Trintech Close Global Rollout Project

SME Kick-Off - US

Agenda

2

Topic Speaker

Introductions Fauzia Khan

Role of the Business SME Maria Ortega

Trintech Close at SPE Fauzia Khan

Implementation Approach and Project Plan Ali Saghafi &

Candace Barkdoll

Close Requirements Gathering Maria Ortega &

Gretchen Atherton

What is Next Ali Saghafi

Resources for the Business SME Ali Saghafi

Today’s Purpose

Bring together the Business SMEs

Review the purpose of the Trintech Implementation

Highlight key project events and milestones

Introduce and kickoff the data requirements exercise

Highlight available resources for Business SMEs

Today is not a design session. We will be “parking” any

design conversations and saving them for the upcoming

design workshops

3

Introductions

4

Building Our Team of SMEs

• Name

• LOB, Territories, Functions you will represent for this project

Name Title LOB Representative Area

Cynthia Chun

Executive Director, Corporate

Finance Corporate Finance Corporate Accounting

Jalaluddin Lalani Exec Dir Finance Corporate Finance Studio Finance

Mark Corbin Exec Dir Finance Corporate Finance Studio Finance

Stanley Rozario VP Corp Finance & Global SS Corporate Finance Corporate Accounting

Ana Gonzalez Dir Finance Home Entertainment Finance Home Entertainment Domestic

Barry Daskal Exec Dir Acctg Home Entertainment Finance Home Entertainment Domestic

David Oriba VP Finance Motion Picture Finance WW Acquisitions

Rosa Ortiz VP Finance Motion Picture Finance Motion Picture Group Domestic

Donna Falzon Exec Dir Finance Sony Picture Television Finance Television Production

Jose Galan Exec Dir Finance Sony Picture Television Finance Television Domestic

Kim Tran Exec Dir Finance Sony Picture Television Finance Television Networks

Laurel Richter Exec Dir Acctg Sony Picture Television Finance Television Distribution

Tammy Lee Exec Dir Finance

WW Acquisitions Group and Sony

Pictures Digital Motion Picture Group Digital

Amber Castellanos VP Finance

WWMktg Finance and Intl

Theatrical

Sony Pictures Releasing

International

Dana Terry Exec Dir Finance

WWMktg Finance and Intl

Theatrical

Sony Pictures Releasing

International

Introduction – SME List - US

5

6

Role of the Business SME

Maria Ortega

Role of the SME

Welcome to the team !

As a Business SME, you will be involved in six essential tasks

7

Task Timeline

Provide requirements documentation of the current close

calendars and checklists across your lines of business and

territories

Jan – Feb 2014

Participate in Design Workshops and represent the current

close design/process for your respective group

12 – 14 Feb 2014

(EMEA)

20 – 24 Feb 2014 (US)

Complete close task template for data upload that includes all

LOB tasks with appropriate dependencies 14 Mar 2014

Validate final solution design by participating in solution

walkthrough Apr – May 2014

Identify testers and participate in UAT Jul – Aug 2014

Serve as a champion within the organization to help drive

communication, engage users and facilitate stakeholder buy in Ongoing

8

Trintech Close at SPE

Fauzia Khan

Why We Are Implementing Trintech Close

By implementing Trintech Close, we will

Enhance close process compliance and reduce SOX deficiencies

Gain transparency within the close process. Allowing our finance

directors and shared services centers to have a shared view of the

close and its current status

Identify opportunities for efficiencies within the existing close

process

9

Trintech Close Framework at SPE

10

Controller,

Accounting Manager

Document Financial

Close Tasks

Schedule

Tasks

Define

Perform

Financial Close

Tasks

Close Team

Members

• Standard

Adjustments

• Adjusting Journals

• Valuation Analyses

• Reconciliations

email

Execute

CFO, Controller,

Finance Team

Assess Financial

Statement Readiness Produce Online

Binder for Audit

Certify &

Report

Report and Improve

Corporate, Regional

Managers

Monitor Processes,

Remove Bottlenecks

Monitor

• Status console

• Close Calendar

Status

• Issue tracking

Define

Close Process

Execute

Close

Process

High level Implementation Approach: Walk before we run!

• Financial close calendar

• Key financial close tasks and controls

• Task schedules (due dates based on close calendar)

• Review and approval workflow

• Document repository

• Reporting requirements

• Tracks task status

• Monitors process

• Emails tasks to assigned parties

• Certify & report close to supervisor/manager

• Allows attachment of supporting documents

• Organizes and delivers structured closed binders

• Produces custom reports

• 11

12

Implementation Approach and Project Timeline

Ali Saghafi & Candace Barkdoll

•

Project Planning

Design

Testing & Training

Build Production

13

Project High Level Approach

The project plan is designed around key activities over a 10 month period to Go Live by

September 1st 2014.

Build Production Design &

Requirements

Configure, Prep and Load

Data

Cycle 1 Testing

UAT & End User Training

Solution Walkthrough

Project Planning

• Conduct formal

kick-off meetings

• Highlight project

benefits, scope and

key milestones

• Gather and analyze

Close requirements

• Conduct design

workshops to

review design

analysis and

Trintech Close

structures

• Prepare data load

templates

• Conduct solution

walkthrough

• Perform functional

cycle 1 testing

• Conduct user

acceptance & end

user testing

• Provide training

• Go / No Go

decision

• Go Live

communication

• Go Live

• Post-Go Live

Hypercare

Jan – May 2014 May – Aug 2014 Sep 2014

Project Key Milestone and Timeline

14

Project Planning

Design & Requirements

Solution Walkthrough

UAT & End User Training

Build Production

2013 2014

Configure, Prep Data & Load

Data

Cycle 1 Testing

Nov Dec/Jan Feb/Mar May/Jun Jul Aug Sep

Kick Off (12/13)

Training Material Development

Perform UAT (8/6 – 8/19)

Go/No-Go Decision (8/22)

Go Live (9/1)

Break in project

Milestone

Perform Cycle 1 Testing (6/9 – 6/20)

Design Workshops (2/12 – 2/24)

2-3 day sessions planned in EMEA and US

Perform walkthrough (4/28)

Update Configurations (5/16)

Network of SME Super Users Identified (1/14)

Communications Plan

Data Conversion and Loading (3/18-4/14)

Train the Trainer (7/7)

End User Training (Jul – Aug)

Hypercare

Finish Requirements Gathering (2/3)

Solution Timeline

Communications and Training Timeline

Anticipated participation from Business

Training Strategy & Approach

Stakeholder Impact Analysis)

15

Close Requirements Gathering

Maria Ortega & Gretchen Atherton

Key Functionality

SPE will take advantage of key functionality within Trintech Close to streamline and

improve the financial close process. This includes:

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Task Management

• Close tasks are assigned based on identified roles of Preparer, Reviewer and Secondary Reviewer

Close Due Dates

• Close tasks are shown real-time as on-track or behind schedule during critical close period based on global close calendar

Dashboarding

• Quick views are provided for the end users and managers of assigned, completed and upcoming task deadlines

Workflow Approvals

• Email notifications are sent to users when tasks are ready for approval or require further action

Document Repository

• Supporting documentation is attached to tasks and issues

Reporting

• Reports are created on-demand for key audiences

High-Level Design Principles

• Close Entity Hierarchy – The current hierarchy for SPE has been designed by Line of Business

(LOB), territory, function based close reporting structures

• Task Management – Dependencies are enabled where all upstream activities must be complete

before a dependent task can be submitted; Critical and Control tasks must be identified

• Workflow – Preparer, reviewer and secondary reviewer (approver) roles are available for

workflow approval routing

• Roles, Permissions, Authority – User roles and administrative roles are governed by existing

SOD governance and organizational responsibilities

• Standalone application – Trintech Close application is a self contained close management

application which can reference other systems of record however is not currently integrated

• Due dates (“Days”) – Calendar is based on global close calendar from Soft Close through

reporting. An example of the 2014 calendar is below:

Flash Reports SAP RPR SAP RPR SAP RPR Revenue / EBIT Management Book

Due to Corp. A/P, A/R Territory Financial Period Reconciliations Due

Narratives/Schedul

es SCA and Tokyo

Finance and Cash Hard Close Close (Results Due) to Corp. Finance

Due to Corp.

Finance Submission

(6:00 p.m.)

Cutoff

(Soft Close)

(11:59 PM - Local

Time) (11:59 p.m., Day 2) (Noon, Day 4) (6:00 p.m., Day 4)

(6:00 PM - Day

5)

A Closer Look at the Close Hierarchy

18

The following graphic represents how the financial reporting

hierarchy can be setup within the Trintech Close application

Requirements

will be analyzed

against these

baseline

structures to

determine

solution design

fit/gap

Sony Pictures

Entertainment

Business Unit

Line of

Business

Sub Line of

Business

Territory

Functional

Area

SSC / ITF

Level 1 –

Corporate

Level 2

Level 3

Level 4

Level 5

Level 6

Level 7

Requirements Gathering: What We Need From You

Help us understand your current month end close process. This

includes your current close calendars and checklists which must

contain the following information:

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Financial reporting hierarchy: BU, Line of Business, Territory,

Function (may include company codes)

List of critical month end tasks (activities) performed by task

category (Reconciliation, JE, Statements etc. note: drop down or

mapping will be provided)

Task dependencies (upstream/downstream if any)

Task due dates (relative to the global close calendar e.g.: SC +1)

The owner, reviewer and secondary reviewer of each task (note:

approver = reviewer)

Standard template or other supporting documentation used to

complete the task

Current location for supporting documentation (Spidr II,

SharePoint, etc.)

Current workflow approval process / tool (Ariba, email, etc.)

Requirements Gathering: Template Overview

We will now show some current examples of close checklists that

we are able to use in our baseline analysis

We have a spreadsheet template for use for those who need to

convert non-excel information into a useable format for this exercise

For example:

20

Completed templates should be emailed to:

Trintech_Unity_Close_Program@spe.sony.com

Calendar of Events Ahead

Sun Mon Tues Wed Thurs Fri Sat

1/13

1/14

1/15 1/16 1/17 1/18

1/19

1/20 1/21 1/22 1/23 1/24 1/25

1/26

1/27 1/28 1/29 1/30 1/31 2/1

2/2

2/3 2/4 2/5 2/6 2/7 2/8

2/9 2/10 2/11 2/12 2/13 2/14 2/15

2/16

2/17 2/18 2/19 2/20 2/21 2/22

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US Business

SME Kick-Off

EMEA

Business

SME Kick-Off As –Is checklist /information gathering Collection

As –Is checklist /information gathering

Gap Analysis & Follow-up Conversations with SMEs

Baseline

Design Sign

Sign-Off Baseline Design Analysis

Workshop

Logistics

Finalized

Gap Analysis

EMEA Design Workshop

US Design Workshop (2/20-2/24)

As –Is checklist /information gathering

Gap Analysis & Follow-up Conversations with SMEs

22

What is Next

Ali Saghafi

Coming Soon

23

Check-in on data requirements

you are submitting to answer

questions and ensure we

understand your current

process

Design Workshop Invites

24

Resources for Business SME

Ali Saghafi

We have information!

The Trintech Close SharePoint Site contains information on

our project, the implementation timeline and Trintech Close

tool itself.

We will provide you access to the Trintech Close SharePoint

Site and share training resources with you if you are

unfamiliar with SharePoint.

Project SharePoint Site

25

Trintech Close

SharePoint

Site

Have questions?

Want to know more?

SharePoint Screen Shot

26

More Resources for Business SMEs

27

Word is starting to spread about Trintech Close! We are preparing a series of resources to help you explain Trintech Close to your colleagues in Finance as well as throughout the organization

On SharePoint you will soon be able to find:

FAQ Document:

Answers to common questions we are hearing. Responses are focused on future users of Trintech Close and designed to be shared

“Meeting in a Box”:

Short PowerPoint presentation to explain at a high level the project goals, timeline and anticipated benefits of implementing Trintech Close

Key Contacts for Business SMEs

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If you have any questions about data requirements or the overall

Trintech implementation please reach out to one of the resources

below:

US Regional Manager: Ali Saghafi

EMEA Regional Manager: Chris Kendry

RTR Subject Matter Expert: Maria Ortega

Do Not Forget: submit your complete data requirements

template to the Trintech Mailbox

What are your thoughts?

Any remaining questions?

Are the activities in the approach clear?

Are the requirements clearly understood?

What are we missing?

30

Appendix

List of SMEs* - EMEA (1 of 2)

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SME Name SME Title SPE LOB Location

Alan Castle Finance Director WWMktg Finance and Intl Theatrical United Kingdom

Darren Hopgood Group Finance Controller WWMktg Finance and Intl Theatrical United Kingdom

Delphine Lopez Financial Controller, SPRI WWMktg Finance and Intl Theatrical United Kingdom

Olivier Kerhoas Dir, Fin WWMktg Finance and Intl Theatrical France

Albert Zielinski Dir, Fin WWMktg Finance and Intl Theatrical Germany

Angeles Soler Dir, Fin & Admin WWMktg Finance and Intl Theatrical Spain

Carmel Burke VP, Finance SPT Finance United Kingdom

Samantha Sing (Int’l) Mgr, Finance SPT Finance United Kingdom

Melanie Newlands VP Production Finance Europe SPT Finance United Kingdom

Wendy Oliver Director of Financial Control SPT Finance United Kingdom

Frederic Kurt Dir, Fin SPT Finance France

Ulla Symanzik Exec Dir, Accounting SPT Finance Germany

Christiane Roth Senior Accounting SPT Finance Germany

Adam Feher Mgr, Finance SPT Finance Central Europe

Maciej Peksa Controller, Finance SPT Finance Central Europe

Cristina Valsecchi Financial Controller SPT Finance Italy

Ilaria Consoli Finance Director SPT Finance Italy

Liliana Pagnani Finance Manager SPT Finance Italy

Chantal Blonk-Nieuwenhuis Contractor, Finance SPT Finance Netherlands

Elena Dubovchenko Finance Director SPT Finance Russian Federation

Julia Bikkulova Finance Director SPT Finance Russian Federation

Valentin Seleznev Finance Director SPT Finance Russian Federation

Alberto Olabarrieta Supv, Acctg SPT Finance Spain

Serge Alpha Finance Director SPT Finance Lebanon/Dubai/Egypt

* Proposed list as of 14th Jan

List of SMEs* - EMEA (2 of 2)

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SME Name SME Title SPE LOB Location

Marie-Laure Seguela Dir, Compliance & Training HE SPHE Finance France

Konrad Sedlmair Director, Finance SPHE Finance Germany

Adriaan Van Hee Finance Controller SPHE Finance Belgium

Richard Hibbins VP Finance Europe SPHE Finance United Kingdom

David Barclay Finance Controller, UK & Ire SPHE Finance United Kingdom

Michal Gryglewski Executive Director Corporate Finance Poland

Artur Gronkiewicz Finance & Accounting Director Corporate Finance Poland

Maciej Targowski Corporate Support Director Corporate Finance Poland

* Proposed list as of 14th Jan