Creating A State-Of-The-Art Office Of Finance From Scratch

Kirit Patel

Bringing your finance function in-house after years of outsourcing and creating a CFO role from scratch does not need to be a daunting task. If you build a fully digital function, making use of the latest technology tools and processes, you are in for a win.

Take the case of UK-based Electra Private Equity, a British investment trust specializing in private equity and part of the FTSE 250 Index. The company’s high-profile stable of investments includes TGI Fridays, Hotter Shoes, and the Photobox Group. In 2016, Electra was preparing to bring its finance function in-house, having previously handled bookkeeping and reporting through a third-party before a change in company direction. That meant building a new office of finance from scratch – an opportunity for Electra’s finance leaders to create something state-of-the-art.

How Electra changed its modus operandi with cloud ERP deployment

Electra needed a system that could produce private equity (PE)­–style reporting, and would in future consolidate monthly results from all its investments and provide visibility of individual and cumulative monthly performance. With a small team and limited IT resources, management requirements for software and hardware needed to be minimized. Expected changes to future reporting requirements needed to be considered. Electra’s new finance team recognized that future-proofing had to be built into any new system.

“Following a strategy review in 2016, we were looking at a change in the way Electra operated,” says Andrew Grimditch, Electra’s group financial controller. “Our management and corporate structure changed. Previously the company had no direct employees, only a board with most management and administrative functions outsourced. We decided to bring functions like finance in-house, creating a CFO role and as a consequence, requiring our own systems for bookkeeping and reporting. Rather than just default to spreadsheets, we saw an opportunity to create a fully digital function using the latest technology tools and processes. We decided on a centrally controlled environment and began the search for a solution that would make month-end close, reporting, and consolidation simple and straightforward to execute.”

The solution – analysis, consolidation, and reporting automation

Electra’s objective was set to automate consolidation, analysis, and reporting – with the aim of producing a consistent version of the truth that would give the board, shareholders, and business partners complete confidence in the new finance team’s numbers, while minimizing the time and resources required to produce them. Key features were speed of implementation, scalability, and obviously something that could be easily configured for the needs of an investment trust. Following a rigorous procurement process, a list of top vendors was whittled down, and Electra ultimately selected a cloud-based enterprise resource planning (ERP) system to manage core finance processes, and second solution for consolidation and planning.

Given the profile of Electra’s finance team, the company was persuaded to opt for the cloud because of easy web access and always updated software. The Electra team was immediately impressed with the cloud ERP package, as it streamlined month-end processes. The cloud solution, which is architected for unlimited scale and meets the most stringent security standards, simplifies management of essential finance processes for the office of finance without reliance on IT support.

The business planning and consolidation solution delivers planning, budgeting, forecasting, and financial consolidation capabilities in a single application. It easily adjusts plans and forecasts, speeds-up budget and closing cycles, and ensures compliance with financial reporting standards. It also supports decision-making based on what-if analyses and scenario planning.

Once the solution was selected, Electra chose EOH UK to handle implementation. “EOH UK was somewhat unique as it included senior people with backgrounds in both accounting and IT. They spoke our language and understood our needs both practically and technically,” says Grimditch.

While a cloud solution eliminates most of the IT management companies need to assume with an on-premise deployment, the philosophy at EOH is to make clients as self-sufficient as possible and ensure a full transfer of knowledge.

Measurable and transparent business impacts

Both solutions were implemented in four months. Electra’s finance team was able to learn the systems with minimal training and start using them in a matter of weeks. The software is delivering as promised, and Electra is now planning ahead to move from reporting as an investment trust to the additional requirements of reporting as a normal UK corporate.

“Cloud deployment means I have access to systems and information wherever our team members are – an excellent system for a small finance team accounting for potentially global investments,” says Andrew Grimditch. “I can see how our companies are performing whenever I want and build in information about why things are happening. From a group accounting point of view in a business like ours, this is a huge benefit.”

The implementation of both the ERP and consolidation solutions has brought many benefits, from scalability to future requirements to ease of integration with other systems and ability to configure and customize. Additionally, users can learn quickly, meaning accelerated time to value.

By creating one repository for financial data, Electra’s new office of finance now has one reliable version of the truth and complete visibility of investments and performance against targets. Grimditch and his team have now greater confidence in reporting and analysis for decision-making and can deliver clear information to executives, the company’s board, and investment partners.

For more about cloud adoption in finance, read this blog.

Kirit Patel

About Kirit Patel

Kirit Patel is regional managing director, UK & Europe, at EOH International. A seasoned specialist with over 20 years’ experience in providing technology solutions that help organizations run faster, better, and smarter, Kirit is responsible for growing the EOH footprint across Europe. Kirit’s experience encompasses solution advisory and implementation services, consulting, project and people management, and sales and marketing. Prior to EOH, he was senior consultant at Comshare and managing director at Rinedata, where he established a track record for delivering improved business processes, continual customer satisfaction, and revenue generation. He is a keen amateur photographer and a long-standing, active contributor to a number of local not-for-profit causes. Kirit holds a masters degree in Computing and Accounting.