‘Expense management’ and ‘corporate streamlining’ are two phrases that have stalked the corridors of treasury departments around the world since the credit crisis hit. Against this backdrop, Ben Poole examines how treasurers can make the business case for a new TMS.
While the recent financial crisis did much to elevate the role of the treasurer, it also resulted in widespread cost cutting and expense control in the corporate world. The new financial environment has seen treasurers taking on greater responsibility and a larger work portfolio, while finding that their resources – in terms of budget and staff - have been frozen or reduced. Against this environment, all spending will be thoroughly scrutinized and treasurers may find themselves in for a challenging time when trying to justify new purchases, particularly for something as comprehensive and expensive as a treasury management system (TMS). How can treasurers address this challenge, and what are the main business points that can support a treasurer when pitching to senior management and IT purchasing managers?
Where is the Cash?
Cash flow is the main cause of financial risk within a business, so it is vital that treasury has an accurate, timely and transparent view of the company’s cash position. This needs to cover areas such as accounts payable (A/P) and accounts receivable (A/R), between treasury centres in different countries and the various foreign exchange (FX) exposures that these generate, as well as across banking relationships, covering account fees, interest rates, etc. As TMS can seamlessly integrate a variety of areas of treasury activity, from electronic dealing (e-dealing) to reporting, confirmation matching to cash forecasting, they can provide an accurate view of enterprise-wide cash flows to help effectively manage the liquidity and improve investment returns. In addition, the transparency allows treasurers to compare lending rates between different banks and move away from expensive borrowing.
But getting control over cash visibility is not simply a case of plugging in a TMS and finding that all your treasury worries are over. Quite often, the implementation of a new TMS goes hand-in-hand with a restructuring of the treasury function along more centralised lines as treasurers follow an ongoing quest for efficiency. If you want to streamline the way that you process your A/P and A/R, the chances are that a centralised approach to treasury management is the best way to achieve this and then gain the benefits of cash visibility already mentioned. A centralised approach, together with a TMS, helps strip out the ‘dead wood’ from many processes, and instead puts the focus on a treasury management structure that receives automated updates from the various business units and banking relationships, rather than trying to collect disparate data on myriad spreadsheets. In turn, the enhanced quality of data will benefit overall cash and liquidity management, while merger and acquisition (M&A)-related integration will be simplified against this backdrop.
Senior management, including those as high as board level, have been particularly keen on timely and accurate cash and liquidity information since the credit crisis first struck. These parts of the business have since been educating themselves on every nuance of liquidity management, corporate financial compliance issues and banking relationships, and require real-time information on these topics at a moment’s notice. Companies that were operating largely decentralised organisational structures, especially if the majority of treasury work was being conducted manually on spreadsheets, will have been particularly hardpressed to provide the relevant information quickly and accurately. By contrast, a centrally-managed treasury with a TMS is ideally positioned to provide this information.
Rise of Risk Management
The variety and depth of risks that treasurers have to manage today is far in excess of that which existed before the credit crisis. Large corporates can find that they don’t have an overall view of risk, which can lead to risks being missed or mismanaged. A good TMS will provide a wide range of functionality to help treasures measure and manage financial risk. In addition to providing monitoring capabilities for limits, TMS can also provide scenarios analysis and modelling capabilities to model the effects of cash flows and guide risk management decisions. A treasury that relies on spreadsheets will have no way of finding out its real-time cash positions, and indeed this is also not always an option with enterprise resource planning (ERP) systems.
Take counterparty risk as an example. Before the credit crisis, it is fair to say that, for many companies, the scope of their counterparty risk measurement began and ended with the ups and downs of their derivative portfolio against counterparties. Today, corporates are looking to add their balance position, credit facilities and bank exposure to this mix, highlighting how just one risk has escalated postcredit crisis. In this area, a TMS can assist the treasurer by allowing them easily to set the risk parameters in line with their counterparty risk policy, as well as producing customised reports to that effect.
As is clear from the first two topics in this article, visibility over a corporate’s cash position and the management of financial risk are intrinsically linked. The constantly shifting sands of a corporate’s cash position across the organisation need to tracked accurately and in real time in order for a treasury department to maximise the company’s liquidity and ensure best practice in risk mitigation. Today, TMS offer enhanced functionality in areas such as bank account administration and treasury reporting, in addition to corporate connectivity to SWIFT, as a way successfully managing these two large challenges. This is not something that a treasury operating largely on spreadsheets will be able to get a handle on. While spreadsheets can be a cheap and available short-term solution, these corporates will be potentially missing crucial risk exposures and losing money through poor cash management. The business case for a TMS here is clear.
Maximising Banking Relationships
TMS can help corporates to integrate with financial services providers’ systems, enabling them to have realtime access to data from banks. For example, banks have invested in up-to-the-minute balance reporting capabilities that a TMS can give you access to. In the payment hub space, payments and cash movements can be tracked through the TMS, just as you’d track a package on a courier’s website. It can also help in better managing the fees and aggressively managing compensation.
The possibility of integrating electronic bank account management (eBAM) with a TMS is intriguing at this point. This is surely the next logical step for both of these two products, enabling a treasurer to centrally manage cash flows and risk across the organisation, while simultaneously having the ability to open, move and close bank accounts, for example. TMS vendors will have to keep up to speed with the standardised message types that SWIFT are developing in their eBAM programme, but this is a concern that they should be able to address easily, leaving corporates with a powerful bank relationship tool as part of their integrated TMS.
Information Reporting
When it comes to information reporting, TMS can offer a number of advantages for corporates. One of the main challenges that treasurers face when using spreadsheets or ERP systems for this function is the lack of real time information available in areas such as payables and receivables. A welldeployed TMS can provide right data to the right people at the right time to improve control, decision making and reducing expenses. Banks have portals that are capable of directly sending the reporting information that corporates need directly to their system in a seamless manner. ERP systems can do this integration, but TMS tend to be more versatile and flexible because of their specific focus on treasury processes.
The benefit of having this real-time view is that the treasurer has greater freedom to make key decisions over whether they should look at investing or borrowing, safe in the knowledge that they have up-to-date and accurate information. In addition, as this process is automated, it reduces the workload on an already-stressed treasury department.
Enhanced Efficiency
As with any system, the automation that a TMS brings can improve efficiency and productivity by removing manual processes and improving accuracy. In a situation where you have multiple users in multiple areas of the company, a TMS can define workflows, meaning that the right people have the right access to the right information. This identity and access management (IAM) role lets the system do the work for the treasurer once the entitlements have been set up and the workflow established.
This also adds a very important level of security to treasury operations. Spreadsheets by their very nature are insecure and open to abuse. With a TMS, access to all data can be set by treasury and access privileges managed depending on whether staff move departments or leave the company. This should drastically reduce the prospect of data theft or manipulation. In addition, the TMS can provide a ‘paper trail’, detailing which user has accessed or input which data at which time, which can be vital for internal auditing purposes.
An end-to-end TMS can replace multiple spreadsheets that rely on the manual keying in of data, and therefore removes the prospect of human error that exists here. In addition, this frees up treasury staff from having to deal with timeconsuming and repetitive data entry, and they can instead focus on the role of treasury analyst and become more productive this way.
This also adds a very important level of security to treasury operations. Spreadsheets by their very nature are insecure and open to abuse. With a TMS, access to all data can be set by treasury and access privileges managed depending on whether staff move departments or leave the company. This should drastically reduce the prospect of data theft or manipulation. In addition, the TMS can provide a ‘paper trail’, detailing which user has accessed or input which data at which time, which can be vital for internal auditing purposes.
An end-to-end TMS can replace multiple spreadsheets that rely on the manual keying in of data, and therefore removes the prospect of human error that exists here. In addition, this frees up treasury staff from having to deal with timeconsuming and repetitive data entry, and they can instead focus on the role of treasury analyst and become more productive this way.
Conclusion
TMS offer clear business benefits over the use of spreadsheets and some ERP modules in a number of areas. They allow visibility over a company’s cash position, leading to more accurate cash forecasting and the liquidity and working capital advantages this permits. In addition, the variety and depth of financial risks that corporates face in the postcredit crisis world are far easier to make sense of and manage through the use of a TMS than other options. When it comes to interacting with banking partners, a TMS can enable corporates to get real-time account information at the click of a button. They are also able to provide a wide array of reporting information when called upon.
And last, but not least, the efficiency that a TMS can bring to a treasury department cuts across several areas - by removing manual input, the system reduces the potential for human error, allows a small treasury team to achieve an exponentially large amount of accurate work, and provides for a security of data that can help treasurers sleep at night. In terms of making the business case to senior management or IT purchasers, these points should help to make a positive impact.
In addition to these points, the treasurer has additional resources available that they can draw on when putting together the business case for a TMS. Get close to the business, understand why business units operate in the way they do, and have a two-way, open conversation about how a TMS can improve financial management across the organisation. Not only will this help build the business case, but it will also be invaluable when it comes to choosing the best fit TMS for your company.
Advice on how to put together the business case can also be sought from your main relationship banks. After all many of the main banks have TMS offerings of their own in some shape or form. By speaking to your main bank, you can hopefully get valuable advice to help in building a solid business case.
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