how to talk to your cfo about sharepoint - sharepoint saturday boston

© 2012 McGladrey LLP. All Rights Reserved.© 2013 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.© 2013 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.

Mike Gilronan

McGladrey LLP

How to Talk to Your CFO About SharePoint

© 2012 McGladrey LLP. All Rights Reserved.© 2013 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.© 2013 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.© 2012 McGladrey LLP. All Rights Reserved.

Mike Gilronan

McGladrey LLP

How to Talk to Your CFO About SharePoint (aka “how do I get my project funded?”)

© 2012 McGladrey LLP. All Rights Reserved.© 2013 McGladrey LLP. All Rights Reserved.

About McGladrey

Close to 8,000 professional and associates in 70 offices nationwide

Over 32,500 professionals in more than 700 offices in over 76 countries

Ranked the 5th largest assurance, tax and consulting firm in the country

Combining a wealth of national resources with client-focused, locally-based points of contact

Delivering exceptional client service for over 80 years

Our Vision

To be the first-choice advisor to middle market leaders

McGladrey at SharePoint Saturday BostonSaturday, April 12, 2014

Client Service Philosophy

At McGladrey, we are focused on understanding our clients, including their business, their aspirations and their challenges.

Once we understand, we bring fresh insights and tailored expertise to help them succeed.

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McGladrey New England

By the Numbers3

Boston is McGladrey’s third largest

office

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largest assurance, tax and consulting firm in Boston

7Ranked 7th

largest management

consulting firm in MA

47Number of

Partners in the McGladrey

Boston office

2,000+Number of

McGladrey clients in the New

England region

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employees in the McGladrey

Boston office

We focus on providing superior service to all clients, from publicly held companies to private equity backed organizations and owner-managed firms.

Not-for-profit Higher

Education Consumer

Products Construction/

Real Estate


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Why Should You Listen to What I Have To Say?

Public Accounting

CPA (1994)

ControllerERP and CRM Consulting

PMP (2004)

SharePoint Consulting


5

Objectives for This Session

Understand How CFO’s Think (About SharePoint) Speak to CFO’s in Their Language Explain To CFO’s How SharePoint WILL Benefit

Them Learn About Some Additional Resources for a

Deeper Dive

GET YOUR PROJECT FUNDED!!!


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Video

http://youtu.be/ZEc-jLXnWNA




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Meet the CFO – What He/She Does


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Meet the CFO -- Archetypes

1. Finance/Accounting-driven (with sub-types)- Financial Ops/Management Reporting

- External Reporting

- Operations/Processes

- Deal-driven

2. Operations-driven- Usually with strong controller, owns HR, IT, Admin

3. Both: “Mega-CFO” (usu. CFO/COO blend)

Operations

Acctg/Financ

e


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Meet the CFO: What He/She Cares About

Tangible Measures of Financial Performance- ROI, payback period, NPV, DCF are your friends

Systems of Record- Enterprise Resource Planning (ERP)

Risk!- Sarbanes Oxley Section 302 certification, PCAOB

- Certification and internal control requirements

Key External Stakeholders- Board of Directors, Accountants, Legal Counsel


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Meet the CFO: What He/She (Generally) Doesn’t Care* About

Bad Better

Employee engagement Employee productivity

Social computing Systems to enable faster access to information and expertise

Collaborative, iterative, dynamic “co-authoring” in real time

Structured workflows and approval processes in secure repositories

Things I think/feel to be true (“approvals take too long”)

Things I can measure (“approvals take, on average, six days to process”)


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Thinking Like a CFO – Part One

CapEx vs OpEx Cash Basis vs Accrual Basis Timing of Costs and Cash

Flows Depreciation Tax Benefits/Drawbacks

Year 1 Total Year 2 Total Year 3 Total $-

$50,000

$100,000

Accrual Basis -- On Premises

Depreciation on Hardware ($50K, 3 yr EUL)

Depreciation on Software ($50K, 3 yr EUL)

Software Maint

Depreciation on Consulting ($75K cap, 3 yr EUL)

Training


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Thinking Like a CFO – Part Two

Does it help me increase revenue or reduce costs? (it is “accretive?”)

Does it help me execute our financial or operational strategy better?

Does it help me mitigate risk, or does it create risk? Will it scale?


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Thinking Like a CFO – Part Three

Deadlines!


How We (and Microsoft) See SharePoint

15

ManageBuild

DiscoverOrganize

SHAREShare


How CFO’s See SharePoint

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Cost and RiskCost

Exposure

(potential) Savings, maybe

SHARERISK


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However…the Link Between Finance and IT


So, Why Should a CFO Care About* SharePoint?

* Or God forbid, maybe even like


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7 Reasons Your CFO Should Care About SharePoint

1. Basic Collaboration and File Sharing


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Basic Collaboration and File Sharing


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Basic Collaboration and File Sharing

Solution User(s) Benefit to CFO ROI/Value Prop

SharePoint Document Libraries

All/Any Better control, less e-mail

Time saved, storage reductions

OneDrive and OneDrive for Business

Internal and External (incl “Casual”/ one-off users)

Lightweight, but enterprise grade file sharing

Elastic storage, shortened cycle times on shared files

Project sites Project team members

Better visibility to and control of projects

Reduced waste, more predictable and better project outcomes

BOD Extranet (e.g., Board Papers)

BOD and Exec Mgmt

Structured, secure delivery of sensitive content

Control, security, and ease of delivery


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GO DO THIS

Show your CFO these capabilities in scenarios relevant to him/her:- E.g., sharing documents with external parties

(accountants, lawyers, BOD)

Learn more about effective collaboration:- Michael Sampson: http://michaelsampson.net/

http://michaelsampson.net/

http://michaelsampson.net/


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2. The Finance Portal


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SharePoint Is The Finance Portal

What It Is- One-stop shop on your

intranet for departmental information

- Place for team collaboration (intra-departmental)

- Face of the department to the organization (inter-departmental)

Why It’s Valuable- One version of the truth

- Persistent (not in e-mail, tied to a person)

- Searchable

- Dynamic

- Targeted

- Secure

- Integrated

TWO!


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SharePoint Is The Finance Portal

Find what you need quickly via navigation and search

Keep your team attuned to what’s going on via shared newsfeeds and calendars

Create a “one-stop” portal to direct people to key, frequently-used information


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The Finance Portal -- ROI

ROI equals:

(Hours saved per person per week1)

x (# of people) x (average hourly compensation)

Divided by:

(Finance’s share of the implementation cost)

1 IDC 2011 survey estimates average of 8.8 hours/week for typical information worker


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GO DO THIS

Show your CFO these capabilities in scenarios relevant to him/her:- E.g., shared departmental calendar you can view from

Outlook or the portal, a FAQ or list of links

- Mock up a basic Finance site

Learn more about Finance Site scenarios:- http://www.discoversharepoint.com/#

crunch_the_numbers_together

http://www.discoversharepoint.com/#crunch_the_numbers_together

http://www.discoversharepoint.com/#crunch_the_numbers_together


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3. Enterprise Content Management


Enterprise Content Management


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What It Is- Version control

- Check-In/Out

- Co-authoring

- Standard templates

- Retention and disposition

- Metadata!!!

Why It’s Valuable- One version of the truth

- Persistent (not in e-mail, tied to a person)

- Searchable, tagged

- Unified e-Discovery

- Works like/with Office


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Libraries to serve up official content

Content Types that include:-- templates-- workflow-- disposition and retention policies


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Content Management -- ROI

ROI equals:

(Weekly hours saved per person per week in finding things1 + Weekly hours of rework saved from using right templates+ Weekly hours saved from using one correct document version + Weekly hours saved via automated retention and disposition)

x (# of users) x (average hourly compensation)

Divided by:

(Users’ share of the implementation cost)

1 IDC 2011 survey estimates average of 8.8 hours/week for typical information worker


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GO DO THIS

Show your CFO these capabilities in scenarios relevant to him/her:- E.g., create a policy template and a content type in a

Finance site document library

Assess your organization’s readiness for ECM: for example, do you have standardized retention/disposition policies by repository or content type?- SharePoint Maturity Model – useful benchmarks

http://www.spmaturity.com/home.aspx


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4. Business Process Automation


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Business Process Automation

What It Is- Forms-driven workflow

- Document-driven workflow

- Drop-off libraries

- Review, approval, disposition

Why It’s Valuable- Decreases process

latency

- Provides visibility

- Increases accountability

- Auditable/reportable

- Provides insight

- Bonus: e-signature and e-acknowledgement


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Business Process Automation

Adaptive forms and document-based

workflows


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Business Process Automation -- ROI

ROI equals:

(Weekly hours saved per person via increased process visibility

+ Weekly hours saved in adaptive forms input

+ Weekly hours saved eliminating re-keying effort and transcription errors)


Divided by:

(Users’ share of the implementation cost)


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GO DO THIS

Show your CFO these capabilities in scenarios relevant to him/her:- E.g., create a basic approval workflow a Finance site

document library

- Show an adaptive form for a Finance workflow

Pay close attention to Microsoft’s signals about forms (SPC preso), and give Microsoft YOUR feedback: http://officeforms.uservoice.com/

http://officeforms.uservoice.com/

http://officeforms.uservoice.com/


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5. Line-of-Business Integration


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Line-of-Business Integration

Accounts Payable Automation via:- KnowledgeLake and Dynamics GP

- BottomLine and Dynamics AX

Business Portal solutions for Dynamics- Key functions: requisitions, time and expenses

- Key benefits: friendlier UI, lower license costs, like/with

- Pre-built “Centers” for:

• Sales

• Employees

• Customers

• Finance

Duet for SAP


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Line-of-Business Integration

Integrated solutions for scanning paper documents into SharePoint and ERP systems


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GO DO THIS

Seek out and understand opportunities to tie in your LOB applications to SharePoint- Consider carefully read/write considerations

- Consider benefits in saving LOB system license costs

Make sure your ERP or CRM partner is SharePoint-conversant, and vice-versa, or that there is a good working relationship there- “It’s just a SQL database” is not what a CFO is looking to

hear.


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6. Governance, Risk and Compliance


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Governance, Risk and Compliance

What It Is1. Using SharePoint to facilitate

Organizational Governance• Compliance Portals• Controlled Document

Stores

2. Ensuring that SharePoint is well-governed• Reporting against

permissions• Reporting against usage

(e.g., most frequently searched terms)

• Monitoring security of your data

Why It’s Valuable- Auditability (“Show me

everything this user has access to”)

- Protection against attrition

- Better user experience = more productive users

- More efficient administration

- IT ALLOWS CFO’S TO SLEEP AT NIGHT


45

SharePoint Provides Governance, Risk and Compliance Tools

Ability to configure audit settings at a

library level

Search reports


46

SharePoint Provides Governance, Risk and Compliance Tools

Extranets to securely share content with auditors and other external users


47

Governance, Risk and Compliance -- ROI

ROI equals:

(Cost per instance of non-compliance)

x (reduced probability of non-compliance)


PLUS: ALL THAT EFFICIENCY STUFF WE DISCUSSED ALREADY AND YOU’RE PROBABLY TIRED OF HEARING ABOUT

Divided by:

(Overall implementation cost)


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GO DO THIS

Familiarize yourself with the key vendors who enhance GRC for SharePoint- NextDocs – for 21 CFR Part 11 compliance

- HiSoftware for compliance, privacy and security

- ControlPoint for permissions and security management

- AvePoint’s compliance suite

Have your governance plan in place

Ensure that your users understand the basics of security and permissions (Bobby’s session today)

Be ready to show your CFO how you prove security and compliance

http://mcgladrey.com/content/mcgladrey/en_US/events/sharepoint-governance-webcast.html


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7. Business Intelligence


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Business Intelligence

What It Is- Dashboards, scorecards and

report libraries securely accessible via browser

- Integrated with Excel and/or SQL Server

- Reporting

- Analysis

Why It’s Valuable- Efficiently answers the

questions we know we have

- Enables analysis to formulate answer the “Why” questions and ask new questions

- Enables “pull” or “push” reporting

- Enables actionable BI


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Create interactive charts and reports

Customize and publish your reports to SharePoint

Analyze trends


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Business Intelligence – GeoSpatial Info


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Business Intelligence -- ROI

ROI equals:

(Weekly hours saved per person in report creation

+ Weekly hours saved via ready access to needed metrics

+ Weekly hours saved eliminating re-keying and transcription errors)


PLUS: THE BENEFIT (INCREMENTAL REVENUE, COST AVOIDANCE) OF MAKING BETTER, TIMELIER DECISIONS

Divided by:

(Overall implementation cost)


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GO DO THIS

See the excellent PowerBI videos from Microsoft

Understand/inventory (or hire an expert to do so) your line-of-business applications and source systems

Have a plan for data normalization across systems

Build a demo for your CFO that is “contextual” – containing data and scenarios that are meaningful to him/her.

(Counter-intuitively): DON’T MAKE IT TOO PRETTY. Several CFOs who we have shown data visualizations to have requested simpler, tabular data.

http://www.microsoft.com/en-us/powerbi/default.aspx#fbid=NT36QLPM8j_

http://www.microsoft.com/en-us/powerbi/default.aspx#fbid=NT36QLPM8j_


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Summary: 7 Reasons Your CFO Should Care About SharePoint







7. Business Intelligence


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Lagniappe

Don’t ever give your CFO something written in red ink, or a red pen to sign something with.

Blog: “Stuff Accountants Like”

http://www.stuffaccountantslike.com/?p=535


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GO DO -- Final

Talk ROI The More Workloads, The Better Return on Fixed

Costs Start Small, Think Big, Move Fast GO GET YOUR PROJECT FUNDED


Q & A

The slides for today’s program will be published to my SlideShare (mikegil)

Mike Gilronan

[email protected] mikegil.typepad.com

- @mikegil

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This document contains general information, may be based on authorities that are subject to change, and is not a substitute for professional advice or services. This document does not constitute assurance, tax, consulting, business, financial, investment, legal or other professional advice, and you should consult a qualified professional advisor before taking any action based on the information herein. McGladrey LLP, its affiliates and related entities are not responsible for any loss resulting from or relating to reliance on this document by any person. McGladrey LLP is an Iowa limited liability partnership and the U.S. member firm of RSM International, a global network of independent accounting, tax and consulting firms. The member firms of RSM International collaborate to provide services to global clients, but are separate and distinct legal entities that cannot obligate each other. Each member firm is responsible only for its own acts and omissions, and not those of any other party. McGladrey®, the McGladrey logo, the McGladrey Classic logo, The power of being understood®, Power comes from being understood®, and Experience the power of being understood® are registered trademarks of McGladrey LLP. © 2013 McGladrey LLP. All Rights Reserved.

McGladrey LLP is the U.S. member of the RSM International (“RSMI”) network of independent accounting, tax and consulting firms. The member firms of RSMI collaborate to provide services to global clients, but are separate and distinct legal entities which cannot obligate each other. Each member firm is responsible only for its own acts and omissions, and not those of any other party.

McGladrey, the McGladrey signature, The McGladrey Classic logo, The power of being understood, Power comes from being understood and Experience the power of being understood are trademarks of McGladrey LLP.

© 2012 McGladrey LLP. All Rights Reserved.

McGladrey LLP

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