Spending Request Example V4
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The document provides guidelines for enterprise technology finance spending requests at ClearCost Consulting US. It outlines when a spending request is required, such as for purchases over $10,000 or changes to original project scopes. It details the approval limits and processes based on request amounts. For requests under $100,000, only SLT approval is needed, while requests over $500,000 require SLT, CIO and corporate approval. The document walks through each step of the request process from creation to purchase order issuance. Timelines and service level agreements for each stage are also provided.
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Spending Request Example V4
- 1. Enterprise Technology Finance CapEx & OpEx Spending Requests Version 4.0ClearCost Consulting US
- 2. When is a Spending Request Required? Any CapEx or OpEx Spending for: Any Purchases over $10,000 (or for all Laptops or PC’s even if under $10,000) Maintenance Renewals Consulting / Statement of Work Human Resources (i.e. FTE, Staff Aug, Contractor) 2 Scope of Project Changes Requested Amount of Original Project Increases by more than 15% Keep Good Records – Justification will be Required as to Why the Change When is an Addendum Required? ClearCost Consulting US
- 3. What are the Approval Limits 3 Requests Under $100,000 – Approved by SLT Requests $100,000 to $500,000 – Approved by SLT and CIO Requests Above $500,000 – Approved by SLT, CIO, and Corporate Requests for Human Resource Requests for All Amounts - Approved by SLT and CIO ClearCost Consulting US
- 4. How to Submit a Request to ET Finance 4 *ET_Finance_Request ClearCost Consulting US
- 5. PO IssuedCreate Input Corporate Entities Review Consolidate Terminology New Process Path for ET Finance Requests - Start to Finish 5CorporateApproval SLT/CIOApproval Form ClearCost Consulting US
- 6. Framework – Color Scheme SLT / CIO Approval Corporate Approval Create Input Corporate Entities Review Consolidate PO Issued 6 Gold indicates the task responsibility belongs to Requestor Blue indicates the task responsibility belongs to ET Finance Red indicates the task responsibility belongs to the Senior Leadership Team and CIO Green indicates the task responsibility belongs to Corporate Finance ClearCost Consulting US
- 7. Requests Below $100,000 Request Approval Process – Four Types ClearCost Consulting US 7 Requests $100,000 to $500,000 Create Review SLT / CIO Approval Input Corporate Entities Consolidate PO Issued Requests Over $500,000 Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Create ReviewInput PO Issued SLT Approval Corporate Entities New Human Resources – All $ Amounts Create Review SLT / CIO Approval Input Consolidate
- 8. Create Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued The Request Owner will need to: Learn and understand all elements of Request process Review and chart proper path of Request Contact their respective ET Finance Lead To place the Request request on tracking file and scorecard Start to CREATE the Request form and supporting documentation ClearCost Consulting US 8
- 9. The Request Owner will need to: Work with various individuals or groups with direct inter-dependencies relating to the Request components to gather, record, calculate, validate INPUT data for the Request such as: Partners Finance Vendors Business Units, when applicable Strategic Sourcing Collaboration efforts are VERY CRITICAL while completing the Request The more up front effort made to complete the details or dependencies, the greater chance for timely approval – avoiding no reworks Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Input 9ClearCost Consulting US
- 10. The Request Owner will need to: Engage CORPORATE ENTITIES such as: Legal Group – Contract Validation; any issues relating to legality Strategic Sourcing / Procurement Group – Price validation & Supplier Selection Category Sourcing Councils Corporate Treasury Facilities – Space requirements for purchases Enterprise Risk & Resilience – Security / Risk Concerns Enterprise Architecture Governance Council – Required for a capital investment in IT infrastructure in new technology not currently listed as an approved standard Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Corporate Entities 10ClearCost Consulting US
- 11. ET Finance will need to: Receive the Request from the Request Owner. Finance will REVIEW the Request and dive deep into the financial components of the Request to ensure consistency and accuracy of corporate financial governance Ensure Strategic Sourcing is engaged when applicable Request Owner and ET Finance will perform a final review of the details of the Request Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Review 11 Next Steps for ET Finance is: Requests below $100K will need proper approval from the SLT member during this step in the process. Any required IO numbers will only be issues after the SLT approval is complete Requests over $100K will continue on to the consolidate step ClearCost Consulting US
- 12. ET Finance will: Finalize the financial review of the Request Take all the documents and information up to this point and CONSOLIDATE into one Request document adding to the weekly package for SLT & CIO to review Make appropriate updates tracking file and scorecard Complete Weekly on Friday Request package forwards to SLT and CIO for approval the following Friday Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate IO Issued Consolidate 12ClearCost Consulting US
- 13. The SLT will do the following: For any Requests below $100K, ET Finance will work with the SLT to review and evaluate the Request and obtain SLT APPROVAL Once Request is approved by leadership team the ET Finance can issue PO to start the project Create Review SLT Approval Corporate Approval Input Corporate Entities Consolidate PO Issued SLT Approval 13ClearCost Consulting US
- 14. The SLT and CIO will perform the following: All Request Package for Requests Above $100K are sent on Friday to STL and CIO It’s important to ensure that the Request has ALL required approvals from ET, BU requestors, SLT, and Corporate Functions prior to submission to SLT/CIO SLT and CIO will have the weekend and following business week to review, question, and evaluate the Request and supporting addendums During the Weekly Friday SLT Meeting, the SLT and CIO will discuss the submitted Requests. During this time formal SLT/CIO Approval is obtained from CIO and leadership team If the request is for New Head Count, then ET Finance would issue an PO Number and distribute to the Request Owner Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued SLT /CIO Approval 14ClearCost Consulting US
- 15. Corporate steps are as follows: All Requests over $500K are sent for CORPORATE APPROVAL The Corporate step requires three weeks or 15 business days for proper approvals per CCC company policy It’s important to ensure that the Request has ALL required approvals from ET Finance, BU, SLT, and CIO prior to being submitted to Corporate Corporate may choose to not honor the 15 day SLA if the Request is incomplete or inaccurate When the Corporate Management Team has approved the Request, notification will be sent to the ET Finance Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued 15 Corporate ClearCost Consulting US
- 16. PO (Purchase Order) ISSUED steps are as follows: ET Finance will issue the PO once the Request has been fully approved ET Finance completes all the approval paperwork and provides the “Go Ahead” by issuing an PO Number ET Finance then sends the PO number to the Request Owner PO number is sent to corporate for Entry into the SAP Order to Cash system Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued 16 PO Issued ClearCost Consulting US
- 17. Strategic Sourcing • Strategic Sourcing is an organized and collaborative approach to leveraging targeted spend across the enterprise with select suppliers that are best suited to create knowledge and value in the customer-supplier interface. CCC’s 6 Step Strategic Sourcing Process Strategic Sourcing Process Conduct RFP Develop Sourcing Strategy Analyze Responses /Select Sources Opportunity Assessment Approve Selected Sources Award & Implementation 17ClearCost Consulting US
- 18. Time is determined by Requestor Create, Input, Other Corporate Entities Timeline: The amount of time taken in this phase is determined solely by the Requestor. The Service Level Agreement clock (or Approval Time Estimates) starts after completion of these steps. Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Timeline 18ClearCost Consulting US
- 19. Time Expectations or SLA’s These SLA’s are considered as maximum time estimates for tracking and should not be considered as contractual deadline dates. Because of the many variables causing scheduling challenges outside the control of ET Finance (i.e. holidays, year-end budget deadlines, errors, omissions or changes to Request’s, and changes within our IT environment), it may be difficult to adhere to any type of strict timing regulations. Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Timeline 19ClearCost Consulting US
- 20. 5 Days Review Timeline: When the ET Finance receives the PROPERLY completed Form on or before MONDAY, ET Finance has FIVE business days to complete the review process Consolidate Timeline: The ET Finance has FIVE business days to correlate, organize and combine all Request information into one master document before being sent for formal SLT reviews and approvals SLT / CIO Approval Timeline: The SLT/CIO receives the Request on a Friday afternoon and will use the weekend and entire next week for review, Q&A and analysis. This step will take FIVE business days before final decisions will be made during the Friday Approval Meeting. Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued 5 Days5 Days Timeline 20ClearCost Consulting US
- 21. Corporate Approval Timeline: (Only for Request Over $500K ) If approved, corporate will receive the Request on the following Monday then take up to FIFTEEN business days for Corporate internal procedures. Corporate may not honor the 15 day SLA if the Request is incomplete or inaccurate. Please contact Corporate early on in the process to ensure the financial information is correct before being presented for approvals. I/O Issued Timeline: Once ET Finance has been notified of Request Approval by Corporate, ET Finance will issue the Purchase Order (PO) number. This final step will take up to FIVE business days. Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued 15 Days 5 Days Timeline 21ClearCost Consulting US
- 22. Determined by the Request Owner Determined by the Request Owner Determined by the Request Owner Determined by the Request Owner SLA Timeline is 15 Business Days Total Timeline: Is considered an Estimate based on BAU activities without any holiday interference during the SLA term. SLA’s are subject to change for $5M or more enterprise-wide and complex requests. SLA Timeline is 20 Business Days SLA Timeline is 35 Business Days Timeline – Total (By Type) SLA Timeline is 15 Business Days Create Review SLT / CIO Approval Input Consolidate Create Review SLT / CIO Approval Corporate Approval Input Corporate Entities Consolidate PO Issued Review SLT / CIO Approval Create Input Corporate Entities Consolidate PO Issued Review SLT Approval Create Input Corporate Entities PO Issued 22ClearCost Consulting US
- 24. 24 General Information: ET Finance Info: Business Unit Info: Charge Back Info: Request Number In Budget (Y/N); Amount Impact Monthly CB to BU 2011 I/O Number Forecast (Y/N); Amount Capital Cost Monthly CB to BU 2012 BU Making Request Year 1, 2, 3, 4, & 5 Impact Incremental Cost Monthly CB to BU 2013 Name of Commitment Total Impact Labor Hours Description of Commitment Capital Cost Labor Cost Date Approved Incremental Cost Opp Cost, other than labor Labor Hours Labor Cost Opp Cost, other than labor Request Form Review Overall information included with fully completed Request Items in Red will be included by ET Finance prior to/after approvals ClearCost Consulting US
- 25. Details on all topics in this presentation can be found in the Request Approval Process User Manual located on the SharePoint site. Thank you for your time. Create Input Corporate Entities Review Consolidate PO Issued CorporateApproval SLT/CIOApproval Final SlideClearCost Consulting US