1. FY17 Controller Call Series
The presentation will begin momentarily
June 2017

2. Safety Moment (Jill Helms) Kronos Analytics (Parker Williamson)
AR Collections (Brad Hamman)
Monthly Close Calendar (Wendy Cano)
Questions
Unit Controller Call June 2017

3. Safety Moment: Common Sense Safety

4. Common Sense Safety
Taking safety seriously means paying attention to every part of your job and what goes on around you. Ignored hazards can result in injury.
SAFETY DO
Know safety rules and regulations.
Pay attention to what you are doing.
Treat safety as an important part of your job.
Remind other workers about safety procedures.
Pay attention during safety meetings and training.
Ask Questions about work or procedures you do not understand.
SAFETY DO NOT
Do not assume safety is someone else’s job.
Do not ignore safety hazards.
Do not fool around or horseplay.
Do not be overconfident with jobs you have done many times.
Do not use equipment in ways for which it was not intended.
Do not get pressured into ignoring safety procedures because of tight schedules.
MOST ACCIDENTS ARE CAUSED BY A FAILURE TO USE COMMON SENSE!
Safety Moment

5. Common Sense Safety - Careless
Reasons people get careless:
Complacency: Going on “auto-pilot” because you have done the job so often.
Emotions: Being angry at something that happened at home or work.
Fatigue: Too little sleep or too many hours at work.
Not appreciating risks: Not enough training or not paying attention during training.
Reckless attitude: Thinking that safety is not important or does not apply to you.
Safety Moment

6. Kronos Analytics Update Unit Controller Calls
June 2017
Kronos Analytics (Parker Williamson)- PM from Market Labor Team

7. Kronos Reports
Use Kronos Reports to review more details about metrics shown in the Analytics Dashboard.
Shows which employees will incur OT by the week’s end.
Itemizes your Punch Percentage by employee.
The total hours and dollars per pay code.
Pay Code Summary
Employee Clock Punch Percentage
Approaching OT
A pay code summary that factors in transfers.
A detailed report of each employee’s timecard.
Easy-to-read, printable schedule from the Kronos Schedule Planner
Schedule by Org
Simplified Time Detail
Hours Grouped by Spec Labor Level

8. Running Reports Save favorite Report settings to use again.
View your Report now.
Have your Report sent to your inbox when it’s ready.
Automate Reports to run for you.

9. Schedule Reports Choose a report frequency.
STEP 1 Give your Report a unique name.
STEP 2 to yourself and/or others.
STEP 3
Choose a report frequency.
STEP 4 Choose a time of day for the report to run.
STEP 5 Set a start and end date.

10. What’s Coming Next?

11. https://sodexo-uat.kronos.net/wfc/navigator/logon
What’s Next? 1
MAY
Out of Unit Dashboard Pilot launched for RVPs, DMs and Finance Support.
What this means:
Interactive and intuitive visual of in-unit data,
Ability to export and distribute.
Ability to identify opportunities for improvement and determine action plans

12. Questions?

13. Credit & Collections Spring 2017
AR Collections (Brad Hamman – Dir of Credit/Collections)
Spring 2017
Confidential and proprietary to Sodexo. Do not share or post without proper consent.

14. FSS Credit & Collections (New)
SIMPLIFY Credit & Collections
Q&A

15. 1
FSS Credit & Collections

16. Why Create a FSS Credit & Collection Team?
Align with Ambition 2025 – aggressive growth
Credit risk management and using a collection tool will be critical
Adopt Healthcare’s dedicated Credit & Collections team across the Enterprise
Standardize policies
Provide training & support
Adopt
Best Practices
Improve AR Management
Earlier detection to take action
Reduce bad debt and legal fees
Long-term results (years)
Permanent effects
Improve
Cash Flow and DSO

17. FSS Credit & Collection Team Milestones
\\\\\
FSS Credit & Collection Team Milestones
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Team Formation
Go-Live with New Policies
Go Live !
First Wave Hiring
1st Wave Training (build partnership with Segments)
Second Wave Hiring
2nd Wave Training (building partnership with Segments)
Implement Credit Management Software
Application Assessments
Define Configuration
Pilot
Full Deployment
Short Term Goals: FYE 2017
Money in the Bank for FYE!
Long Term Goals: Partner with Segment Finance/COE
Define Key Metrics and Targets
Update Polices & Procedures, conduct Training, GIA Audit Findings
Communication 17

18. Plan Do Check Act Collections Process Plan Do Act Check
Evaluate Your Open Accounts Receivable at the AR Dashboard
Prioritize Collection Efforts from Largest to Smallest
Determine Root Causes
Identify Potential Solutions Do
Strategize with team members
Determine roles
Develop and implement action plan
Plan Do
Check
Act
Act
Identify Red flags… see something, say something
Timely follow-up is key
Reach out for help if needed
Check
Measure progress
Ensure payment was received as committed (timely follow up is critical)
Identify lessons learned

19. 2

20. Credit & Collections Review your Open Accounts Receivable frequently
Review the Collection Tips and FAQs
Follow the Collections process (Plan, Do, Check, Act)
Document your plans in E=Business Review
We want to hear from you.
Please send an to or call Option 2, Option 2

21. Credit & Collections AT-A-GLANCE
Why focus on Collections?
Monitoring and collecting AR helps to improve the Quality of Life for our operators by identifying and resolving issues timely – plus it just makes good business sense You work too hard to do it for nothing! You earned it, go get it.
Timely AR collections demonstrates responsible oversight for Cash Flow from all levels of management – and is a key measure of Sodexo’s financial effectiveness and success Improve cash flow = Improve Days Sales Outstanding (DSO)
Operating Profit and Accounts Receivable are performance measures for everyone in the Annual Incentive Plan.
Credit & Collections is part of SIMPLIFY – a campaign that highlights initiatives that improve your Quality of Life at work.
Timeline
June Review and Prioritize Collections (from largest to smallest invoice)
Document plans in E=Business Review Perform Timely Follow Up
July Review and Prioritize Collections Document plans in E=Business Review Perform Timely Follow Up
August 2017
Review and Prioritize Collections Document plans in E=Business Review Perform Timely Follow Up
Bank It By FYE
8/31/2017
New Standard for
Managing Receivables
Training and Resources
We want to hear from you!
Have a question or comment on Collections? Please send an to or call Option 2, Option 2.
Review your Open Accounts Receivable at the AR Dashboard
Document AR action plans in E=Business Review
Review Collection Tips and FAQs
Visit the Collection Tips page on Sodexo Net (keyword: Collection Tips)

22. DO – ACTION CHECKLIST AR Action Checklist
Validate Open AR invoices by the AR Dashboard in E=nterprise Analysis
Submit any new invoices to client
Answer any client questions regarding the invoices
Get confirmation of expected payment date for invoices
Follow-up in a timely manner to ensure payment was sent
If payment is delayed determine reasons and reach out for help if unable to resolve
View Open AR invoices to ensure payment was posted correctly

23. DO – Best Practices Best Practices
Keep good relationships with the client and their AP department
Follow the Collections Cycle – Plan, Do, Check, Act
Hand deliver accurate invoices and review face to face to ensure all questions are answered
Review your Open AR daily/weekly
Timely follow-up by DM and/or upper management when issues aren’t resolved a the unit level (See something…say something)
Be aware of Period and Quarter close deadlines
Don’t be afraid to ask for help!
Catering – require a 50% advance deposit (AF Topic Prepayments) and collect balance due at the time of service 

24. AR Reference library on SodexoNet
FAQs
Common Collection Issues
Missing Invoice
Expired Purchase Order
Client needs more info to process the payment (or reconciliation issue)
Invoice errors/billing dispute (i.e. sales tax, labor charges, etc.)
Invoice not billed or delivered in a timely manner
Client missed their promise to pay by date
Client’s require of multiple sign-offs to process invoice for payment
Disorganization in client’s finance department
Client is paying on different terms than agreed upon contractual terms
Client has cash flow issues
Client waiting on funding from State or other sources
Common Collection/AR questions
Where to send the check regular mail?
When to send the check overnight and to what address?
How to convert Client to Electronic Pay?
How can I lower my DSO?
Where can I get a collection form letter?
What payment options are available to my client?
How does Sodexo calculate interest?
What is the best practice for invoice delivery and collection?
AR Reference library on SodexoNet

25. SHARE - WE WANT TO HEAR FROM YOU
Technical issues: Help Desk and follow the prompts to E=Vision dashboard
Functional Issues: Help Desk and follow the prompts to E=Vision dashboard or contact the  E=Vision Reporting team at:
Additional Questions: Please send an to or call Option 2, Option 2.

26. 3
Q&A
Julie

27. Monthly Calendar Conversion Unit Controller Calls
June 2017
Monthly Close Calendar (Wendy Cano – PM from FSS SAP Initiatives)

28. Monthly Calendar Conversion Update
Where are we in the conversion?
Created and published the FY18 and FY19 monthly fiscal calendars
Notification letters went out to…
2905 US Clients
161 Canadian Clients
324 SodexoMagic Clients
84 Brands
221 Subcontractors
Testing phase
Successfully tested 419 SAP and Reporting test scripts
Logged and fixed 21 defects
Successfully tested a mock monthly close week schedule
Successfully completed integration testing with several impacted peripheral systems

29. The New Sales Accrual
A new program will be implemented to accrue for the service days which are not billed in the previous month by the cutoff date of BD+2 (Business Day 2).
The program will look at the billing status in Fiori to determine if the accrual is needed
The program will compute the number of days to accrue based on the difference between the ‘settlement to’ date and the month end date, then multiply by the average daily accrual rate
The average daily accrual rate will be calculated by referencing the last posted invoice for the previous settlement period and divide by the number of days in the billing cycle
The accrual will post to the GL accounts utilized on the last posted invoice and post to the month end date as a reversing entry and will reverse on the first day after close
If an invoice will not be generated for the last week of the period, then it is critical to ‘skip’ the billing date to prevent the program from posting the accrual to the financial results

30. Skipping a Billing Record
There may be times when a Fiori user should not bill for a particular Billing Record in their billing schedule.
To skip a Billing Record (Date) the Fiori user should use the button labeled “Skip Billing Date” when that Billing Record is in due status
Clicking this button will cause an additional dialog box to appear asking the Fiori user why the particular Billing Record should be skipped. The user should select the reason which best applies to their situation:
Temp Close Scheduled
Temp Close Emergency
Dispute/Negot Pending
Dispute/Negot Waived
Other
After selecting a reason code, clicking Confirm will complete the Skip Date process. Clicking Cancel will return the user to the prior screen (no action taken).

31. The New Sales Accrual

32. The New Payroll Accrual
With the changes from the fiscal calendar to a monthly fiscal calendar, the US Payroll Labor Wage Accrual Process will be automated to post for both weekly and bi-weekly payroll cycles in SAP, two Business Days (BD+2) after the last day of the month.
Posting is for direct and indirect units
This process will use available payroll data from the Kronos database for actual days worked and processed in Kronos
Kronos will create the accrual file based on the totals for pay codes with associated dollars applied to the worked cost center for the calendar days between the close of the last pay cycle and the last day of the calendar month
The data contains just payroll related data, no general ledger (Paid Time Off) accruals
An accrual for the Benefit Posting will be a prorated amount of the previous Friday’s Aon Hewitt GL posting
The program will determine the number of days in the last week of the month

33. The New Payroll Accrual – Key Notes
Your current payroll cycles will not change with the move to a monthly fiscal calendar
You must enter and save your time in Kronos by 12:00 pm EST on BD+2 in order for it to be included in the accrual calculation
The existing automated Canadian Payroll Accrual will be updated to reflect the new monthly calendar

34. The OSI Change
Beginning August 12th 2017 users will not be able to enter and transmit payroll accrual data from the OSI module in UFS, as payroll data will be sent from Kronos to SAP.
OSI line numbers 89 through 97 will be removed from all schools units’ templates
The Payroll Accrual Setup/Update button will be removed from the screen
Line No
OSI Account
Description 89
HRLY-CALENDAR WAGE ADJ 90
ADMIN-CALENDAR WAGE ADJ 91
ADMIN-CALENDAR BEN ADJ 92
HRLY WAGE A/D-UNION 93
HRLY BEN A/D-REGULAR 94
HRLY BEN A/D-UNION 95
HRLY WRK CMP A/D-REG 96
HRLY WRK CMP A/D-U 97
ADMIN WKRS COMP A/D

35. September 2017 Important Dates
Transmission Deadlines
Friday /01 – week ending 8/31
Monday 9/04 – week ending 9/01
BD+2
Enter Time in Kronos by 12:00 pm EST
Finalize Client Invoice by 5:00 pm EST
Financial Close - Day 1 (BD+3)
Review Preliminary Reports
All Adjustments Due
US Holiday
Financial Close - Day 2 (BD+4)
Analyze Financial Results
Canadian Holiday
Final Period End Settlement Invoices Available (D+5)
Four Day Inventory Reporting Window

36. Timeline Timeline Go-Live! Command Center help desk Roll out training
Continue training
Go-Live plan execution
Ongoing support
Capture learning/ post launch survey
June
2017
July
2017
Aug.
2017
Sept and beyond 36

37. Next steps What you should be doing Where to Find Help & Support
Remember to Think Daily and spread the work more evenly throughout the period by…
Transmitting in UFS as soon as information is available
Frequently reviewing Unit financials to catch errors prior to Close
No longer submitting certain journal entry requests less than $2,500
Continuing to become familiar with the timelines and due dates 4
Where to Find Help & Support
Reference support documents on
the Monthly Calendar Conversion (MCC) page of Sodexo Net
Check out the FAQs
Send your outstanding questions to Transversal Finance Mailbox
Contact the USA BSC Client Services for your segment
B&I Market Campus Services School Services Healthcare Market Canada 

38. Questions?

39. UFS Application – Controller Corner39

40. Resources Questions? Unit Controller Network Call Materials
UFS Launch site
Kronos Analytics
AR Collections:
Technical issues:
Accounts Receivable: Option 2, Option 2
Monthly Calendar Conversion (MCC)
Transversal Finance SodexoNet Page 40