IMA Presentation: Accounting & Finance Technology Update November 17, 2015

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1 IMA Presentation: Accounting & Finance Technology Update November 17,

2 IMA Presentation: Accounting & Finance Technology Update Table of Contents Content Page Presentation Agenda & Overview Technology Options- Ever Expanding Menu 3 Cloud-Based Application & Infrastructure Service Offering Definitions 6 Data Service Offering Definitions & Options 11 Organizational Size Considerations 16 Complexities & Best Practices Associated with Today s Technology Models 20 Question & Answer Session 26 Experis Contact Information 27 2

3 Technology Options- Ever Expanding Menu 3

4 Technology Options Available 2-3 Years Ago (Ownership-Based) Purchase Plug-n-Play Accounting Package Bookkeeping Check Printing ERP (Enterprise Resource Planning)Application Data Conversion versus No Data Conversion Interfaces The more the merrier COMFORT FOOD ERP plus CRM (Customer Relationship Management) Application ERP (plus CRM) Application plus Reporting Tool Direct Database Access Infancy Stage of Data Warehouse Some Hosting Solutions Available- One Size fits all Upgrade Existing Application(s) IMA Presentation: Accounting & Finance Technology Update Pay Additional Maintenance and Support ( Keep what we have ) 4

5 Technology Options Available Today (Subscription-Based) Business Application Ownership (or Hosted Platform(s)) ERP Treasury Pooling & Netting CRM HCM Supply Chain & Distribution Data Warehouse more Mature and Menu-Based SaaS (Software as a Service) IaaS (Infrastructure as a Service) including up to ITaaS (Information Technology as a Service) PaaS (Platform as a Service) DaaS (Data as a Service) IMA Presentation: Accounting & Finance Technology Update Any Hybrid of Solutions 5

6 Cloud-Based Application & Infrastructure Service Offering Definitions 6

7 IMA Presentation: Accounting & Finance Technology Update Software as a Service (SaaS) Access is Subscription-Based Over the Internet (ERP Anywhere; On- Demand Availability) Total Application Concurrent versus Names Users Module-Specific Multiple Assigned Cloud Space Offerings (Application and Data) Public Private Hybrid Should require a TCO (Total Cost of Ownership) Analysis considering Application Implementation and On-Going Maintenance IT Infrastructure Costs (On-Time and On-Going) Service Agreement Drives Everything in the Client and Service Provider Relationship Supply Chain Impact Could Be Direct and/or Indirect (Risk Consideration) Internal Controls require an SSAE #16 SOC 1 Report if Client if Public (Especially required To be SOX Compliant) 7

8 IMA Presentation: Accounting & Finance Technology Update Infrastructure as a Service (IaaS) Vendor Responsibilities are usually Security, Operation, and Maintenance/Support of Hardware Resources Infrastructure Levels Can Vary Based On Client Requirements and/or Value Proposition Network Management Infrastructure and/or Storage Hardware (including Data Center) Help Desk and User Support Functions For Start-Ups, Can Be Affordable But Requires Close Monitoring (Typically Year-to-Year Service Agreements); Once Size Crosses Certain Levels the Economic Benefits Begin to Decrease Variable Agreements and Client Console Allow Flexibility to Size Up or Down Resources Based on Need (Virtual Provisioning); Some Agreements can be Time Based (or Service Level Agreement) Access Cloud Computing Resources via Internet (Bandwidth and Speed availability depends on International, Regional and Local Providers); Lines/Accountability blur if Service is slow/unreliable Software (Operating System and Network Provisioning) Licensing 8 need to be considered in the Vendor Service Agreement

9 IMA Presentation: Accounting & Finance Technology Update Platform as a Service (SaaS) Usually considered by IBM and Similar Providers as the Layer Between SaaS and IaaS Usually Comprised of Operating Systems & Some Network Support Functions Integration Components Middleware and Other Facilitation Architecture Tools Business Process and/or Workflow Tool Management SharePoint (or Other Collaboration Tool) Platforms Database and Data Warehouse Services (including Dashboard and/or Reporting Views ) Development Support Considerations- Can Provide Offsite, Vendor- Supported Environment for Building and Developing Web Software Internet-Based Applications Intranet-Based Applications Service Options Public-Managed Private-Managed Hybrid 9

10 IMA Presentation: Accounting & Finance Technology Update 10

11 Data Service Offering Definitions & Options 11

12 On-Premise Data Residence IMA Presentation: Accounting & Finance Technology Update Client Owns ALL Aspects of the Data User Security and Access (Internal and External Requestors) Data Policies including Data Archiving Redundancy & Disaster Recovery Database and/or Data Warehouse Management o Data Definitions across Multiple Applications/Databases o Data Taxonomy and Relationships o Dashboards and Business Intelligence Tools Accountability & Span (potentially including Internal Controls) of Control is Greatest Still Vulnerable in Terms of Employee Awareness & Handling of Sensitive Data Can Cost More in Long-Run from Resources Required to Maintain Internal Infrastructure (Even in Virtual Server Scenario) The Longer You Wait to Migrate to Cloud Increases Difficulty & Complexity 12

13 Cloud Data Residence IMA Presentation: Accounting & Finance Technology Update Client Owns Only CERTAIN Aspects or NONE of the Data (as Dictated by Service Level Agreements with Vendor(s)) User Security and Access (Internal and External Requestors) Data Policies including Data Archiving Database and/or Data Warehouse Management o Data Definitions across Multiple Applications/Databases o Data Taxonomy and Relationships o Dashboards and Business Intelligence Tools Can Offer Cost-Effective Options (You Pay for What You Use) Access & Availability Technical Resources (Personnel & Hardware) Access Over Internet can Improve Remote Availability Degree of Cybersecurity Protection depends on Vendor 13

14 On-Device Data Residence IMA Presentation: Accounting & Finance Technology Update Data is Downloaded/Refreshed to Personnel Devices Highest Cost Option and Is Not an Overall Strategy on it s Own (You Would Still Require Same Infrastructure as in Previous Two Scenarios) Security Prevents One Data Push Strategy (ie. Personnel Would Only Get Certain Data Elements) Amount and Time Period of Historical Data Requires Larger, Dedicated Devices Benefit is Usually Real-Time, virtual access to data Data Update/Replication over Cellular is Expensive Dashboard & Reporting Representation can be Limited (especially with Smartphones) Higher Risk of Unauthorized Access to Sensitive Data Can Lose Firewall & Cybersecurity Protections 14

15 Apache Hadoop- Large Data Sets (Cross-Platform) Open-Source Java Software Framework IMA Presentation: Accounting & Finance Technology Update Large Data Sets on Multiple Computer Clusters across Multiple Hardware Components (Networks, Hardware, and Software) Distributed Resourcing (Hadoop Distributed File System) Configuration for Optimization can be Extensive (and Require a Longer, strategic Planning Cycle Prior to Implementation) Leverages Bandwidth Routing of Nodes and Remote Call Procedures Processing/Resourcing Protocols/Rules (Looks for Servers Closest to the Referenced Data) Storage (Logical Blocks ) Job and Task Tracking (Job Scheduling and Performance Monitoring) Fair Scheduler (by Facebook)- Capacity is Assigned by Pools of Jobs 15

16 Organizational Size Considerations 16

17 IMA Presentation: Accounting & Finance Technology Update Organizational Size to Technology Infrastructure Relationships There is a Relationship BUT It is not What You Would Expect Larger Public & Private Enterprises o More Internal IT Infrastructure Residual o Service-Provider Relationships Usually Longer-Term o Data Warehouse (including Analytics) Remains Internal o Higher Number of Internal & External Interfaces Under Company IT Management o Fewer Legacy Hardware, Infrastructure, & Systems Sunset Moderate to Smaller Public & Private Enterprises o Less Existing IT Infrastructure Residual (Addressing New Needs & Little Existing Infrastructure) o Service-Provider Relationships Usually Trial Prior to Longer- Term o Data Resides on Cloud except for File Share o Few Interfaces versus Looking for All-Inclusive Service Providers o Attempt to Sunset Majority of Existing Assets & Services 17

18 IMA Presentation: Accounting & Finance Technology Update Organizational Structure/Size to Software Relationships There is a Relationship AND It is What You Would Expect Larger; Public Companies o ERP- Oracle, SAP, Netsuite, Hyperion, Workiva (webfilings) o HRIS- PeopleSoft, Workday, ADP Web &/or Interface o Ancillary- Analytics, Cost Management, Supply Chain, Concur (T&E Management Software), Warehouse, Distribution & Logistics, Sales Compensation, Consolidations, Segment Mid-Size; Public Companies o ERP- Microsoft Dynamics Suite,, JD Edwards, Intacct o HRIS- ADP Web, Benefits Focus o Ancillary- Limited Analytics & Cost Management Smaller Cap; Public Companies o ERP- Epicor, Sage, Infor, Lawson, QAD o HRIS- ADP Web, Ceridian Web o Ancillary- Warehouse, Salesforce, Complete Cycle Packages (Order-to-Cash & Purchase-to-Pay) 18

19 IMA Presentation: Accounting & Finance Technology Update Organizational Structure/Size to Software Relationships (cont.) There is a Relationship AND It is What You Would Expect Private Companies in General o ERP Applications are Usually Module-Specific Versus All- Inclusive; Engagement & Decision Usually Related to Maintenance & Supportability Issues of Existing Hardware &/or Software o More Legacy Systems Usually Exist After a SaaS Migration (including Home-Grown Systems) o Existing Internal IT Headcount Usually Remains to Support Remaining Legacy IT Infrastructure o Usually Related to Tax as the Main Regulatory & Compliance Requirement versus Enterprise Accounting Support o Consolidation Process Manual o Trend is More Towards Customer-Support versus Vendor- Support (including Supply Chain Enablement) o Service-Providers Tend to be More Regional & Local versus Global 19

20 Complexities & Best Practices Associated with Today s Technology Models 20

21 Client-Side Risks & Complexities IMA Presentation: Accounting & Finance Technology Update Requires Agility to Modify Existing Business Processes to Fit Service Provider/Application Requirements (Client Losses Some Level of Control) Only Slight Reduction in Implementation Cycle Time and Costs Master Data Files Still Require Analysis and Cleansing Interfaces Still Have to Be Considered and Required to Fit to the Service Provider Schema Proof-of-Concept and User Acceptance Testing Still Have to Occur (including Documenting Results for External Audit) Could Actually Increase Cost- Tendency to Build Redundancy & Duplicate Infrastructure/Services (especially when Multiple Service Providers are Involved) Could also Miss Coverage (Purchase Geico?) IT Can Become a Silo Approach versus a Team Effort 21

22 Client-Side Risks & Complexities (cont.) IMA Presentation: Accounting & Finance Technology Update Real Estate (Responsibilities) Become Blurred Between Service Provider(s) & Client User Security, Privileges, & Workflow Interface Component Location & Management Business Continuity & Disaster Recovery Plans Application of Service Packs & Maintenance Management of IT Support Issues (including Application & Database Maintenance & Support) Dashboards, Business Intelligence, & Reporting Interface & Representation Between Multiple Vendors Servicing the Entire IT Infrastructure Downtime & Responsibility for Resolution Vendor Contractual Inflation Adjustments Can Out Weigh Actual Client Costs (if Services were Internal) Left with Hardware, Software, &/or Infrastructure Assets 22

23 IMA Presentation: Accounting & Finance Technology Update Cloud-Technology Service Model Best Practices Begin with the End in Mind Diagram out the Final IT Infrastructure o Develop the Technology Roadmap including Outsourcing Develop Options & Document Cost/Benefit Model Determine Real Estate Between Client & Service Provider(s) Cybersecurity Protection (including PCI Standards) Obtain Senior & Mid-Level Management Consensus Negotiate & Confirm Vendor Service Level Agreements Map Vendor & Internal Service Against Final IT to identify Gaps Implement Internal & External Monitoring Mechanisms Avoid Long-Term Commitments with Service Providers (Unless Necessary from a Sunk or On-Going Cost Perspective) Always Require Independent Control Attestation Reports (SSAE #16, SOC 1 Reports) Client Still Has to Obtain & Review at Least on an Annual Basis 23

24 Treat Evaluation as an Annual Exercise versus One-Time Decision Cost-Benefit Analysis Service Level Analysis & Provider/Vendor Responsiveness o o Involve User Community in Service Provider Evaluation Service Provider Survey Availability Service Provider/Vendor Agility & Flexibility Alternate Service Providers/Vendors Considers Long & Short-Term Enterprise Strategy o o o o IMA Presentation: Accounting & Finance Technology Update Cloud-Technology Service Model Best Practices (cont.) Organic & Market Growth Acquisitions Divestitures Domestic versus International Operations/Growth Strategy; Tied to Service Provider/Vendor Global Presence & Service Offering Availability Board of Director & C-Suite Engagement Back-Up Service Provider Planning (&/or Sunsetting ) Recovery Point Objective Recovery Time Objective 24

25 IMA Presentation: Accounting & Finance Technology Update Cloud-Technology Service Model Best Practices (cont.) Understand How SaaS Provider Addresses Customizations Direct Code Trees & Custom UIs (User Interfaces) Direct &/or Indirect Code Extensions Metadata Layer Application Upgrade & Patch Release Applications Maintenance & Support Impacts GET IT IN WRITING IN THE AGREEMENT Service Sharing with Related & Unrelated Parties Joint-Venture Partners Public Cloud Environments International Operations & Governments Targeted Service Responsibility Support Variable & Fixed Cost Sharing Introduces Additional Third-Party Certification Complexities 25

26 Questions or Comments? 26

27 IMA Presentation: Accounting & Finance Technology Update Experis Contact Information Bob Mellgren Senior Engagement Manager, Risk Advisory Services & Business Systems Support Mobile:

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