#Project
FINANCE SHARED SERVICES
Our financial and accounting services spent the 2018 fiscal year on the preparation and launch of work with the Finance Shared Services.
I
n the first half of the year, the project team studied all the
financial activities and came up with a plan to transfer
all recurring and routine transactional operations to our
partner IBM. At the next stage, Imperial Tobacco employees
transferred knowledge of local and global financial reporting
and accounting standards, approved work instructions and
tracked IBM’s work. By the end of September, all transactions
of Imperial Tobacco were passing through the Finance Shared
Services.
The launch of the Finance Shared Services brought about changes
in corporate procedures and work patterns in all the company’s
offices. Updated instructions on the FSS project, links to new
systems, and questions and answers to possible questions are
laid out in a special section on the Intranet.
Natalia Derepasko, Deployment Lead:
“The combined ITG and IBM team
did a lot of work in fiscal year 2018.
We analyzed financial processes,
discussed them and showed the IBM
employees all the details. But the
project has still not been completed.
Recently we successfully conducted the
knowledge transfer phase and have almost completed
the transition period. The Finance Shared Services team
successfully picked up the entire array of operations, the
Imperial Tobacco financial team is now tracking IBM’s work,
correcting inaccuracies and advising.”
How to fill out a package of documents
for the Scanning Center
Each set of documents should be attached to a separate file with
a sticker attached with the following information:
• T he name of the employee who provides the documents.
•
T he recipient/signatory’s name for contractual and closing
documents.
At the central office of Imperial Tobacco, the Scanning Center has been
equipped. This is a completely new structure in the company’s financial
department. All documents that come from our counterparties pass
through the Scanning Center. Their scanned images are then transferred
to the Finance Shared Services, and the originals are archived.
How an invoice should made out
for Imperial Tobacco
• The purchase order number can be specified anywhere on
the invoice except for the fields for names of services, work,
and goods.
• The PO number must follow the words “PO” or “Purchase Order”
or “Purchase Order (PO)”.
• If an invoice is issued for several purchase orders, their numbers
should be entered using a comma or semicolon.
• T he actual address of the supplier, if different from the legal
address specified in the document.
• T he actual contact person for obtaining documents from the
supplier and his phone number, if different from the previously
provided master data on suppliers.
It is sufficient to specify factual data only the first time for each
supplier. The Scanning Center saves the information and will use
it in the future.
Elena Roskoshnaya, STP and Directum SME:
“The Scanning Center is the link between
Imperial Tobacco and the IBM. Despite
the name, its function is more analytical:
understand which business process a
document concerns and processing it
according to the rules set by Russian legislation
and the global procedures of the Group. The
direct technical part of scanning is important, but it is far from the
only stage in the document flow between Imperial Tobacco and the
Finance Shared Services.”
At the final stage the project team will carefully continue to monitor
the work of the Finance Shared Services. By the end of the FSS
project, the Imperial Tobacco financial service should be confident
that none of our work operations raise questions from the Finance
Shared Services.
The Империалист | | 12