Kurt Salmon White Paper Securities Reference Data Management: A Trend towards Outsourcing? White Paper September 2013
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE About Us Kurt Salmon is a global management consultancy of more than 1,400 consultants in 13 countries across four continents. Our clients are industry leaders who benefit from our deep industry and functional expertise. As a trusted advisor, Kurt Salmon partners with clients to design, and then drive strategies and solutions that make lasting and meaningful impacts. We are committed to delivering measurable results for our clients through execution excellence. Kurt Salmon is part of Management Consulting Group Plc, listed on the London Stock Exchange. 3
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon CONTENTS RESEARCH BACKGROUND... 5 EXECUTIVE SUMMARY... 6 GENERAL INDUSTRY CONTEXT... 7 DEFINITION OF SECURITIES REFERENCE DATA... 8 THE ALTERNATIVE APPROACHES FOR SECURITIES REFERENCE DATA MANAGEMENT... 10 DIVERGENT VIEWS REGARDING THE OPERATING MODELS...12 THE OUTSOURCING OPERATING MODEL: A STEP BY STEP APPROACH...14 THE CHANGING OPERATING MODELS: AN EVOLUTIONARY PROCESS...16 CAN SECURITIES REFERENCE DATA MANAGEMENT BE OUTSOURCED?...18 POSITIONING OF REFERENCE DATA MANAGEMENT SERVICES REGARDING OUTSOURCING... 20 ACKNOWLEDGEMENTS...22
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE RESEARCH BACKGROUND This white paper is part of series of researches on the evolution of securities operating models. Last year Kurt Salmon published the first part of the research, which studied the evolution of the securities operating platforms in general. Next year a study on corporate actions handling will be published. This year the study focuses on the evolution of securities reference data management operating models. In this context, special attention has been given to centralization of the data management processes and to the role of outsourcing. In light of the ever-evolving securities industry, this research has been launched in order to advise financial services companies in the selection of the most adequate operating models and technical solutions and to guide future outsourcers in the set-up and implementation of their new solution. In this white paper, we distinguish on the one hand, custodians - who can be local, multi-country or global - and on the other hand, retail, universal and private banks and asset managers - who provide securities services to their own clients, but can be, at the same time, the (target) clients of custodians. 5
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon EXECUTIVE SUMMARY In the past 20 years, I have been involved in numerous securities reference data management projects. The main objectives of these projects were almost always the same: increase data quality and reduce cost by simplifying the operating model and automating the process. Creating a centralized securities master file was considered to be one of the best practices, but has not always been achieved. Faced with many new challenges in terms of reference data, such as the increasing number of new regulations, endless product innovation and increased competition, trying to achieve a centralized reference data management will become more important. Hence, we can expect a slow but sure evolution towards centralization of securities reference data management. For some companies, the business case is positive today, for others this might not be the case, but it will be in years to come, when systems become outdated and the replacement of legacy systems can no longer be postponed, when the cost of adapting to changing data flows, the implementation costs of new regulations, the increasing operational risk and changes in the available pool of resources, will make the business case for centralizing the process positive. Centralization is only part of the evolutionary change the securities operating models are going through. The trend towards outsourcing is another important aspect. Finally, the best practice for achieving your securities reference data management project is not to go for a revolution, but to evolve to the final model in a step by step approach. Herwig Temmerman Securities Services, Practice Leader 6
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE GENERAL INDUSTRY CONTEXT Securities reference data management is evolving from a necessary and often ignored cost to support operations to a central and vital role within the organization. Financial institutions have to face many new challenges in terms of Reference Data Management: With an endlessly creative market and ceaseless new instruments to manage, financial institutions must be able to integrate and standardize securities reference data. Upcoming regulations and always more and more restrictive compliance rules require reliable and real-time availability, as well as high quality data at all time. Competition within the securities industry reinforces the need to create additional economies of scale within a service that involves labor-intensive processes and highly qualified resources. Growing trading volumes as well as demanding clients regarding data quality and transparency, forces financial institutions to better manage their risks (operational, reputation,...) while reducing operating costs at the same time. In an automated world where STP is the golden rule, organizations cannot afford inconsistencies, incomplete or inaccurate reference data that will generate internal failure. In the last two to three years, we have noticed new trends in terms of reference data management. They have impacted the way financial institutions want or would like to handle their securities referential: There are more and more departments using securities reference data, where in the past their usage was limited to specialists. As a consequence, reference data must be shared by several business units and databases must be interfaced with even more (legacy) systems. With a broad range of data feeds available on the market and an obligation to provide high quality data, organisations try to perform some cleansing, scrubbing to finally get a Golden Copy, but all these implemented rules also have an underlying cost. Cloud or Big Data has become THE hot topic and as part of the data management analysis, the securities reference databases are also included in the overall company strategy. 7
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon DEFINITION OF SECURITIES REFERENCE DATA Today we commonly use the terms Reference Data, Securities Referential or Securities Data base management to reflect the willingness to properly handle the static and the dynamic data linked to financial instruments. In this study the terms Reference Data, Securities Referential or Securities Database management refer to the collection, verification, cleansing and validation of data on securities Picuture 1 (Autre version): required for the processing of securities transactions and management of securities positions. This includes: Static Data Securities Identifiers ISIN Codes, Sedols, Cusips, Tickers Financial Instruments Definition Dynamic Data Pricing Data End of Day, Delayed, Real-Time, FX Rates Tax & Risk Data Tax and risk data linked to the financial instrument Participant Data Counterparties for securities transactions Name, Interest rate, Issue date, Currency Corporate Data Ratings, economic sector data, alpha, beta It is important to note that corporate action data is not included. Page 2 Kurt Salmon Private and confidential, not for distribution 8
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE THE CASINO WINNING ROULETTE Securities reference data management best practices Casino reference data management: Reference data is used everywhere (front, middle and back), decentralized (multiple systems and processes) and rely on manual operations to scrub, update and maintain data Internal systems are typically developed/implemented per product line or business silo, each containing their relevant instrument, client and other reference data Data is inconsistent, incomplete or inaccurate Lack of reference data standards Multiple legacy systems and different technologies make central data dissemination difficult to achieve Multiple data vendors are used by different departments within the organization As a consequence risk of errors are significant Implement the winning roulette in 5 steps in order to better manage your risk of losing and in order to achieve economies of scale: Standardization of security information, i.e. one security master file Standardization of data elements, e.g. single set of prices held centrally for a security Uniform approach to money market issuance Automatic code allocation service to appropriate instruments eligible on a single platform Automatic opening of new instruments Centralized processing 9
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon THE ALTERNATIVE APPROACHES FOR SECURITIES REFERENCE DATA MANAGEMENT Different operating models are in usage today. We have identified 6 operating models: Individual Securities Referential Each Department or Business Unit has its own securities reference database and some Departments or Business Units use more than one securities referential Picture 2 DEP 2 DEP 1 REF 1 DEP 1 REF 1 DEP 2 REF 2 REF 1 Against the trend DEP 1 REF 2 REF 1 DEP 1 DEP 2 DEP 3 A Market Utility feeding part of a common securities referential for all the Departments or Business Units of an entity Market Utility 6 1 2 REF 2 DEP n Some securities referentials are shared by different Business Units or Departments, but not all DEP 1 DEP 2 REF BPO 5 4 3 REF 1 DEP 2 DEP 1 DEP n Business Process Outsourcing: an external securities referential for all the Departments or Business Units of an entity DEP 1-A Challenging REF A+B DEP 2-A DEP n One securities referential for all Departments or Business Units DEP 1-B DEP 2-B One consolidated securities referential for two or more Institutions (Institutions A and B) and used by their respective Business Units/ Departments Collective solution / joint venture Page 5 Kurt Salmon Private and confidential, not for distribution 10
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Current Model 1 The Individual Securities Referential 2 Pragmatic Centralized Securities Referential 3 Centralized Securities Referential 4 Collective Solution / Joint Venture 5 Outsourcing of the securities referential 6 Securities referentials relying partially on an industry wide initiative Description In this model each Department or Business Unit has its own securities reference database and some Departments or Business Units use more than one securities referential Model 1 is against the trend and inefficient: costs can be reduced, data quality increased and operational risk diminished Kurt Salmon recommendation: companies who have not yet done so should analyze possibilities to move to a more pragmatic model, ideally a centralized model. The possibility to externalize the process should be considered as well. In this model some securities referentials are shared by different Business Units or Departments, but not all of them. Model 2 is a pragmatic model, i.e. the processes are not efficient but there is no business case to move to a more centralized model and/or outsourcing the process. Efficiency can be improved: costs can be reduced, data quality increased and operational risk diminished Kurt Salmon recommendation: Is your business case up to date? Have all elements been taken into account, i.e. Cost of maintenance of existing systems Cost of adapting systems to changing data flows Cost of implementation of new regulations Operational risk Staff and know how evolution The possibility to externalize the process should be considered as well. In this model one securities referential is used by all Departments or Business Units Model 3 is a best of breed operating model Kurt Salmon recommendation: analyze if further efficiency gains can be achieved, e.g. Monitoring of data vendor feeds usage Cost/benefit analysis of scrubbing process The possibility to externalize the process or to offer insourcing services should be considered as well. In this model one consolidated securities referential is used by the Business Units/ Departments of two or more Institutions (Institutions A and B) Model 4 is a challenging operating model, used in France for example, but currently non-existent in the Benelux area, although some universal banks might move or want to consider moving in that direction Kurt Salmon recommendations: Only consider moving to this model if you have already strongly centralized your securities reference data management Consider maximizing membership in order to achieve economies of scale In this model an external partner provides securities reference data services to all Departments or Business Units of an entity This will probably be the most common model in the future Different types of outsourcing models exist and are further explained on page 14. In this model a Market Utility is feeding part of a common securities referential for all the Departments or Business Units of an entity This is a model that could emerge, in particular on an European level Kurt Salmon recommendation: No action to be taken by data users Data or service providers might consider doing an opportunities analysis Future Model Model 2, ideally 3 or maybe 5 Model 3 or maybe 5 Maybe model 5 or provision of insourcing services Additional Participants Crossborder expansion Globalization 11
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon DIVERGENT VIEWS REGARDING THE OPERATING MODELS Pragmatic approaches and integration software Most actors currently adopt a model that is often a combination of an individual securities referential and a pragmatic centralized model. For some of the interviewed companies replacing the legacy securities master file is not considered to be an option. The main reason being that the old database is still running fine at a totally depreciated cost and is so well integrated with the technical architecture of the company that replacing this might be opening Pandora s Box. In order to improve the process some actors opt for the selection and implementation of integration software. Such a solution is used to map the vendor data that is subsequently loaded into the legacy securities master file. The main driver for the adoption of such a «middleware» solution is to increase efficiency and decrease cost of having to map the continuously changing data feeds. Some of the interviewed companies consider this to only be a half solution. It does not solve the issue of modernizing, centralizing and, potentially, outsourcing the process. Centralization of securities referentials All interviewed companies agree that the data vendor procurement process should be centralized, but only two thirds of them agree to the possibility of the creation of a centralized securities reference database. Some of the interviewed companies specifically believe different databases are required for front office and back office processing. Sometimes centralization may not be possible due to the fact that used reference data is too integrated with the processes of clients on a specific market. Various interviewed companies mentioned that the degree of centralization that can be achieved depends on the size of the company and the related economies of scale that can be realized. It also depends on the cost of the operational model currently used, which can have a positive or negative impact on the business case of a centralization project. 12
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Joint ventures In the Benelux market, no securities reference data management joint ventures could be identified. However, on the French market, this type of joint ventures does exist, although they are often part of a transaction processing hub solution. The interviewed retail, private and universal banks do not exclude the possibility of more of these joint ventures emerging in the future. For custodians, securities reference data management is part of their core business. Joint ventures among competitors are considered to be highly unlikely. Outsourcing None of the interviewed companies believe that outsourcing could not be an efficient model. The majority even believes it is the model of the future. However, some retail, private and universal banks do not think that the model would be the best model for their own operations. The main reason for this is that they have invested in the optimization of processes in the last decade and that consequently, there is currently no business case to further invest in this domain. Custodians - who can be local, multi-country or global - will not outsource the securities reference data management process given it is a key part of their business. However, global custodians have often set up offshore centers to manage part of the data. Cost containment is one of the reasons why this has been done, but another, as important factor is assuring, as much as possible, a 24/24 service, preferably by setting up a follow the sun model. Custodians could consider further developing their in-sourcing capabilities in the securities reference data management area. However, for the interviewed companies this does not seem to be a top priority. In particular, the issue of responsibility in case of errors and contractual issues with data vendors are mentioned as the main reasons why the offering of this type of services is not so obvious. Market utilities Very few actors believe in the feasibility and the benefit of a market utility, in particular on a national level. On an international level it is recognized that this could bring important benefits, but it is still a far-fetched idea, although, if T2S becomes a success, one day this could become a reality on a European level. The market utility would, however, only partially respond to the data needs. Enterprise specific needs would still have to be handled individually. 13
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon THE OUTSOURCING OPERATING MODEL: A STEP BY STEP APPROACH Picture 3 External aggregation ASP External aggregation & Control BPO Business Process Outsourcing Internal Process External Partner Data vendor 1 Control DEP 1 Data Vendor 2 External SMF REF 1 Data vendor 3 DEP n Data vendor 1 Control DEP 1 Data Vendor 2 External SMF REF 1 Data vendor 3 DEP n Data vendor 1 Control DEP 1 Data Vendor 2 External SMF REF 1 Data vendor 3 DEP n Data vendor 1 Control DEP 1 Data Vendor 2 External SMF Data vendor 3 DEP n DEP 2 DEP 2 DEP 2 DEP 2 Companies are often reluctant to outsource the management of reference data. Indeed, the Page 7 Kurt Salmon Private and confidential, not for distribution process is not without risk. This is probably why in our market analysis we observed that externalization is often an evolving process. Only when a first step of externalization has been successful and a certain level of confidence has been achieved, a next step in the process is being implemented. Four main steps can be distinguished: 14
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Step 1: External aggregation In this first step only the aggregation of data from different sources is externalized. The outsourcing party still wants to control internally the collected and, sometimes, cleansed data. The external aggregated data is copied in an internal database and controlled before distributed internally to the different business units and departments. Step 2: External aggregation and control - ASP (Application Service Provider) In the second step the outsourcing party still wants to control internally the data, but agrees to do this in the application of the external partner. Step 3: External aggregation and control - BPO (Business Process Outsourcing) The next step is the delegation of control of the data to the insourcing party by the outsourcing partner. The operational process is now completely externalized. However, the aggregated and controlled data is still being copied in a central database at the outsourcing party before being distributed internally. This way it remains possible to return to the previous operating model if things would go wrong. Step 4: Business Process Outsourcing In this step the outsourcing party decommissions its internal database and distribution network and agrees that the external partner sends the data directly to the different business units and departments. 15
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon THE CHANGING OPERATING MODELS: AN EVOLUTIONARY PROCESS The changing operating models: an evolutionary process There is an evolution of operating models towards more centralization and externalization. In general this is a slow process, because in most cases the process goes through different stages. The «spaghetti» network (model 1) is optimized and evolves towards a «pragmatic» centralization model (model 2). BPO 6 5 1 4 2 3 If not immediately, in the medium to long term, the business case for more centralization will become positive because legacy systems have to be replaced sooner or later and the cost of adapting inefficient processes to ever faster changing markets and regulations continues to increase until complexity reaches a tipping point and becomes counterproductive. After centralization of the process, creating a joint venture with other players on the market (model 4) could be an option. The more likely evolution is, however, towards an externalization of the processes (model 5). As seen in previous chapter, the externalization itself often goes through different stages from aggregation of data only up to complete business process outsourcing. Page 8 Following chart shows the relative positioning of the different companies interviewed in this evolutionary process. Some companies have plans to change their operating model. Others are satisfied Kurt Salmon Private with and their confidential, current not for distribution model and have no plans to change it at this stage. 16
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Picture 5 Companies interviewed that intend to change their model 1 1 3 1 1 Companies interviewed and with no intention to change their current model 1 1 2 3 1 3 Individual Pragmatic Centralised External aggregation External aggregation & control Business Process Outsourcing : Number of companies : Plan to evolve model towards Page 10 Kurt Salmon Private and confidential, not for distribution 17
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon 18 CAN SECURITIES REFERENCE DATA MANAGEMENT BE OUTSOURCED? 7. How to define what is important for your busin In «Business Process Outsourcing, the Competitive Advantage», Rick L. Click and Thomas N. Duening what present can outsourcing be outsourced decision model. The model _PICTURE has three dimensions: 6 productivity, cost and In mission «Business criticality. Process The following Outsourcing, illustration the Competitive summarizes the Advantage outsourcing», Rick decision L. Click matrix and Thom suggested: an outsourcing decision model. The model has three dimensions: productivity, cost and m (Source: Rick L. Click and Thomas N. Duening, Business Process Outsourcing. The competitive advantage. John Wiley & Sons Inc., 2005, pp. 60-64) Type 1: Processes t are difficult to out highest levels of the Outsourcing Decision Matrix Type 2: Prime can HIGH are maintained throu Page 11 Cost LOW Lo Lo LOW 8 High Cost / Low Productivity 6 2 Mission Criticality Low Cost / Low Productivity Mission Criticality 5 7 Hi Hi Lo Lo High Cost / High Productivity Mission Criticality Low Cost / High Productivity Mission Criticality 3 Hi Hi HIGH Type 3: Unattract provide competitive identified Type 4: Low cost pr outsource, event outsourcing if produ cost can be furthe process to low cost c Type 5: Good can mission criticality m There are techniqu outsourcing mission important, as is pote Type 6: The mos productivity, low mis Type 7: Not worth company can iden services Type 8: Low cost Productivity mission criticality, a = Potential outsourcing candidates permitting the orga process of externaliz Kurt Salmon recommends the streamlineing of processes during the outsourcing project Kurt Salmon Private and confidential, not for distribution 4 1
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Type 1: Processes that are high on each of the three dimensions are difficult to outsource. Type 2: Prime candidate for outsourcing, if productivity levels are maintained throughout the transition process and afterwards. Type 3: Unattractive candidate, unless partners who can provide competitive advantages over the internal unit are identified. Type 4: Low cost processes with high productivity are difficult to outsource, even if not mission critical. Only candidate for outsourcing if productivity can be maintained or increased and cost can be further decreased by, for example, moving the process to low cost centres offshore. Type 5: Good candidate for outsourcing, even though the high mission criticality makes the outsourcing decision more difficult. There are techniques for limiting a firm s risk exposure to outsourcing mission-critical functions: e.g. choice of vendor is important, as does the potential for backup and recovery. Type 6: The most likely to be outsourced (high cost, low productivity, and low mission criticality). Type 7: Not worth considering for outsourcing unless the company can identify a provider with strategically dominant services. Type 8: Low cost processes that are low in productivity and mission criticality are a good first candidate for outsourcing permitting the organization to become acquainted with the process of externalization. On the following page, we summarize where the different companies interviewed are positioned regarding securities reference data management in the outsourcing decision matrix, making a distinction between universal, retail and private banks and global custodians. Cost has been measured by the number of persons required to manage the data. Cost does not include vendor cost, because whatever scenario, vendor cost remains constant, although sometimes discounts can be obtained when contracts are negotiated on group level. System costs have not been taken into account. Productivity is measured by the number of financial instruments managed per person. 19
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon POSITIONING OF REFERENCE DATA MANAGEMENT SERVICES Positioning of securities reference data management REGARDING picture 7 OUTSOURCING Outsourcing Decision Matrix HIGH 6 5 1 High Cost / Low Productivity High Cost / High Productivity 6 2 Cost Lo Mission Criticality Hi Lo Mission Criticality Hi Low Cost / Low Productivity 7 4 Low Cost / High Productivity 3 3 LOW Lo 8 Mission Criticality Hi Lo 4 Mission Criticality Hi LOW Productivity HIGH n Page 12 = Potential outsourcing candidates = Number of actors Kurt Salmon Private and confidential, not for distribution Universal/Retail/Private banks Multi market global custodians Securities reference data management is considered to be highly critical for the business of custodians. The required investments are made to achieve low cost and high productivity. Consequently, outsourcing is not recommended. For retail, private and universal banks not active in the asset servicing business, outsourcing the securities reference data management process should be considered (6 of the interviewed companies). Some institutions have investigated significantly in the centralization of their securities reference data management (4 of the interviewed companies). For these companies there is currently probably no positive business case to outsource these processes. They could even consider to provide securities reference data management insourcing services. 20
INEUM Kurt Salmon 24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE Productivity Following relationship between productivity and the non-outsourced operating model used (models 1, 2 & 3) could be identified: High Productivity 4 Model 1 Model 2 Model 3 Model 4 Model 5 Model 6 1 2 1 Model 1 Low Productivity Universal/Retail/Private banks n = Number of actors Page 13 Centralized securities reference data management permits to achieve a significant higher productivity. Kurt Salmon Private and confidential, not for distribution 21
24, rue Salomon de Rothschild - 92288 Suresnes - FRANCE INEUM Kurt Salmon Acknowledgements A very special Thank You goes to all of the financial institutions and service providers who contributed to our research and for their participation in this survey. For reasons of confidentiality, it was preferred not to mention the names of the financial institutions interviewed. 22
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