resource reconciliation automation project_final

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Copyright 2009 Accenture All Rights Reserved. Accenture, its logo, and High Performance Delivered are trademarks of Accenture.

Resource Reconciliation AutomationProject


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Copyright 2008 Accenture All Rights Reserved.

Contents

22

Roles and Responsibilities

Project Charter

Flow Chart (As Is)

Data collection

5 Why Analysis

Solutions Identification

Implementation Plan

Process Map (To Be)

Control Plan

Key learning's from this Project

Benefits

Sign off


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Copyright 2008 Accenture All Rights Reserved. 4

Project Charter

Problem Definition:

Resource Reconciliation report is a highly manual report which involves extracting and pooling source data from severalfeeder reports into the Reconciliation template, performing reconciliation and highlighting action points. The entireactivity consumes approximately 3 hours per week if done manually and is prone to human error.

To reduce the amount of time spent in preparing the report by atleast 50% (i.e. to 1.5 hours from the existing 3 hours) bySept. 2011

Improvement Goal:

Current Baseline:

3 hours per week

Project Scope :

AstraZeneca PMO Team

Solution implemented can also be used for otherprojects wherever reconciliation is required

Define Measure Analyze Improve Control

Business Case:Resource Reconciliation is a weekly reconciliation report generated to ensure that only Active resources have access toAstraZeneca systems and resources. The report highlights inaccuracies in the management control resource list andverifies who has rolled on/off and needs adding/taking off the:

Project server (PWA) Distribution lists

SharePoint Organization charts WBC Codes

Each tab uses the resource list to check against access to the above mentioned.


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Process Map (As Is)

5

Extract Feeder Reports


Prepare ReconciliationTemplate

Load Current WeeksData

Perform Reconciliation

IdentifyAction Points

Start

Stop


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Detailed Flow Chart (As Is) Contd.

6

Define Measure Analyze Improve Control Resourceconciliation As-Is


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Data collection

7


S. No Measure Name Units

1. Time consumed in report

preparation

Hours:Minutes:Seconds


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5 Why Analysis

5-Why AnalysisToo much time consumed in

report generation

Highly manual drivenWhy ?

Why ?

Root Cause Identified


Report involves pooling data from multipleresources into the template followed by

Reconciliation

Highly Manual intensive Report involves pooling datafrom multiple resources into the template followed by

Reconciliation per certain specific rules.


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Solutions Identification

9

SL No Issues Solution Identified Solution Implemented Remarks

Quality check of the report

by peer/supervisor

Introduction of QC

mechanisms into the manual

report

Complete Report automation

follow ed by QC by peer /

supervisor

3

Highly cumbersome as it

involves incorporating data

from several feeder reports

into the f inal template

Automatic uploading of data

from the feeder reports into

the final reconciliation

template

Automatic uploading of data

from the feeder reports into

the final reconciliation

template

Issue Resolved

through

automation

Improve ef ficiency through

practice over a period oftime.

Perform a step by step

study to ascertain the best

sequence of events in

report generation w hich

w ould produce the report in

minimum amount of time



supervisor

Issue Resolved

through

automation

Increased chance of errors

as the report is produced

manually



supervisor

Issue Resolved

through

automation

Highly time consuming -

approximately 3 hours per

w eek spent in report

generation.



supervisor

Issue Resolved

through

automation

1

2

4

Highly Manual process



supervisor



supervisor



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Implementation Plan

1010

SL

NoIssues

Solution

IdentifiedDetailed Activity Intended Outcome Owner

Date of

Completion

Insert

ArtifactsRemarks

1 Highly Manual process

Automation

Achieved - Issue has

been resolved

Raminder

Singh

Chadha

Aug 29th, 2011 Resolved

2

Increased chance of

errors as the report is

produced manually

Automation


been resolved

Raminder

Singh

Chadha


3

Highly cumbersome as

it involves

incorporating data

from several feeder

reports into the final

template

Automation


been resolved

Raminder

Singh

Chadha


4

Highly time consuming -

approximately 3 hours

per week spent in

report generation.

Automation


been resolved

Raminder

Singh

Chadha


Complete

Report

automation

followed by QC

by peer /

supervisor

The Report involves extracting updated

information on currently active resources

in AstraZeneca from Project Server,

Sharepoint and Distribution Lists. These

are then pooled into the Main

Reconciliation spreadsheet and cross

checked with the last week's data onactive resources. If a new resource is

found, which is otherwise absent in last

week's list, these are searched in the New

Joiner Tracker and if found there, is

labelled as a New Joinee and added to

the respective systems (Project

Server/Sharepoint / Distribution Lists).

On the flip side, if a resource is found in

the last week's list, that is otherwise

absent on the current week's resource list,

it is searched in the Roll Off tracker for a

possible roll off. If this resource appearsin the Roll off Tracker, It is confirmed that

the resource has rolled off, its status and

roll off date is updated and removed from

the respective systems (Project Server /

Sharepoint / Distribution Lists). This

process continues till all the resources

have been checked and verified.



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Process Map (To Be)

11


Extract Feeder Reports

Prepare ReconciliationTemplate

Load Current WeeksData

Perform Reconciliation

IdentifyAction Points

Start

Stop Automated

Manual

Load Data Macro

PerformReconciliation Macro


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To-be Process Map Contd.

12

Define Measure Analyze Improve ControlResource

Automated Report


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Control Plan

Sl No Solution Control Measures Remarks

1 Report Automation

Macro (automation code) has been password protected to prevent

unauthorized change of code and thereby prevent accidental

damange to the automated template

Achieved

Cell Locking mechanisms have been implemented in cells

containing formulae (and wherever else necessary) to prevent

accidental modification of the code.

Achieved

Quality check practise by peer has been put in place to ensure

that the report produced by the macro is free of any discrepancies.Achieved

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Key learning's from this Project

Technology Benefits

# Client

Business

Domain /Industry Engagement Project TeamSize Hardware Software

ProblemScenario /

OptimizationScenario /Improvement

Scenario

EffectivePractices Tangible Intangible

1 AstraZeneca

LifeSciences

AstraZenecaPMO

EERP 7NormalDesktopsystem

MS Office ,VBA,

ProjectServer,Sharepoint,DistributionLists server

Problem :Highly manualand timeconsumingprocess withsignificant riskof manual error

Solution:Implementationof automationto significantlysame time andhuman effortthereby alsoreducing therisk of humanerror.

1. Use ofpasswordprotection topreventaccidentalchange ofmacro code

2. Incorporationof cell lockingmechanismsfor cellscontainingformulae toprevent themfrom beingmodified by themacro /manually.

2.5 hourssaved on aweeklybasis.

1.Reductionin humaneffort2.Increasedaccuracy in

reportgeneration.3. The timesaved cannow beutilized inother value

addedactivitiesfor theproject

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Benefits

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Benefits (Contd.)

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Avg. Time Spent Per Week = 3:06:53

Before Improvement

After Improvement

Avg. Time Spent Per Week = 0:31:47

Avg. Time Savings Per Week = 2:35:06

Overall Efficiency Improvement = 83%

Resource

onciliation Time L


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Benefits (Contd.)

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Tangible BenefitsTotal Hours saved per week = 2.5 hours (more than the initial estimated target of 1.5 hr)

Overall Efficiency Achieved = 83%

Annual Hourly Savings = 2.5 X 4 (weeks per month) X 12 (months) = 120 Hours

peryearAnnual Cost Savings = 120 Hours X $15 / hour (SSE LCR) = $1800

(or Rs. 84,294/ - considering an exchange rate of 46.83 per $)

Intangible Benefits (soft savings) Reduction in human effort

Increased accuracy in report generation Time saved can now be utilized in other value added activities for the project.

The solution implemented can be re-used for similar reconciliation requirements in otherprojects.

Note : Annual benefit can be derived out of saving opportunity costs (eg., reducing lead time, productivity savings etc., in addition to harddollar savingsCost should include salary cost, overhead cost, indirect cost , opportunity cost, etc.

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Metrics for July, Aug & Sept00

Baseline

Project Owner : Raminder SinghChadha New Owner : Jagruthi Priya

I am aware of improvements brought about by the projectControl plan is completely Documented and Communicated

I understand the corrective action plan

I understand and take responsibility from here on

I will report Progress on this Process/ Sub Process regularly

23/11/2011

(date)

Raminder SinghChadha

Project Champion : Core Process Owner :

Signature & Date

Project Hand-off Sheet

BB Sign Off :

Sign off

resource reconciliation automation project_final

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