1. UFS User Group July 21, 2016 Our call will begin shortly
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Thank you all for joining the UFS User Group call today.
I am Jill Helms, and I am the UFS Support Specialist with the Finance Systems Initiative team. Also from our FSI team we have Corinne Szabo, UFS Administrator and Wendy Cano, Project Manager with Financial Application Strategy.
To minimize the background noise we ask that you please mute your line.
We will pause throughout the presentation to take your questions. We encourage you to send any questions you have through the chat feature located at the top of your screen. You can also #6 to unmute your line.
Just a quick reminder, if you have anyone that you would like to invite to the group, someone that you feel would be a great source for feedback, please reach out to us through the UFS Administrator mailbox.

2. User Feedback & Open Forum
Welcome (Jill Helms)
Transversal Finance (Wendy Cano)
Introduction
How can you help
What’s New: UFS (Corinne Szabo)
Launch Site
Brand Statistics
What’s Next: UFS (Jill Helms)
Commodities Inventory
UFS Training revisions
User Feedback & Open Forum
We have some great information to share with you today.
Wendy Cano is joining us to give a presentation on Transversal Finance.
Corinne Szabo will speak to What’s New with UFS. I will talk about What’s next with UFS and finally, we will open up the call to user feedback and open forum.
Ok .. Without further delay I will turn the audio and presentation over to Wendy Cano. Wendy?

3. Transversal Finance Organization UFS User Group
July 2016

4. Today’s Objectives
Build familiarity of process improvements that will eventually be rolled out as part of Transversal Finance
Share how we are involving Operators in the process improvement implementation planning and what our ask may be of you

5. Introduction to Transversal Finance
Like other departments, Finance is looking at how it operates as a Transversal function under Invent 2020
This includes looking for opportunities to increase productivity and better support the business
Finance’s approach includes standardizing and streamlining processes to do work more efficiently and effectively
As a member of the UFS User Group we are providing you an early view to process improvements
INVENT 2020 TRANSVERSAL FUNCTIONS
TRANSVERSAL FUNCTION RESPONSIBILITIES
Consistent delivery of services, predictable results and competitiveness
Functional/professional expertise
Optimization of the cost to perform the service
As you now know, Invent is all about becoming a truly global organization, and Finance is part of that. We need to leverage best practices across the organization to ultimately help our business grow faster, creating more opportunities for our employees.
We also know, as a result of a number of benchmark evaluations, that the structure and cost of our Finance organization is not in line with industry best practices and our competition. We have an obligation to evolve and increase Finance’s efficiency and effectiveness.
In light of this, the objective of the new Transversal Finance function is to help Sodexo deliver results and better meet our business objectives at a more efficient cost. We will be focused on streamlining processes so that we can work more consistently and efficiently while also leveraging resources in ways that serve broader parts of the organization.
In North America we have created a road map that outlines how we need to evolve in order to become a Transversal Finance function which includes changing and enhancing the way we work. And while our approach to transformation covers a number of important initiatives that work together to make the change possible, we would like to spend the time we have today focusing specifically on the changes related to the Planning, Budgeting, and Forecasting processes.
To learn more about the full scope of Transversal Finance visit search for Transversal Finance on SodexoNet.

6. Program Scope of Transversal Finance
Organization Design
Design a leading class function aligned to provide end-to-end financial support under a new Transversal model
Close, Consolidate, & Report
PBF* Process Improvement
Foundational Initiatives
Increase the effectiveness and efficiency of the Planning, Budgeting, and Forecasting (*PBF) process
Increase efficiency of Close process
Support the transition to a monthly calendar close
Our move to becoming a Transversal function targets 4 areas:
Along the left and right sides of the triangle - Improving and streamlining our processes to help us do our jobs better, with an emphasis on Planning, Budgeting, and Forecasting (on the left), and Financial Close Improvements (on the right).
At the bottom of the triangle, our foundational initiatives – these are already underway and are essential to driving the effectiveness and efficiency that will support our evolution to a Transversal Function a success.
The foundational initiatives are:
Enhancing the reporting environment to better meet the needs of the organization
Developing data management governance
Reducing After Market Reports (AMRs)
Standardizing the accrual and payout processes
Integrating US Energy & Resources
And in the center of the triangle – Designing our organization to strengthen the alignment between our people, their skills, our processes and our strategy.
This program is only as effective as a whole as the work is interrelated.
We will talk more about the different initiatives in a few minutes.
Enhance the reporting environment to better meet the needs of the organization
Develop data management governance
Reduce After Market Reports (AMRs)
Standardize the accrual and payout processes for the annual incentive plan
Integrate US Energy & Resources

7. Close, Consolidate & Report: Case for Change
The objective is to address existing pain points in the pre-close and close processes and support the execution of the Monthly Close Calendar Conversion initiative
Improvement Objectives 1 2 3
North America is the only region not on monthly close
Distribute effort over the period
Build more real time financials
Move to a monthly calendar close by end of FY17
Manual JEs are recorded annually
72,000
58%
of manual JEs are booked during Close
of Service Tickets are logged at Close
63 %
of Manual JE lines are less than $10
31 %
Of manual JE lines are less than $1,000
83 %

8. Close, Consolidate & Report: Improvements Coming Soon
CCR design elements focus on simplifying and eliminating work, reducing manual and disparate processes, driving accountability and distributing effort over the period to reduce peak close volume
Step A
Daily UFS transmissions
Operators
Catch and fix mistakes earlier
Don’t miss deadlines and have to submit after the fact
Make Close less of an event
Be able to look forward and not backwards
Make more timely decisions
Prepare for the move to monthly calendar close
Real time data is put in
Step C
Frequent review of Unit financials
More timely reporting is shared back
Step B
Updated financial reporting in E=Vision
Talking points: to provide more specifics on what is submitted daily ( and what key metrics can see in financial reporting
Finance
Before rollout in September 2016, the process improvements will be tested with select Operators

9. Close, Consolidate & Report: Further Out
The move to a monthly calendar close by the end of FY17 will align NORAM with Group Calendar
FY17 Pd 12
MCC Stub Period:
Six days will be added
to FY17 P12 in order to
align NorAm with
Group monthly
calendar
FY17 will end on August 31 instead of August 25
Period 12 of FY17 will include an extra six days
Periods in FY18 will begin on the first day of the month and end on the last day
Close calendar
and process
cadence in FY18
will be aligned to
the monthly
calendar

10. Next Steps and Ask
Next Steps: To continue to collect feedback and refine plans for implementation
Our Ask: Partner with us by volunteering to test some of these initiatives, ask questions and share your feedback on risks and challenges

11. What’s New: UFS Launch Site
OK, if there are no additional questions for Wendy I will now turn the presentation over to Corinne Szabo to discuss what’s new with UFS.
Access to UFS will not change
You will continue to use the Launch UFS button
Section tabs are now located across the top portion of the page
Right hand column has not changed
Scroll bar on the right reveals more page content below

12. What’s New: UFS Updates
New servers were installed throughout the month of June
Brand Transaction Statistical Entry
What is the Change?
When entering Brand Sales within the UFS Cash Module you will now be required to enter customer transactions for the corresponding brand revenue prior to submitting.
Why the Change?
With the addition of brand transaction statistics, we will now be able to track customer flows, check averages and participation; Key measures in assessing the health of the business and overall success of a Brand.
How do I report Brand Transactions?
You will report your Brand Transactions in the UFS Cash Module the same as you report transactions for café revenues today.
The addition of this hardware has reduced recent application performance issues, due to high activity volume. We have seen a marked improvement on user reported issues, server errors and timing out of reports due to the new servers.
In an effort to increase visibility to and improve analysis for Retail Brands, UFS now includes Brand customer count transactional entry fields in the cash module for all internal and external Brands. This will enable unit level user to report statistical transactions specific to each brand sale at their location.
What is the Change - When entering Brand Sales within the UFS Cash Module you will now be required to enter customer transactions for the corresponding brand revenue prior to submitting.  If you currently report Brand sales through TJE’s instead of the Cash module, this change does not apply to you.
Why the Change - With the addition of brand transaction statistics, we will now be able to track customer flows, check averages and participation; Key measures in assessing the health of the business and overall performance of each Brand.
If you need more information, you can review the recent communication is posted on the UFS Launch Site in the Top News section.

13. What’s Next: UFS
New Commodities Inventory Module for School Services units only
This enhancement will not impact non-Schools units using the Schools Services version of UFS.
Training available – UFS Commodity Training
UFS Ingenium Training Revisions
Thanks Corinne. What’s Next with UFS … The New Commodities Inventory Module for School Services units only.
We will begin pilot testing the new School Services Commodities Inventory Module in July and August.  Pending a successful test phase, we will deploy the module to all School Services units in early FY17. This new commodity menu is located in the Expenses module under inventory. Just a reminder: This enhancement will not impact non-Schools units using the Schools Services version of UFS. If there is anyone from School Services on the call that would be interested in pilot testing in August please reach out to me after the call or send me your information in chat and I will get in touch with you.
There is a recorded Webinar Training available that explains what commodities are and how and why we report them. The new module and reporting process is also introduced. The UFS Team will distribute and post this training as well as a Commodity Inventory User Guide to the UFS Launch Site, prior to deployment.
UFS Ingenium Training Revisions - We have been working throughout FY16 to revise the Web UFS training modules to update content and material.

14. Web UFS Training Update Progress
UFS MODULE
Content
Course Development
Course Review
Posted on Ingenium
WUFS Introduction
Completed
Cash Module
Setting up Web UFS
Statistics
Billing- Non Contractual, (module under SME review)
In Progress
Billing -Contractual, Credit Invoices, Memos
Schools – OSI, Meal Entry, Credit Memos (**Billing invoice module under SME review)
AP Invoices
Direct Pay
Petty Cash
Change Orders
Inventory
Transfers
Weekly Entries
Vending
WOR Process
Transmission
New Week Setup
Period/YR End Close
Unit Activities
As you can see, we are making great progress on the Training updates. There are 3 modules remaining; Billing Non-Contractual and SS Billing Invoice modules are in progress of being reviewed by SME’s and vending course is still in the development stage. Our goal is to have all of these completed by FY End.
Once you have completed the Web UFS Introduction to Financial Reporting Module, you will gain access to the entire suite of Web UFS Financial Reporting Training. The cost has been reduced to $38 per user and if you have already registered you will not incur additional charges. We encourage you to go back and revisit this training suite, help us push this training to any new UFS users. If you would be interested in reviewing future training revisions please reach out to us through the UFS Administrator mailbox.
We also want to thank any of our UFS User group who have participated in reviewing the revised modules in staging.

15. Questions
Ok .. Are there any questions or feedback on what was presented today? Remember you may need to #6 to unmute your lines or you can submit your questions using the chat feature.

16. Application Feedback
Group Open Forum What is MOST important Service Request / Defect item to you and your users?
Thanks everyone for your time. If you have feedback around performance or items that are important to you that we haven't addressed please send your feedback to the Administrator mailbox and keep reviewing the Launch site for updated information related to the application. We will send out invites for the next user group call. Be sure and reach out to us if you have someone that you would like to have in the group. Have a wonderful day everyone.
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17. Defects/Bugs and Fixes
Unit Financial System User Group
Provide & Gather
Feedback
Training
Defects/Bugs and Fixes
Future Enhancements
We will send out invites for the next user group call. Be sure and reach out to us if you have someone that you would like to have in the group. Have a wonderful day everyone.
RECRUIT, ENGAGE, DRIVE TRAINING, AND SHAPE THE FUTURE!!!
UFS User Group, established 2010