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The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 4/12/2016
The Case for Outsourcing Accounts Payable
Presented by Lynn Belletti BNY Mellon Transaction Processing Director
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 2 4/12/2016
The world is changing. How will you respond to the new pressures of regulatory controls for both the U.S. and non - U.S.environments?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 3 4/12/2016
The world is changing. How will you respond to a shrinking global environment? Do you need international currency and language capabilities?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 4 4/12/2016
The world is changing. We are slowly emerging from a difficult economic environment. Do you need to contribute to the bottom line in your organization?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 5 4/12/2016
Quick Question:
What has affected Accounts Payable?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 6 4/12/2016
The Case for Outsourcing Accounts Payable
• 1099/1042S Reporting & Withholding
• Graham-Leach-Bliley 1999
• Sarbanes-Oxley 2002
• Patriot Act 2001
• OFAC 2003
• UK Anti-Bribery act
• Sales & Use Tax, VAT, GST, PST
• Escheat Laws
• Globalization
Quick Question:
What has affected Accounts Payable?
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 7 4/12/2016
All of this has made AP more than just a simple back office function
The Case for Outsourcing Accounts Payable
• 1099/1042S Reporting & Withholding
• Graham-Leach-Bliley 1999
• Sarbanes-Oxley 2002
• Patriot Act 2001
• OFAC 2003
• UK Anti-Bribery act
• Sales & Use Tax, VAT, GST, PST
• Escheat Laws
• Globalization
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 8 4/12/2016
So why outsource?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 9 4/12/2016
So why outsource?
Because no one can do it all.
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 10 4/12/2016
Our Story:
BNY Mellon operates in 35 countries We process Accounts Payable and Travel & Entertainment in 25 countries • 14 locations have some regulatory control for outsourced processing • 13 locations have data privacy legislation • 12 locations have some local regulatory notification or approval processes
We process in 19 local currencies • 10 different local languages are used for invoices and receipts • We deal with 23 different types of ‘tax’ related to invoice processing including four
countries where withholding is part of the tax compliance requirements
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 11 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 12 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance? Staffing Cost – We are all challenged today to do more with less. Is your staff already running thin?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 13 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance? Staffing Cost – We are all challenged today to do more with less. Is your staff already running thin? Technology – Do you have access to e-Invoicing solutions? Scanning? Automated workflows? OCR?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 14 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance? Staffing Cost – We are all challenged today to do more with less. Is your staff already running thin? Technology – Do you have access to e-Invoicing solutions? Scanning? Automated workflows? OCR? Strategic Goals – What is your company’s core competency? Are you just paying bills or are you able to contribute to your company’s bottom line?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 15 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance? Staffing Cost – We are all challenged today to do more with less. Is your staff already running thin? Technology – Do you have access to e-Invoicing solutions? Scanning? Automated workflows? OCR? Strategic Goals – What is your company’s core competency? Are you just paying bills or are you able to contribute to your company’s bottom line? Globalization – Does your company have dealings outside of the U.S. where currency, taxes and language represent difficult challenges?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 16 4/12/2016
Expertise – Regulatory pressures and anti-corruption and fraud requirements have grown significantly. Do you have in-house knowledge to ensure your compliance? Staffing Cost – We are all challenged today to do more with less. Is your staff already running thin? Technology – Do you have access to e-Invoicing solutions? Scanning? Automated workflows? OCR? Strategic Goals – What is your company’s core competency? Are you just paying bills or are you able to contribute to your company’s bottom line? Globalization – Does your company have dealings outside of the U.S. where currency, taxes and language represent difficult challenges? ‘Big Data’ – Is your management asking for data on what they spend? Is your vendor master file consistent? Do you need to ensure consistency in what is input across your business units?
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 17 4/12/2016
So maybe you need to outsource?
Because you can do it all.
The Case for Outsourcing Accounts Payable
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 18 4/12/2016
Do Your Homework:
Preparation is Essential
• Know your processing costs – staff, system and operational costs
• Know your key volumes – for invoices, expense reports and payments,
locations, languages and currencies
• Identify your requirements – what processes do you want to outsource?
Invoice processing? Accounting? Tax compliance?
• Identify your key stakeholders – your management, your key business
partners in tax, HR, technology, compliance & risk
• Identify the key business process outsourcers and their capabilities
• Understand your regulatory environment – what approvals are needed for
processing at an outsourced provider? Or storing data outside of your own firewall?
Or outside of the originating local area?
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 19 4/12/2016
Start Your Project:
Preparation is Essential
• Gain your management’s backing
• Document your expected benefits – draft your business case
• Engage with your organization’s procurement team – ensure that proper
confidentiality agreements are in place
• Identify your key team – what other areas need to be involved in your project?
• Document your requirements – ensure that you give the potential suppliers solid
details of the processes you are expecting them to propose on
• Establish key project timeline and dates
• Prioritize your decision criteria – know what is essential
• Meet with potential suppliers – try to narrow down your provider listing to make the
selection process less complicated
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 20 4/12/2016
Key Procurement Process Stages:
Preparation is Essential
• Document your proposal requirements (R.F.I./R.F.P.)
• Identify your key potential suppliers’ contact details
• Ensure any necessary non-disclosure agreements are in place
• Validate that any potential supplier will meet your regulatory requirements as a service provider
(OFAC, financial stability, tax documentation)
• Distribute proposal requirements and provide opportunity for suppliers to answer questions
• Ensure all communications with potential vendors are documented and provide equal access to
information for all responses
• Review responses and narrow the supplier candidates
• Invite suppliers to meet with you and orally explain their solution and proposal. Provide equal time
and opportunity to all vendors.
• Fine tune any proposal financial details and clarify all responses.
• Evaluate the proposals and notify suppliers of your decision.
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 21 4/12/2016
When it comes down to it though, it has to make sense from a business perspective.
You are going to need a positive business case
Preparation is Essential
Costs to Consider Run Rate Expense Impact:
• Staff costs – do you expect to reduce head count, office space, or other costs such as paper or office products?
Travel changes?
• Systems costs – may or may not change
• Current outsourced systems or services – are you paying for any services or systems that have some run off time
before you can eliminate?
One Time Transition Expense:
• Severance - for displaced staff
• Technical developments - required to support outsourcer processing
• Training and Communication - for processors, end users and impacted business managers
• Travel – for transition purposes
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 22 4/12/2016
Timelines and Project Plan
2013 2015 2016 2014
Key Milestone Timeline
Complete RFP Requirements
Identify suppliers & Distribute RFP
Presentations and Q&A on RFP responses
Down-select; Site visits completed
Select vendor, plan transition
Lift & Shift and plan for end state
Development of tech solutions
Gain regulatory and data privacy approvals
Transition locations to end state solution Building and driving an aggressive timeline is essential. Remember, you may face staff issues once the word is out.
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 23 4/12/2016
Contract and SLA Preparation
Each organization has its own requirements for dealing with contractual development, but some points that should be anticipated include the following: Contract Guidance • Statement of Services to be Provided – Must be clear and concise but accurately reflect all included duties to be
performed including any provided systems and location of performance
• Confidentiality – Outsourced workers will have and possibly be storing company, employee or other business confidential information and protection must be afforded in accordance with the requirements of where you do business and your business needs
• Business Continuity Requirements and Disaster Recovery Plans
• Requirements for staffing for your processing including use of any subcontractors and headcount transition
• Implementation responsibilities and transition activities and dates (treat as a project)
• Terms and Termination Expectations including renewal provisions
• Intellectual Property Rights
• Governance and Audit Requirements
• Warranties, Insurance and Indemnification Requirements
• Dispute Resolution
• Service Fees and Invoicing Requirements
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 24 4/12/2016
Contract and SLA Preparation
Each organization has its own requirements for dealing with contractual development, but some points that should be anticipated include the following: SLA Requirements • Define metrics to be provided, purpose for the SLA, expected results and measurement process
• Ensure that metrics include timeliness, expected volume of work to be achieved, quality levels to be observed and any system or customer service availability requirements
• Document expected SLA reporting requirements and timelines
• Identify remedy for any missed SLA measurements
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 25 4/12/2016
Prior to Outsourcing: AP FTE head count = 88 located in over 25 different locations We had a mixture of outsourcing, off-shoring and in-house processing
Oversight is Essential
After Outsourcing: AP FTE head count = 11 local oversight & payment processing We now have all areas outsourced (some are still in progress)
Global Oversight is now provided by 9 centralized team members operating in 3 major regions: US, EMEA and APAC to cover multiple time zones. Oversight Duties include: • Weekly meetings to review processing results and issues • Development projects and testing • Policy and Procedure development and review
• Oversight for reconciliation • Business customer advocate • KPI monitoring and SLA adherence
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 26 4/12/2016
Oversight is Essential
Governance Structure
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 27 4/12/2016
A few extra ‘words to the wise’
• Document everything. You are now dependent upon someone else to execute your rules and processes. Take nothing for granted. If it isn’t written down, it doesn’t get done.
• Have a strong SLA in place. Make sure all processes have a defined
(and agreed) deliverable. Make your service provider accountable. • Keep close oversight on all processes. Require regular meetings to discuss
outcome, issues and changes. Require key reporting both what you may have now but also to include SLA required results.
• Ensure a proper escalation and communication plan exists for your end users.
Make sure your supplier addresses issues promptly. • Require improvements from your service provider. Tie compensation
into results. Agree to price reductions as process efficiency improves. • Survey your results. Manage performance and perception with your
key stakeholders.
The Accounts Payable & Procure-To-Pay Conference & Expo is produced by: 28 4/12/2016
Thank you