Financial Executives International Working Capital Management June 14, 2001 r Juan Colina - Vice President and Principal REL Consultancy Group 2 Eliot Street - Sherborn, MA 01770 (508) 647-1076 juan.colina@relconsult.com Beijing • Chicago • Cologne • Johannesburg • London • Madrid • Mexico City • Milan • New York • Paris • San Francisco • Sao Paulo • Singapore Introduction - REL’S Presence REL is the world’s only consulting firm to provide a global service that focuses upon working capital improvement Madrid London Paris Mexico City San Francisco © REL Consultancy Group - Company Confidential Chicago New York São Paulo Cologne Milan 2 Singapore Beijing Introduction Understanding Total Working Capital The Role of Finance © REL Consultancy Group - Company Confidential 3 Understanding Total Working Capital Management A Narrow “Accounting” Definition of Working Capital can lead to unforeseen risks Definition Implication Risk • “Working Capital is Current Assets minus Current Liabilities.” • “Working Capital is a Balance Sheet Issue.” • “Ignores operational drivers and opportunities (e.g., customer service, revenue growth, profit enhancement) A Business Process Definition of Working Capital can identify and avoid risks. Definition Implication • • Working Capital Management is the act of bringing under control all processes involving Receivables, Payables & Inventory through: Quote-to-Cash Purchase-to-Pay Order-to-Delivery (Supply Chain) © REL Consultancy Group - Company Confidential Working Capital Management is: 4 Determined by business owners and processes outside of Finance’s control A driver of revenue and expense A driver of cash flow A driver of customer service A driver of Shareholder Value Working Capital Management is cross functional and extends well beyond the traditional areas controlled by Finance…... Customer Strategy Sales Management ec un ts R or nt co Ac Customer Service Billing Accounts Payable Sales Order Cash Processing Management Credit Order Check Fulfillment Payment Issuance From Quote to Cash Production Contract Management Invoice Processing Purchasing Strategy EXPENDITURE MANAGEMENT Receiving & Evaluating SUPPLY CHAIN MANAGEMENT Production Planning Budgeting & Forecasting Originating Requirements Selecting & Negotiating Discrepancy Management Forecasting Warehousing y Cash Collection REVENUE MANAGEMENT Product Range Management ve Risk Management Product Development In Receipt & Allocation of Cash Distribution eiv ab le Cash Management Raw Material Planning Sales Order Processing Production Scheduling From Order to Distribution Ordering & Contracting From Purchase to Pay . . . BUT IS OFTEN NOT MANAGED AS SUCH. © REL Consultancy Group - Company Confidential 5 Role of Finance - Evolution The role of Finance is evolving from control and transaction focus to creating shareholder value and adding value to operations Movement to shareholder value based on performance measures, emphasises the need for both balance sheet & P&L management. Increasingly global competition puts pressure on companies to measure performance gaps & move to world-wide best practice efficiencies through benchmarking. ROLE OF FINANCE Incentives, both personal & business based, are increasingly being used to encourage alignment with shareholder value creation. Computer technology has increased the availability of financial information & enabled transaction process to be automated. TECHNOLOGY FROM THROUGH TO BEST PRACTICE FINANCE’S ROLE Financial Reporting Risk Management Business Decision Support FOCUS Transaction Dollar Economic Value Customer Service & Shareholder value POLICY Loosely Defined Rigid Adherence,Well Defined Triggers & Controls Automated Control Points and Escalation PROCESS Reactive, Lacking Prioritization Focused & Efficient Proactive ORGANIZATION Autonomous Functions Cross-functional Customer Oriented Team TOOLS Multiple NonIntegrated Systems Multiple Integrated Systems Common Systems METRICS Results Oriented Process Oriented Forecasted © REL Consultancy Group - Company Confidential 6 INCENTIVES COMPETITION MEASUREMENT Review of Quote to Cash - Agenda Definition Impact Drivers Improvement Areas Examples Summary © REL Consultancy Group - Company Confidential 7 Understanding Quote to Cash - Definition Definition Implication Quote to Cash The processes and activities ranging from issuing a sales quote through collecting the cash which resulted from the delivery of products and services. Quote to Cash is: © REL Consultancy Group - Company Confidential Controlled by processes outside of Finance A driver of revenue and expense A driver of cash flow A driver of customer service A driver of Shareholder Value 8 Quote to Cash Process - Overview Customer Strategy Sales Management Cash Management Receipt and Allocation of Cash Risk Management Cash Collection Contract Customer Service Sales Order Invoice Billing Credit Check Order Fulfilment © REL Consultancy Group - Company Confidential 9 Review of Quote to Cash Definition Impact Drivers Improvement Areas Examples Summary © REL Consultancy Group - Company Confidential 10 Understanding Quote to Cash - Drivers Three major trends explain increased client interest in improved Quote to Cash capabilities MAJOR TREND • Development of system solutions, such as ERP, CRM and web-enabled revenue management applications • Evolution of client to supplier partnerships • Creation of Shared Service Centers for credit, billing, collection and customer service © REL Consultancy Group - Company Confidential EXPANSION • What: ERP Systems: Oracle, PeopleSoft, SAP. Credit & Collection tools: GetPaid, eCredit, internally developed applications • Why: Systems as enablers to consolidate information, improve productivity and service • What: From transaction based relationships to strategic alliances • Why: Better inventory control to reduce carrying costs, resulting in increased profits • • What: Consolidating back office processes and/or outsourcing certain aspects Why: Technology enables “decentralization” and automation for efficiencies 11 Pre-existing material Review of Quote to Cash Definition Impact Drivers Improvement Areas Examples Summary © REL Consultancy Group - Company Confidential 12 Understanding Quote to Cash - Improvement Areas Typical high level Quote to Cash problems OPERATIONAL Lack of Key Performance Indicators with clearly established targets Lack of process measures No portfolio “balanced scorecard” Lack of company wide credit policies and procedures Lack of compliance with established sales terms Metrics Policy/Procedure Process Org/People System/Tools © REL Consultancy Group - Company Confidential Incentives are revenue focused and not linked to timely account settlement Paper intensive process with multiple inadequate controls Activity is not prioritized leading to lost sales Decentralized activities with little coordination Inadequate skills (too administrative) Different systems not integrated Few automation tools for low value, high volume No simple automated analysis 13 Understanding Quote to Cash - Improvement Areas Improving the Quote to Cash process requires an integrated program, not a point solution. Companies can be evaluated against the Top 10 Best Practices 1- A well defined Executive driven Sales and Marketing Strategy 2- Established working capital Targets and Metrics 3- 80/20 Prioritization Rule with a focus on high value accounts 4- Risk Assessment and Control to minimize company’s exposure 5- Proactive Collection program to contact key accounts 6- Integrated Systems for all revenue management processes 7- Dispute Management to eliminate discrepancies at the source 8- Customer Master File integrity 9- Automation of low value, high volume transactions 10- Reconciliation Program focused on past due accounts © REL Consultancy Group - Company Confidential 14 Understanding Quote to Cash - Improvement Areas What are the benefits? Marketing & Sales Order Entry Billing / Invoicing Cash Application Collections Dispute Management COST CASH FLOW PRODUCTIVITY CUSTOMER SERVICE Time required per FTE Improved DSO # of transaction per Cycle time actual vs. to process transactions Increased collection FTE (invoice, target (dispute resolution) collections) Streamline processes rate Exception and % Electronic Discrepancy Key Reduced bad debt transaction (EDI, Performance Indicators Others,…) Delivery lead time vs. First time match agreed lead time rate Delivery quantity vs. actual quantity © REL Consultancy Group - Company Confidential 15 Review of Quote to Cash Definition Impact Drivers Improvement Areas Examples Summary © REL Consultancy Group - Company Confidential 16 Quote to Cash- Summary CASH PRODUCTIVITY COST Generous and unclear payment terms Sales on defensive when negotiating price increases Poor prioritisation of collection activity Reactive collection process Lost sales Focus on low value activity e.g. cash allocation No process to identify and resolve disputes Reduced customer retention level Margin erosion through discounts Sales resolve disputes instead of winning orders Receivables manage disputes instead of collecting cash Backlog of customer disputes Delayed and inaccurate billing CUSTOMER SERVICE Aggressive collection and credit policy resulting in customer being placed on stop order unnecessarily High level of disputes due to poor pricing, billing and order fulfillment processes © REL Consultancy Group - Company Confidential 17 Review of Purchase to Pay - Agenda Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 18 Understanding Purchase to Pay - Definition By defining Purchase to Pay too narrowly companies will ignore the root causes of profit leakage and process inefficiencies A narrow definition • The steps and processes from raising a purchase order to paying an invoice An extended definition • The steps and processes from defining and agreeing on a need to buy, selecting the best supplier, through the actual payment of that supplier and the tracking of that expenditure against a budget Implications : The Purchase to Pay Cycle is A comprehensive program rather than a point solution Controlled by business owners and processes outside of Finance A driver of profitability, cash flow, customer service and ultimately Shareholder Value © REL Consultancy Group - Company Confidential 19 Purchase to Pay Process - Overview Purchasing Strategy Cash Management Budgeting & Forecasting Payment Issuance Originating Requirements Invoice Processing Selecting & Negotiating Discrepancy Management © REL Consultancy Group - Company Confidential Receiving & Evaluating 20 Ordering & Contracting Review of Purchase to Pay Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 21 Understanding Purchase to Pay - Impact For most companies, the largest single cost category is for goods and services, which is primarily operating expense Where the spend is going Net Income 6% Taxes 11% Depreciation 6% Production Expenses 23% Other 55% Wages 20% Non-core purchases such as: Small $ items Prof. Services Support (IT, HR, Marketing,…) Packaging/Freight... Source: NAPM - 1997 © REL Consultancy Group - Company Confidential Operating Expenses 34% 22 Review of Purchase to Pay Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 23 Understanding Purchase to Pay - Drivers 3 major trends explain why interest in improving Purchase to Pay capabilities is high today MAJOR TREND • Development of system tools solutions (ERP and web-enabled procurement systems) EXPANSION • What: Intelisys, Ariba, CommerceOne, Procurework, ERP (Oracle, SAP,..), • Why: system as an enabler to consolidate information, reduce cost and increase service • • Evolution of client/supplier relationships • • The development of Shared Services Centres and outsourcing capabilities for Procurement and Payables © REL Consultancy Group - Company Confidential • • What: from one-off relationship to strategic alliance Why: suppliers add competitive advantage in the Supply Chain What: consolidating back office processes and/or Outsourcing certain aspect of it Why: technology enables decentralization and automation 24 Review of Purchase to Pay Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 25 Understanding Purchase to Pay - Improvement Areas Typical high level Purchase to Pay problems OPERATIONAL Lack of Key Performance Indicators with clearly established targets Lack of process measures No supplier performance “balanced scorecard” Low interest in Purchasing at company level Lack of Purchasing and Payment Policies/Guidelines Metrics Policy/Procedure Process Purchase to Pay seen as a transaction factory with little perceived value added to the business Paper intensive process with multiple inadequate controls No differentiated channel for standard and non-standard expenditure Org/People System/Tools © REL Consultancy Group - Company Confidential Decentralised activities with little co-ordination Inadequate skills (too administrative) Different systems not integrated Few automation tools for low value, high volume No simple automated analysis 26 Understanding Purchase to Pay - Improvement Areas Improving the Purchase to Pay process requires an integrated Program rather than a point solution. The following are the top 10 high level best practices against which companies may be evaluated 1- Executive driven adherence to strong purchasing principles 2- Strategic alliances and preferred vendor programs 3- Integrated systems, including on-line requisition and procurement 4- Requester-focused ordering; Purchasing-focused sourcing 5- Purchasing involvement in budgeting and planning of total spend 6- Performance tracking, spend analysis and process measurement 7- Automation/Outsourcing of small value, high volume transactions 8- AP and Purchasing as information providers to decision makers 9- Co-ordinated Purchasing, Receiving and Payable processes 10-Authorization managed at budget-holder level © REL Consultancy Group - Company Confidential 27 Understanding Purchase to Pay - Improvement Areas Where are the benefits? Budgeting and Forecasting (Strategy) Originating Requirements PURCHASING COST - 3% to 5% by consolidating expenditure on preferred suppliers and changing buying habits Volume rebate Price discount Supplier Selection and Negotiation Ordering and Contracting CASH FLOW + 10% to 25% Better negotiated terms (including term discounts) Increased early payment discount effectiveness Reduce premature payment © REL Consultancy Group - Company Confidential Receiving and Evaluating PRODUCTIVITY + 25% to 50% Transactions processed, automated match rate within payables Rework reduction, by preventing root cause of discrepancies 28 Payment Processing Continuous improvement CUSTOMER SERVICE Improved Quality and Customer Service Approval cycle time reduction, improve visibility of requisition Reduce void checks and duplicate payment Review of Purchase to Pay Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 29 Summary- Purchase to Pay CASH PRODUCTIVITY COST Non competitive payment terms “Everybody can buy”! Low level of automated transactions Lack of term discount negotiation Purchases performed without proper controls Payment before supplier terms Excessive volume of invoice and payment No internal controls or procedures to capture discounts Poor negotiation with lack of "total cost" vision Paper intensive and duplicate efforts Insufficient leveraging of volume and market position High volume of expedited payments Lack of mechanism to revisit supplier performance High % of after the fact POs CUSTOMER SERVICE (INTERNAL AND SUPPLIERS) High level of rework due to recurring discrepancies (authorization, classification,…) Inefficient internal processes creating late payment to suppliers and missed discount opportunities © REL Consultancy Group - Company Confidential 30 Review of Supply Chain - Agenda Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 31 Understanding Order to Distribution - Definition By defining Order to Distribution too narrowly, companies will miss opportunities to gain full inventory reduction opportunities as well as minimizing profit leakage and process inefficiencies A narrow definition • The processes and steps from receiving a customer order to distributing the ordered product to the customer An extended definition • Working with customers to understand their production/customer forecasts to plan your own operations, thus making the “supply chain” more effective and efficient Implications : The Order to Distribution Cycle is A comprehensive program and not a point solution Operates on processes outside of finance, and even the business (customers & suppliers) A driver of profitability, cash flow, customer service and ultimately Shareholder Value © REL Consultancy Group - Company Confidential 32 Order to Distribution Process - Overview Supply Chain Strategy Product Management Distribution Warehousing Forecasting Production Sales Order Processing Production Scheduling Production Planning Raw Material Planning © REL Consultancy Group - Company Confidential 33 Review of Order to Distribution Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 34 Understanding Order to Distribution - Drivers 3 major trends explain why interest in improving Order to Distribution capabilities is high today MAJOR TREND • Development of system tools solutions (ERP and web-enabled systems) EXPANSION • What: ERP (Oracle, SAP, MFG/PRO,BAAN..) • Why: system as an enabler to consolidate information, reduce cost and increase service • • Evolution of client/supplier relationships • • • Postponement of product conversion and commitment © REL Consultancy Group - Company Confidential • What: from one-off relationship to strategic alliance - both suppliers and customers Why: partnerships add competitive advantage in the Order to Distribution What: holding product at its most flexible state and least cost Why: enables organizations to “customize” product quickly according to the market/customer demand 35 Review of Order to Distribution Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 36 Understanding Order to Distribution - Improvement Areas Typical high level Order to Distribution problems OPERATIONAL Metrics Policy/Procedure Process Org/People System/Tools © REL Consultancy Group - Company Confidential Lack of Key Performance Indicators with clearly established targets Lack of process measures No recognition of inventory & customer service relationship Low interest at company level Lack of Order to Distribution Policies/Guidelines Individual processes with their own goals that conflict with overall corporate objectives Paper intensive process with multiple inadequate controls No differentiated policies for high and low value items Decentralised activities with little co-ordination Inadequate skills Lack of overall Order to Distribution awareness Different systems not integrated No simple automated analysis Little sharing of information across the whole process 37 Understanding Order to Distribution - Improvement Areas Improving the Order to Distribution process requires an integrated Program rather than a point solution. The following are high level best practices against which companies may be evaluated 12345678- Executive driven adherence to strong supply chain objectives High Customer Service Levels and accurate available-to-promise Inventory Levels, in accordance with corporate targets Strategic alliances with both suppliers and customers Integrated systems, including sales, inventory, shipping, & purchasing Performance tracking, and process measurement High Data Integrity, inventory accuracy, Bill of Materials, lead times Co-ordinated supply chain processes - forecasting, purchasing, planning, manufacturing and shipping 9- Balanced production, based on capacity constraints 10-Product rationalization, reducing low margin, low selling products © REL Consultancy Group - Company Confidential 38 Understanding Order to Distribution - Improvement Areas Where are the benefits? Forecasting (Strategy) Order Entry Purchasing Requirements Master Planning OPERATING COST CASH FLOW -3% to -5% + 10% to 25% Improved productivity will Improved inventory reduce labor hours (FTE management and overtime) Improved forecasting Improved forecasting and Calculated inventory management will manufacturing and require less “re-balancing” purchasing lot sizes of product between Reduced leadtimes warehouses (transportation costs) Elimination of distribution costs will reduce operating costs © REL Consultancy Group - Company Confidential Production Scheduling Warehousing & Distribution Continuous improvement ADMINISTRATION CUSTOMER SERVICE PRODUCTIVITY Improved Quality and + 10% to 15% Customer Service Increased information Cycle time reduction sharing resulting in reduced lead times Administrative time spent more effectively managing Better order fill rates important items rather than increase customer “fire-fighting” satisfaction and customer retention 39 Review of Order to Distribution Definition Impact Drivers Improvement areas Examples Summary © REL Consultancy Group - Company Confidential 40 Summary - Supply Chain CASH PRODUCTIVITY COST Imbalance between safety stock and demand profiles Requirement for increased warehousing space labor intensive production planning/forecasting process Proliferation of product and pack items Need for higher levels of production capacity Expedition of customer orders result in change-over's and poor plant utilisation Batch quantities > order quantities Last minute changes to production plan resulting in panic buying Inaccurate forecasting process Raw material shortages lead to poor plant utilisation High levels of stock High inventory levels need double handling of stock Requirement to write-off or discount slow moving and obsolete stock CUSTOMER SERVICE Shortages of stock to satisfy customer demand resulting in lost sales and poor service Late and incomplete shipments to customers resulting in rejected orders © REL Consultancy Group - Company Confidential 41 Total Working Capital Management - Summary To best control Working Capital, companies must balance all of the operational elements of their business. ORG / PEOPLE SYSTEMS PROCESS PROCEDURES METRICS PERFORMANCE © REL Consultancy Group - Company Confidential 42 Extract of the REL 1000 - www.relconsult.com 3 Year average performance ending December 2000 O v e ra ll R a nk C o m pa ny N a m e P re v io us Year S a le s C a s h C o nv e rs io n E f f ic ie nc y CCE R a nk D a ys Wo rk ing C a pit a l D WC R a nk D a ys S a le s O ut s t a nding D SO R a nk Inv e nt o ry T urns D a ys P a ya ble O ut s t a nding T urns DP O R a nk R a nk 27 CISCO SYSTEM S INC $ 18,928 34% 20 54 486 46 464 7 473 12 940 77 12 8 ELI LILLY & CO WA SHINGTON P OST CO $ 10,003 $ 2,412 28% 13% 29 257 69 5 6 17 68 67 44 766 436 2 76 956 38 36 42 300 2 17 14 7 17 1 GENERA L M OTORS CORP GENERA L ELECTRIC CO $ 184,632 $ 129,853 11% 20% 357 10 5 (1) 60 43 537 11 175 97 993 13 10 242 309 35 138 340 6 19 2 2 14 EXXON M OB IL CORP WM WRIGLEY JR CO $ 228,439 $ 2,146 9% 18% 427 13 1 5 62 69 558 32 32 282 281 11 4 280 8 18 41 15 224 896 227 232 DUKE ENERGY CORP P ROCTER & GA M B LE CO $ 47,730 $ 39,951 11% 13% 356 254 21 39 18 4 342 57 27 631 2 19 33 6 92 503 45 21 18 3 751 304 3 13 CM S ENERGY CORP CORNING INC $ 8,998 $ 7,127 10% 18% 380 13 9 38 84 327 745 56 70 6 17 805 9 4 326 692 41 36 228 3 12 346 375 A LCOA INC E I DU P ONT DE NEM OURS & CO $ 22,936 $ 28,268 13% 17% 242 15 8 66 89 595 790 52 64 562 734 7 4 462 748 27 34 532 358 398 407 M INNESOTA M INING & M A NUFA CTURING CO TRW INC $ 16,724 $ 17,231 17% 7% 16 2 578 92 37 805 320 64 52 730 560 4 15 771 19 5 23 34 685 346 433 477 DOW CHEM ICA L CO M CCORM ICK & CO INC $ 23,008 $ 2,124 12% 10% 299 421 68 61 6 12 547 49 44 507 441 5 5 586 6 15 33 29 367 472 497 543 GEORGIA P A CIFIC CORP HEWLETT P A CKA RD CO $ 22,218 $ 48,782 9% 9% 448 455 62 67 553 609 40 52 387 566 7 6 452 560 19 33 805 382 574 586 EA TON CORP B ETHLEHEM STEEL CORP $ 8,309 $ 4,197 8% 7% 479 572 69 63 6 19 569 52 19 567 15 9 7 4 474 723 23 35 676 336 609 6 14 UNITED TECHNOLOGIES CORP TENNECO A UTOM OTIVE INC $ 26,583 $ 3,549 10% 5% 404 689 82 56 731 506 60 52 680 568 5 6 606 526 30 41 433 221 657 7 10 INTERNA TIONA L B USINESS M A CHINES CORP M OTOROLA INC $ 88,396 $ 30,931 11% 6% 332 631 96 76 826 683 105 61 962 686 11 5 283 639 29 31 458 4 14 851 897 FORTUNE B RA NDS INC CA RP ENTER TECHNOLOGY CORP $ 5,845 $ 1,096 8% 7% 490 606 115 118 895 902 62 57 709 625 3 3 891 856 18 26 828 567 964 SEA RS ROEB UCK & CO $ 40,937 8% 5 16 165 976 194 996 5 628 77 35 © REL Consultancy Group - Company Confidential 43