1. UFS User Group April 18, 2017 Our call will begin shortly
*6 will mute your line
#6 to unmute your line
Hello Everyone.

2. User Feedback & Open Forum
UFS Update (Jill Helms)
How are you Leveraging AR Reports (Bridget Jozwiak)
Monthly Close Calendar(Wendy Cano)
User Feedback & Open Forum
Welcome

3. What’s New on UFS Launch Site
UFS Newsletter is no longer ed to users
Launch Site Communication Tab
eBulletin
COMING SOON – Monthly Close Conversion tab

4. Accounts Receivable Reports Usage AR Dashboard in E=nterprise Analysis AR Reporting in UFS
UFS User Group Call
April 18, 2017
Conference line:
Conference code:

5. AR Reports in BRIO retired this period
AR Dashboard in E=nterprise Analysis is replacing the BRIO Accounts Receivable reports for:
AR Aging Reports
Bad Debt Reports
Days Sales Outstanding Reports
Credit Card Reports
Credit Memo Reports

6. AR Reporting in UFS
Feedback received: UFS Users/Unit level employees not the target audience for AR Dashboard

7. AR Reporting in UFS

8. Monthly Calendar Conversion UFS User Group
April 2017

9. What is the Monthly Calendar Conversion?
The Monthly Calendar Conversion (MCC) is a key initiative within our Finance transformation as part of Ambition The initiative will transition our North American business from the current financial calendar to a monthly financial calendar, aligning our region with the rest of Group and eventually making the close process easier on our segments and our Finance teams by
Eliminating double work
Providing a single view of the business across the organization
Removing the challenges of our current accounting calendar’s 53rd week
Better aligning with the needs of our Clients
We will transition to the monthly financial calendar in August.

10. What’s the Change?
Period end
…to a final period end that could be any day of the week
We will move from final period end consistently being on a Friday…

11. Why Are We Converting to a Monthly Calendar?
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
Currently, with a calendar we spend a lot of time reconciling reports so our numbers make sense to our Clients and to Group (Most Clients and Group have been on a monthly financial cycle all along).
Benefits of MCC:
No more reconciliation needed between and monthly financials
Better for our Clients as we match their billing cycle
Smoother financial close since cost centers will be transmitting throughout the month (Financial close becomes less about an event and more about a daily mindset)

12. Stepping into Monthly Calendar Conversion
Aligned with global colleagues and clients
No more reconciliation between and monthly close
Monthly inventory
Monthly billing
Thinking Daily is new norm
Financial close no longer an event
System Changes
UFS—additional week ending date for month end
E=Vision—features two reporting views (month to date and weekly view)
New Terminology
Deadline Changes
New financial close timeline (first four business days of the month)
E=Business Review timeline changes
New Budgeting and forecasting deadlines
Behavior Changes
Think Daily
Do Now
Adjust our pattern of management to accommodate new timelines
STORY
I’ll walk you through the journey of how we’ll step into the Monthly Calendar Conversion by using the analogy of transitioning to a brand new floor in a building….
Currently, we’re on the Ground Floor where we operate using a calendar. On this floor we’re spending a lot of time reconciling reports so our numbers make sense to our clients and our colleagues in Group who process financials on a monthly cycle. We’re also spending an enormous amount of time conducting weekly inventory, but we’re making progress since many of you have begun transitioning to Monthly Inventory, the standard for Sodexo.
So that’s where we’re at currently, but it’s now time to step up and make the adjustments necessary to make our way to the top floor, Monthly Calendar Conversion. There, we will operate on a monthly schedule and that will mean:
no more reconciliation between and monthly close
good news for our clients who prefer to be on a monthly billing cycle
And a smoother financial close since employees will have adopted the Think Daily mindset and will be transmitting throughout the month.
So how will be get from to Monthly?
First, we learn to Think Daily – transmit in UFS as soon as information is available (you can even transmit multiple times per day) and conduct more frequent reviews of unit financials to make quicker and better business decisions (the time you save from moving from weekly to monthly inventory could be dedicated to reviewing financials)
The next step is to understand the new deadlines. This includes:
A new financial close timeline (financial close occurs the first four business days of the month)
A New E=Business Review timeline (adjustments will be made to reflect the new monthly calendar schedule)
And new budgeting and forecasting deadlines
From there, you’ll head to the next floor where you’ll learn about the system changes. This includes:
An additional week ending date in UFS for the last day of the month
Two reporting views in E=Vision (a month to date view and a weekly view which is essential for our operators)
And, you’ll also see new terminology (BD = Business Day)
That covers the three areas that will enable you to step into the Monthly Calendar Conversion where Sodexo aligns with it’s clients, removes the challenge of reconciling reports and joins the rest of our global organization in operating on a monthly cycle.
5-4-4 Calendar
Reconciling Reports
Weekly Inventory
Billing cycle not favored by clients
START

13. 5-4-4 Calendar – Ground Floor
Reconciling Reports
Too much time spent reconciling, so our numbers make sense to our Clients and Group
Weekly Inventory
Creates non-value added work
Less time for other responsibilities
Financial Close is an Event
Time spent reviewing period numbers
Journal entry requests for corrections or missing information
Billing Cycle Not Favored By Clients
Currently not aligned with billing cycle of many of our Clients

14. Behavior Changes – Starting Our Climb
Think Daily
Have a daily mindset to spread the work out evenly throughout the period
Make Close less of an event by doing what you can daily, which will help prepare you for a smooth transition to a monthly calendar close
Do Now
Transmit in UFS as soon as information is available vs. waiting until the end of the week
More daily and timely UFS transmissions enable more real time data
Conduct more frequent reviews of unit financials to catch errors earlier in the period
Ability to make more timely business decisions
Reduce your effort during Close
Adjust Our Pattern of Management to Accommodate New Timelines
Understand the new timelines and plan accordingly

15. Behavior Changes – Starting Our Climb
Transmitting daily and timely in UFS
Cash
Billing (Invoices): Contractual1 X
Billing (Invoices): Non-Contractual1
Billing Memos
Accounts Payable: Manual Invoices
Accounts Payable: UIPS Invoices
Transfers
Transmit Daily
If module available in your Segment
Warehouse Vending
Linen Master
OSI Statistics
Petty Cash
Resident Vending
Transmit Weekly
Inventory2
Transmit Monthly X
AR Invoice Payments X X
You can transmit daily modules multiple times per day, if desired
1If invoice is prepared
2Units may perform additional inventory counts for operational purposes

16. Behavior Changes – Starting Our Climb
Reviewing Financials Frequently
Examples Of What To Review In Financials
Daily Financial Activity View (DFAV)
AP Register
AR Dashboard
Where?
E=Vision
E=nterprise Analysis
When?
Daily
Why?
Review for accuracy and report or request adjustments over the threshold prior to period end
Identify paid invoices that require further attention
Provide input for capitalization
Collect outstanding invoices
What to review?
Re-classes
Labor expense re-classes between cost centers within the Client
Postings from other systems: PCAs, labor expense, expense reports, journal entries
Paid vendor invoices
Capitalization
Audit and Collections
Review financials frequently to catch errors earlier and better manage the business

17. Deadline Changes – Continuing Our Ascent
New Financial Close Timeline
New financial close timeline (first four business days of the month)
Business Day 1 (BD+1) through Business Day 4 (BD+4)
Final statements and invoices available on Day 5 (D+5) – May be a Saturday
All segments will have the same financial cutoff of Friday
Segments that currently cut off on Thursdays will move to Fridays in week ending 8/11/17 and this week will include eight days of sales and expenses
E=Business Review Timeline Changes
Adjustments to reflect the new monthly calendar schedule
New Budgeting and Forecasting Deadlines
To be communicated by Segment Finance
Final Month End UFS Transmission Deadline
One business day after the last day of the month (BD+1) by 11:45 p.m. EST

18. Deadline Changes – Continuing Our Ascent
Segments that currently cut off on Thursdays will move to Friday this week. Week ending 8/11 will include 8 days of sales and expenses.
Go-Live Weekend

19. System Changes – We’re Almost to the Top!
Timeline
UFS – Additional Week Ending Date for Month End
All UFS versions will use a Monthly Calendar, which will include an additional week end for the last day of the month
Other changes in UFS include capturing an activity date with the week ending date where possible
TJEs and Cash will use activity date
AP transmittals will use run date (date when expense was processed)
E=Vision – Features Two Reporting Views
EDW will create two views in the E=Vision DFAV (Daily Financial Activity View)
Financial view for month-to-date
Operational weekly view (Saturday – Friday), rolling six weeks of activity
New “cuts” of data in EssBase to align with the weeks in the monthly fiscal calendar
EssBase will use time dimensions for month and week 19

20. System Changes – We’re Almost to the Top!
Timeline
SAP Calculations
Depreciation will now calculate on a daily basis
DSO calculation will change to monthly
New Automated Payroll Accrual for US Cost Centers
Kronos will provide a file for both weekly and bi-weekly payroll cycles
Canada’s automated payroll accrual will be updated for the monthly calendar
SCAS (Sodexo Contract Accounting System)
Weekly calculations will now occur on a daily basis
Period calculations will occur on a monthly basis 20

21. Monthly Calendar Conversion – Successful Climb!
Timeline
On Same Timeline as Global Colleagues and Clients
Joining many of our clients and the rest of our global organization in operating on a monthly cycle
No More Reconciliation Between and Monthly Close
Eliminating extra non-value added work
Aligned with Monthly Inventory
Transition from Weekly Inventory to Monthly Inventory counts (or align to billing cycles)
Flexibility to take inventory up to four days prior to month end (exceptions P6 & P12 - must be done on the last day of month)
Ability to Bill Monthly
Clients will continue to be billed based on contract terms. Those Clients impacted by the move to monthly will receive a letter notifying them of the change.
Thinking daily is new norm
New mindset becomes routine
Financial close no longer an event
Requires less effort and time dedicated all at once 21

22. Timeline Timeline 22 Begin communications (i.e., webinars)
Client letters
Go-Live!
Command Center help desk
Roll out training
Develop training
E=Vision updates in production
UFS pilot
Continue training
Go-Live plan execution
Ongoing support
Capture learning/ post launch survey
April
2017
May
2017
June
2017
July
2017
Aug.
2017
Sept and beyond 22

23. 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
Where to Find Help & Support
Reference the Job Aids found on the Transversal Finance SodexoNet Page for on-the-job support
Check out the FAQs on the Transversal Finance SodexoNet Page
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 

24. Questions?

25. Application Feedback
Group Open Forum What is MOST important Service Request / Defect item to you and your users?
Key function of this group. Open discussion with IT support. Prioritize open items
page 25

26. Defects/Bugs and Fixes
Unit Financial System User Group
Provide & Gather
Feedback
Training
Defects/Bugs and Fixes
Future Enhancements
Continue to review the homepage for valuable resources and updated communications.
RECRUIT, ENGAGE, DRIVE TRAINING, AND SHAPE THE FUTURE!!!
UFS User Group, established 2010