Sell order received1) Sell order received
2) Director performs good order review (AML and2) Director performs good order review (AML and
Trade Control)Trade Control)
3) Director makes final decision3) Director makes final decision
4) Sent to trade desk4) Sent to trade desk
Customer Satisfaction Results SurveyCustomer Satisfaction Results Survey
Benefits and Risks of New ProcedureBenefits and Risks of New Procedure
BenefitsBenefits
 Lessens the amount of time for processLessens the amount of time for process
Domestic Department (longest time)Domestic Department (longest time)
Offshore Department (Fastest time)
Benefits and Risks of New ProcedureBenefits and Risks of New Procedure
BenefitsBenefits
 Minimize Risk of AML and Trade Control violationsMinimize Risk of AML and Trade Control violations
Two extra managers verify the tradeTwo extra managers verify the trade
 Increase approval rating from customersIncrease approval rating from customers
Domestic satisfaction rate is 45% higher for the sameDomestic satisfaction rate is 45% higher for the same
Transaction type due mainly from procedureTransaction type due mainly from procedure
Benefits and Risks of New ProcedureBenefits and Risks of New Procedure
RisksRisks
 Managers pressure from decision makingManagers pressure from decision making
 Risk oversight trying to meet lower time expectancyRisk oversight trying to meet lower time expectancy
 Fewer managers in Offshore DepartmentFewer managers in Offshore Department
RecommendationsRecommendations
 To adapt the process used in the Domestic DepartmentTo adapt the process used in the Domestic Department
 Steps to follow for successful adaption include:Steps to follow for successful adaption include:
1) Training1) Training
2) Testing2) Testing
3) Support Team3) Support Team
4) Review of Process4) Review of Process
Steps for AdaptationSteps for Adaptation
 Training ScheduleTraining Schedule
Steps for adaptationSteps for adaptation
 Testing Mock-Blind Scenarios. Total 200 transactionsTesting Mock-Blind Scenarios. Total 200 transactions
Data collected: Correct, Incorrect, Reasons for Not In GoodData collected: Correct, Incorrect, Reasons for Not In Good
OrderOrder
 Support Team available: Help line and email pointSupport Team available: Help line and email point
 Review of Process: After 180 days conduct a survey ofReview of Process: After 180 days conduct a survey of
satisfaction anonymously internally and external clientsatisfaction anonymously internally and external client
surveysurvey
Internal SurveyInternal Survey
Rate chart: From 1 to 5 (1 being the worst)Rate chart: From 1 to 5 (1 being the worst)
 How comfortable do you feel with the new procedure?How comfortable do you feel with the new procedure?
 Rate your level of confidence with AML?Rate your level of confidence with AML?
 Rate your level of confidence with Trade Control?Rate your level of confidence with Trade Control?
 Rate your level of comfort with the Support Team?Rate your level of comfort with the Support Team?
 Additional Comments:Additional Comments:
Client SurveyClient Survey
Rate chart: From 1 to 5 (1 being the worst)Rate chart: From 1 to 5 (1 being the worst)
 Rate your experience of your latest transaction.Rate your experience of your latest transaction.
 Rate your experience of your prior transactionRate your experience of your prior transaction
 If you rate Question 1 higher than Question 2, please addIf you rate Question 1 higher than Question 2, please add
comments below on reason/scomments below on reason/s
Mission of ChangeMission of Change
 Client SatisfactionClient Satisfaction
 KnowledgeKnowledge
 Good order reviewGood order review
 ComplianceCompliance
ReferencesReferences
Inman, P. (2012)Inman, P. (2012) The GuardianThe Guardian Brazil's economy overtakes UK to becomeBrazil's economy overtakes UK to become
world's sixth largest. Retrieved on July 1, 2014 fromworld's sixth largest. Retrieved on July 1, 2014 from
http://www.theguardian.com/business/2012/mar/06/brazil-economy-http://www.theguardian.com/business/2012/mar/06/brazil-economy-
worlds-sixth-largestworlds-sixth-largest
Morningstar (2014) U.S. Mutual Fund Investment Stewardship SurveyMorningstar (2014) U.S. Mutual Fund Investment Stewardship Survey
Retrieved on June 30, 2014Retrieved on June 30, 2014
http://corporate.morningstar.com/us/documents/MutualFunds/WP_Eqhttp://corporate.morningstar.com/us/documents/MutualFunds/WP_Eq
uity_Stewardship_031914_FINAL.pdfuity_Stewardship_031914_FINAL.pdf
AppendixAppendix
Name: Jane DoeName: Jane Doe
Business: XYZ Mutual Fund Investment CompanyBusiness: XYZ Mutual Fund Investment Company
Location: Short Hill, New JerseyLocation: Short Hill, New Jersey
URL:URL: Mutualfunds@XYZ.comMutualfunds@XYZ.com
Email:Email: JaneDoe@XYZ.comJaneDoe@XYZ.com
Name: John SmithName: John Smith
Business: XYZ Mutual Fund Investments CompanyBusiness: XYZ Mutual Fund Investments Company
Location: San Francisco, CaliforniaLocation: San Francisco, California
URL:URL: Mutualfunds@XYZ.comMutualfunds@XYZ.com
Email:Email: John.Smith@XYZ.comJohn.Smith@XYZ.com

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GEB Final Presentation with Sound

  • 1. Improving the Process of Approval of Large Transaction DealsImproving the Process of Approval of Large Transaction Deals in the Offshore Department of XYZ Mutual Funds Investmentin the Offshore Department of XYZ Mutual Funds Investment CompanyCompany Prepared for XYZ Mutual FundsPrepared for XYZ Mutual Funds Investment CompanyInvestment Company July 8, 2014July 8, 2014 Prepared by: Alfredo Garcia
  • 2. Executive SummaryExecutive Summary  Offshore Procedures to process Large deal transactionsOffshore Procedures to process Large deal transactions updateupdate Issues with current workflowIssues with current workflow  Takes 50% longer than the Domestic DepartmentTakes 50% longer than the Domestic Department  Good Order Review is handled fully by department directorGood Order Review is handled fully by department director  Customer satisfaction with process is 3.5 points out of 5Customer satisfaction with process is 3.5 points out of 5
  • 3. Benefits and Risks of NewBenefits and Risks of New ProcedureProcedure BenefitsBenefits • Reduces the time by 50%Reduces the time by 50% • Reduces AML riskReduces AML risk • Reduces Trade Control riskReduces Trade Control risk • Increase customerIncrease customer satisfactionsatisfaction Risks • Mid-level management pressure • Risk oversight issues to meet time expectancy • Less managers in the Offshore Department for review
  • 4. RecommendationRecommendation Update the Offshore Procedure to mirror the procedures inUpdate the Offshore Procedure to mirror the procedures in place in the Domestic Departmentplace in the Domestic Department  Process of adaptation of new proceduresProcess of adaptation of new procedures  Perform Blind test scenariosPerform Blind test scenarios  Procedure goes live for 3 months and then survey (internalProcedure goes live for 3 months and then survey (internal and external)and external)  Training for managers and directors (Trainers are membersTraining for managers and directors (Trainers are members of the Domestic Department management staff.)of the Domestic Department management staff.)
  • 5. IntroductionIntroduction This report will show the following:This report will show the following:  Process of the Domestic DepartmentProcess of the Domestic Department  Survey results for the process from both departmentsSurvey results for the process from both departments  Benefits of adapting the Domestic ProcedureBenefits of adapting the Domestic Procedure  Adaptation process and scheduleAdaptation process and schedule
  • 6. Domestic Side ProcessDomestic Side Process  Use of two managers doing the good order reviewUse of two managers doing the good order review  Steps: 1) Sell order receivedSteps: 1) Sell order received 2) Manager A reviews AML, Manager B reviews2) Manager A reviews AML, Manager B reviews Trade ControlTrade Control 3) If approved by managers, sent to Director for3) If approved by managers, sent to Director for final approvalfinal approval 4) Transaction Submitted4) Transaction Submitted
  • 7. Offshore ProcessOffshore Process  Steps:Steps: 1) Sell order received1) Sell order received 2) Director performs good order review (AML and2) Director performs good order review (AML and Trade Control)Trade Control) 3) Director makes final decision3) Director makes final decision 4) Sent to trade desk4) Sent to trade desk
  • 8. Customer Satisfaction Results SurveyCustomer Satisfaction Results Survey
  • 9. Benefits and Risks of New ProcedureBenefits and Risks of New Procedure BenefitsBenefits  Lessens the amount of time for processLessens the amount of time for process Domestic Department (longest time)Domestic Department (longest time) Offshore Department (Fastest time)
  • 10. Benefits and Risks of New ProcedureBenefits and Risks of New Procedure BenefitsBenefits  Minimize Risk of AML and Trade Control violationsMinimize Risk of AML and Trade Control violations Two extra managers verify the tradeTwo extra managers verify the trade  Increase approval rating from customersIncrease approval rating from customers Domestic satisfaction rate is 45% higher for the sameDomestic satisfaction rate is 45% higher for the same Transaction type due mainly from procedureTransaction type due mainly from procedure
  • 11. Benefits and Risks of New ProcedureBenefits and Risks of New Procedure RisksRisks  Managers pressure from decision makingManagers pressure from decision making  Risk oversight trying to meet lower time expectancyRisk oversight trying to meet lower time expectancy  Fewer managers in Offshore DepartmentFewer managers in Offshore Department
  • 12. RecommendationsRecommendations  To adapt the process used in the Domestic DepartmentTo adapt the process used in the Domestic Department  Steps to follow for successful adaption include:Steps to follow for successful adaption include: 1) Training1) Training 2) Testing2) Testing 3) Support Team3) Support Team 4) Review of Process4) Review of Process
  • 13. Steps for AdaptationSteps for Adaptation  Training ScheduleTraining Schedule
  • 14. Steps for adaptationSteps for adaptation  Testing Mock-Blind Scenarios. Total 200 transactionsTesting Mock-Blind Scenarios. Total 200 transactions Data collected: Correct, Incorrect, Reasons for Not In GoodData collected: Correct, Incorrect, Reasons for Not In Good OrderOrder  Support Team available: Help line and email pointSupport Team available: Help line and email point  Review of Process: After 180 days conduct a survey ofReview of Process: After 180 days conduct a survey of satisfaction anonymously internally and external clientsatisfaction anonymously internally and external client surveysurvey
  • 15. Internal SurveyInternal Survey Rate chart: From 1 to 5 (1 being the worst)Rate chart: From 1 to 5 (1 being the worst)  How comfortable do you feel with the new procedure?How comfortable do you feel with the new procedure?  Rate your level of confidence with AML?Rate your level of confidence with AML?  Rate your level of confidence with Trade Control?Rate your level of confidence with Trade Control?  Rate your level of comfort with the Support Team?Rate your level of comfort with the Support Team?  Additional Comments:Additional Comments:
  • 16. Client SurveyClient Survey Rate chart: From 1 to 5 (1 being the worst)Rate chart: From 1 to 5 (1 being the worst)  Rate your experience of your latest transaction.Rate your experience of your latest transaction.  Rate your experience of your prior transactionRate your experience of your prior transaction  If you rate Question 1 higher than Question 2, please addIf you rate Question 1 higher than Question 2, please add comments below on reason/scomments below on reason/s
  • 17. Mission of ChangeMission of Change  Client SatisfactionClient Satisfaction  KnowledgeKnowledge  Good order reviewGood order review  ComplianceCompliance
  • 18. ReferencesReferences Inman, P. (2012)Inman, P. (2012) The GuardianThe Guardian Brazil's economy overtakes UK to becomeBrazil's economy overtakes UK to become world's sixth largest. Retrieved on July 1, 2014 fromworld's sixth largest. Retrieved on July 1, 2014 from http://www.theguardian.com/business/2012/mar/06/brazil-economy-http://www.theguardian.com/business/2012/mar/06/brazil-economy- worlds-sixth-largestworlds-sixth-largest Morningstar (2014) U.S. Mutual Fund Investment Stewardship SurveyMorningstar (2014) U.S. Mutual Fund Investment Stewardship Survey Retrieved on June 30, 2014Retrieved on June 30, 2014 http://corporate.morningstar.com/us/documents/MutualFunds/WP_Eqhttp://corporate.morningstar.com/us/documents/MutualFunds/WP_Eq uity_Stewardship_031914_FINAL.pdfuity_Stewardship_031914_FINAL.pdf
  • 19. AppendixAppendix Name: Jane DoeName: Jane Doe Business: XYZ Mutual Fund Investment CompanyBusiness: XYZ Mutual Fund Investment Company Location: Short Hill, New JerseyLocation: Short Hill, New Jersey URL:URL: Mutualfunds@XYZ.comMutualfunds@XYZ.com Email:Email: JaneDoe@XYZ.comJaneDoe@XYZ.com Name: John SmithName: John Smith Business: XYZ Mutual Fund Investments CompanyBusiness: XYZ Mutual Fund Investments Company Location: San Francisco, CaliforniaLocation: San Francisco, California URL:URL: Mutualfunds@XYZ.comMutualfunds@XYZ.com Email:Email: John.Smith@XYZ.comJohn.Smith@XYZ.com