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Improve Process Efficiency in Shared Service Centres
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Chris TownSales Director, EMEA Disti & APAC
London, UK
Achint VariaSr. Solutions Engineer
London, UK
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EMPOWERING BUSINESS TEAMS TO MAKE AN IMPACT
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The Evolving Role of Shared Services
#1Enabler for shifting
away from transactional activities
is RPA or Process Automation
Over 75% of SSCs plan to increase their knowledge-
based processes
75%
Transactional vs Knowledgebased work in most
SSCs today
75:25
Data from: Global Shared Services 2017 Survey Report (Deloitte) & State of The Shared Services and Outsourcing Industry Report Europe – 2018 (SSON)
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Robotic process automation is…
Software Built for repetitive, structured processes
Capable of interacting with enterprise
applications
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RPA is a type of software that mimics the activity of a human
being in carrying out a task within a process. It can do repetitive
stuff more quickly, accurately and tirelessly than humans, freeing
them to do other tasks requiring human strengths, such as
emotional intelligence, reasoning, judgment and interaction with
the customer.
Leslie Willcocks
Professor of Technology, Work, and Globalization
London School of Economics, Department of Management
A more human definition
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For SSCs RPA on its own isn’t enough
What about important issues like
• Improving data quality
• Enabling a Data Governance framework?
• Enhancing the power of ERP with additional business logic?
• Improving collaboration with the rest of the business?
• Having the flexibility to easily adapt as business needs change?
• Having visibility of and therefore improving processes?
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Workflow and Automation
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Manage processes through visibility & standardisation
• Actively manage processes for greater efficiency
• Use dashboards and reports with your preferred tools
• View status of in-process processes to keep on track
• View historical data to continuously improve processes
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What we do
Improve data quality and governance using rich data stewardship
capabilities
Exchange data with SAP quickly and
easily using Excel
Automate and streamline SAP business
processes using RPA, eForms and workflows
Enable visibility of processes to support
management and continuous improvement
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2.00%
1.20%
0.60%
Bottom performer Median Top performer
Total cost to perform the finance function as a percentage of revenue
FINANCE
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FINANCE
2.00% 0.60%
Redesigning Financial
Processes
Automating Existing Financial Processes
vs.
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Scope of Shared Services
66%Of SSCs deliver on more
than one function
Top 4 SSC business functions: Finance: 88%
HR: 63%IT: 53%
Procurement: 37%
Data from: Global Shared Services 2017 Survey Report (Deloitte)
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Record to Report
Automate and streamline all SSC business processes
Hire to Retire Procure to PayOrder to Cash
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POLL #1
What functions are performed in your Shared Service Centre?
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Business User Experience
Finance
GL Processing Automated Workflow
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SSC User Experience
Finance
GL Processing Automated Workflow
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Business User Experience
HR
Mass employee load
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Delivery cancellation process
1. Create invoice
SAP Tcode:VF01
Based on the previously created sales order and delivery note the agent creates the invoice
2. Block invoice
SAP Tcode:VF02
To avoid issuing and sending the wrong invoice they block the invoices from being sent to
client
3. Create return sales order
SAP Tcode: VA01
Agent creates a “return” Sales Order with the amount to be returned/cancelled referring to
the original Sales Order. The amount is an input from the step 1
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4. Create return delivery
SAP Tcode:VL01N
Agent creates the “return” Delivery Note for the amount to be returned/cancelled based
on the Return Sales Order the
5. Create return invoice
SAP Tcode: VF01
Agent creates the invoice for the return Delivery Note
6. Confirm execution of request
SAP Tcode: Z* TCode
After steps 1 - 5 done agent modifies the status of the original request to completed and
fills in certain fields based on the nature of the request (cancel, partial return, etc.)
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SSC User Experience
Order to Cash
O2C Processing
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FTP Server
C:/<User>/
RPAFolder
File watcher
Multiple Sources
of data
User
Robotic Process Automation
(RPA)
Finance
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Creating a Winshuttle script
Mapthe fields
Recordthe script
Runon SAP
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Web Form & Workflow Development
Create the Workflow
Process
Create the Form
Or Excel
Record the Scripts Publish to Winshuttle Start the Process
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DEMO : BUILD
MATERIAL CREATION
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2009 8,291 changes/creations
2015 12,027 changes/creations
Transaction volume 45%
Cost per transaction 58%
We are moving quickly to structure our organization for faster growth and to ensure we can respond to the fast-changing needs of our consumers, customers, system and associates around the world.
CEOLeading Global Beverage Company
Scale Increased volume without additional resources
Recipe for scale
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POLL #2
What are your main priorities for improvement?
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Self-service RPA for the business to cope with changing processes
CHALLENGEDifficulties to handle and maintain the “biggest database of assets in SAP”
Changing environment and constant migrations from local markets to shared services
Workload had tripled
SOLUTIONUsed Winshuttle at 4 locations for 25 different SAP transactions
Areas in scope: Fixed Assets, Purchase Administration, General Ledger and Treasury
RESULTS1 year ROI - two years later benefits were already almost 7 times higher than expected
Can be used by process experts, no IT knowledge needed
Building a new robotic script takes only 15-30 minutes, so new requirements / requests can be solved very quickly
Increased data integrity with more effective error-handling
Can be integrated to other generic RPA solutions as well
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Proven time savings
TCode description Average days saved per customer Processing time saved
VK11 - Create Condition Records 1,782 79%
MM02 - Change Material 959 77%
XD02 - Customer Change 404 89%
ME12 - Change Purchasing Info Record 392 83%
FB01 - Post Document: Header Data 286 91%
PA30 - Maintain Personnel Master Data 280 88%
VA02 - Change Sales Order 127 67%
AS02 – Change Asset 102 75%
FB60 – Enter Vendor Invoice 82 95%
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Get time back by automating with Excel and Workflow
REDUCE DEPENDENCE
ON IT
IMPROVE DATA QUALITY
ELIMINATE MANUAL
ENTRY
LESSEN BURNOUT
REAL-TIME REPORTING
AUTOMATE YOUR PROCESSES
SPEED UP AUDITS
Empower SSC teams to work better with SAP
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Global and growing
countries
7425k+
business users
2,200+ companies
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Trusted by the biggest brands around the globeThousands of enterprise customers in almost every industry.
Auto Apparel Oil & GasFood &
BeverageConsumerProducts Retail Pharma Chemical Entertainment
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Questions & Answers
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Let’s continue the conversation…..
Contact us
Set up a 30 minute personalised demo
UK: +44 (0) 208 879 5400
winshuttle.com
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