The document outlines the roadmap for transitioning finance processes from a client location to an India team. It involves initial kickoff calls to introduce teams and discuss requirements. Then, there is a migration and planning phase where the processes are mapped, remote access is set up, data transfer methods are determined, and reporting formats are established. A pilot phase tests the processes on sample data to refine procedures and establish benchmarks before the ongoing phase where the full work volume is transitioned.

1. 1. Roadmap to transition Finance processes
1.1. Kick Off Call between India and US Team
The initial kick off call takes place after the management or the account manager of India
team and the management at client location agrees to transition some/all processes. In the
call/email, there are mutual introductions of department heads, process owners and other
team members at both US and India ends. Contact points are established for requirement
gathering of the process, approvals and escalations. Some processes may require initial
training related to software, business practices and accounting procedures of the client. In
the first 1-2 months, these transition calls may be done daily or alternate day or weekly,
depending on the complexity of the accounting and business practices, extent of existing
process documentation and other related factor. There is also a sharing of list of holidays,
work timings among other things. The data transfer and software access modes are
discussed (detailed below).
1.2. Migration and Planning Phase
1.2.1. Requirement gathering and process mapping: Process documentation and the level
of detail are captured are important factors that determine the pace of process transition.
The India team gathers initial requirements by reviewing existing process documentation
such as instruction sheets and reconciliation sheets, existing document templates or
notes provided by client. Often however, client documentation is scarce or not complete.
So the India team builds up AS-IS process map using the documents shared by the
client, discuss the process map with the process owner to understand the gaps and
creates a ‘TO-BE’ process map which may include automation of several processes that
are currently performed manually at client location (for example processing of checks).
Once the requirements are gathered, they are documented as BRD, we call them SOPs
and they are sent to client for approval. Once the requirements are approved after series
of versions etc., they are later used to run the POC of the process.
1.2.2. Remote Access/ Web Accounting Software: Depending on the technology option
chosen, either a remote connection is set-up for accessing the accounting software
hosted in client premises or web access is provided for the online accounting software. If
the client uses existing web based accounting software such as QuickBooks, CLS,
Billingtree etc. then web access is provided by either sharing credentials or creating new

2. login credentials for the process owner in India team of online web based software.
Clients (can) also send weekly or monthly bank statements, credit card statements,
invoices etc. or set-up automated emailing of bank statements to India team.
1.2.3. Transfer of Data: Data can be transferred to India end through various means
depending upon the volume of data, time, ease of use and technology available at client
end. The technology options available for transferring of data are scanned form in
emails, through drop box; upload on our dedicated US server, pick-up from client server
or through document management software. The first three methods are recommended
only when the volume of data is low to medium volume. The remaining three methods
are used in processes that involve high volume of data transfer, multiple sources of data
transfer, and when multiple types of data are used.
1.2.4. Reporting Formats: Different reporting formats either pre-defined by the client or
prepared by India team, for example our team created a template for bank account
reconciliation process which is now highly used and recommended by our clients in the
US. There are other reporting tools that are used to communicate work status, progress
against specific project milestones, highlight issues and meet other client reporting
requirements. These reports can include following: Confirmation reports related to
accounts payable process specially remittance, status reports of processing of checks,
reporting of issues arising during processing of any payment etc., weekly reconciliations
status, month end reporting etc.
1.2.5. Testing of remote access connections for speed, security, timeout issues and other
functional requirements
1.3. Pilot Phase
The objective of the pilot phase is to test the process, to resolve and fine-tune process
related issues and to establish SLA. This provides an opportunity for US end to understand
the procedural activities involved in outsourcing (like scanned checks, bank statements etc.)
and the Indian end to implement the migration plan.
Initially, we will process some sample sets of invoices or bank statements or checks in the
software as per instructions & SOP. This is done to check complexity of the process, fine-
tune existing procedures, and to establish processing speed. This will determine process
review benchmarks such as processing speed, work allocations and also help achieve the
right work-staff skill fit.

3. Team will process sample data in software and could initially raise some clarifications related
to nature of expense, accounts, codes, allocations or some software related issues.
Responses to these queries and our practices questionnaire will be documented at the end
of SOP which will be updated as and when required.
1.4. Ongoing Phase
The feedback generated from the pilot phase is used to assess need for additional training,
corrections in process and staffing changes (rarely). After successful completion of “Pilot
Phase” and resolving of all queries related to processing, the team starts handling complete
regular work volume.