The understanding behind resource management

Business Resource Manager (BRM)

Introduction to Atlantic’s Business Resource Manager (BRM)

BRM is the UK’s leading end to end Telecoms and Expenses Management software that delivers automated arbitration, cost mapping, internal billing, reporting and cost recovery for Global Enterprises that struggle to control multiple business services across multiple countries and offices.

BRM uniquely offers a single point of administration and control of all ICT resources and costs by providing the business administration teams and easy solution

BRM is financial and operations support system (OSS) that delivers powerful and flexible cost analysis, GL reporting and management of essential ICT business services that are often quite often just a line item and too difficult to analyse, understand and manage

What is BRM? BRM - the ‘on demand’ multi-functional software as a service

application that takes the pain out of managing fixed and mobile assets,

their utilisation and their cost…

• Record and track assets • Separate business and personal usage • Reduce cost — increase productive time • Recover lost revenues • Ensure accurate supplier bills • Fast implementation — immediate ROI

Overview Business Resource Manager has been specifically designed with both large and small

organisations in mind. It is flexible enough to quickly accommodate new requirements while remaining robust and secure to ensure 99.999% uptime.

Low Cost - BRM is a hosted application, meaning there is no capital investment required to get the service up and running. It is provided on a ‘pay as you use’ basis - with no ongoing commitment required.

Scalable - With a simple and intuitive web interface, BRM is cost effective from as few as 100 users to over 100,000.

Fast Implementation - as soon as you securely provide the underpinning electronic data (e.g. bills, inventory and directory information), BRM will be up and running within days, not weeks or months. All data collection and loading is undertaken by Atlantic

What does it currently manage?Telecommunications• Fixed and mobile• Multi-site & multi-PBX support• Tetra / Airwave supported• Call recoding integration (option)• Call logging / reporting• Personal Call Management (PCM)• End to end customer service reporting

What management information can I expect to receive? Automated Reporting• Instantaneous intuitive reports• Automatic daily, weekly, monthly• Individual, department, location, asset• Trend and comparison• Multiple formats (PDF, HTML, CSV, etc.)• Consolidated reports• Supplier bill reconciliation (fixed & mobile)

Key FeaturesAsset Management• Any asset - fixed or mobile• Automated depreciation• Posting to accounting systems• Expenses• Travel / fuel• Accommodation / subsistence• Consumables

Policy Compliance• Professional standards outputs• Recovery of personal usage• Policy breech warnings / alarms• Budget monitoring

Key Features -continuedExpenses• Travel / fuel• Accommodation / subsistence• Consumables

Statutory Compliance• Accounting standards• Income Tax (Benefit in kind)• Accurate VAT analysis• Faster FOI responses

Future developments

• Identity and Access Management Support• Utility Bill Management (Gas, Electricity, etc.)• Remote Utility Meter Reading• Carbon Footprint Impact Analysis & Reporting• Print Audit – who prints what and where?

Benefits for internal ICT Teams Easy to deploy and support

SaaS - Access via web browser on the desk top no additional burden or cost on IT department or BPO partner Small foot print Low cost of ownership

Compliments Disaster Recovery and Major Incident policy Guaranteed uptimes Centralised and consolidated ICT Asset register for mobile and fixed assets Hosted call management of entire telephone infrastructure Centralised Inventory management for multiple business services Real time admin of Moves, Add’s, Deletions and Changes Easy visibility of unallocated and stray lines Visibility of device type and tariff Identify lines missing from the Inventory and associated costs Control devices wandering High levels of security included

Benefits for F&A Teams A Centralised and Global view of business resources

All Carriers, All Invoices, All Billing Data, All Currencies All Countries, All Offices, All Cost Centres, All Assets, All Expenses All Managers, All Employees, All Policies

One UI, One Log-On, One Admin Tool, One Inventory and Cost Centre structure All relevant and related data held centrally but accessible to all Process automation of general ledger accounting All telecoms vendors and bills managed centrally Carrier bills and staff inventories loaded and managed by Tollring Full breakdown of carrier bills by device type, tariff, call destination Cost Mapping across the entire business – see who is spending what Invoice validation, overcharges, tariff optimisation Automated Cost allocation and cost centre charging on Dashboard and detailed Cost analysis and reporting Policy management, compliance and reporting Historical and real time reporting Integration with other finance management tools (importing and outputs)- SAP, Oracle etc Multiple business services in a central management tools

Mobiles, fixed carrier bills, conference calling, employee expenses, fuel cards Multiple currencies and language support for international suppliers / Automated Consolidated reporting by cost centre, site, project/ Business intelligence, reporting and analysis Reports available in XML, Excel, CSV, PDF and bespoke

Benefits for HR and Payroll Team Employee personal call cost management and recovery PCM Admin console to monitor system access and PCM completion status Easy to identify and report on non-business use Share information with Line Managers & Budget Managers Automated apportionment of spend VAT compliance and apportionment on personal use Setting and monitoring policies Automated payroll deduction reports Set and manage personal call allowances Underpins a robust Joiners and Leavers process User behavioural reporting Employee training and awareness End user adherence and compliance to company mobile policy Rapid identification of potential fraud and abuse

Benefits for line managers Visibility of spend and activity patterns by employee Approve and sign off expenditure Benchmarking and comparisons between staff Easy to understand Dashboards and policy breach reporting Rapid identification and resolution Policy awareness and management Reduced disciplinary cases Evidence for staff performance reviews Desktop level reporting and analysis Assistance with starter leavers and records of equipment issued Consolidated expenses and telecoms spend by employee Flags and alerts for misuse, fraud and policy breaches Approval and non-approval of spend by employee Reporting back to F&A department Motivated staff Valuable metrics for budget and sales planning

Benefits for Business Analysts Rapidly identify spend patterns, potential fraud and abuse Interrogate more carrier bills and charges Analyse more data faster Unlimited and flexible reporting options Provide evidence Data cleansing, base-lining and audit analysis Dashboards, observations and policy monitoring Audit tool for existing expenditure One company-wide version of the truth A central point for collaboration and decision making Identify immediate and future cost savings opportunities Monitor impact of process changes Predict future budget requirements Multiple language and currency support to expand globally Manage international offices and carrier bills Device strategies for immediate and ongoing savings and efficiencies Comprehensive Executive reporting Leverage “The Wisdom of the Crowd” for rapid understanding and decision making

Benefits for Procurement professionals Conduct a Baseline and review existing suppliers True-up existing services before changing supplier “Sweat” existing suppliers to drive down costs Re-negotiate armed with Business Intelligence and metrics Buy what you actually need not what’s being used Provable ROI “What if” tariff comparisons Benchmark and compare RFP’s and tariffs Optimise and maximise use of hardware funds and cash-backs Standardise methodology and comparison tools Negotiate lower minimum spend commitments and shorter terms periods Buy more for less Ensure you only pay for what was purchased Only buy what you need and only pay for what you use Manage multiple vendors and bills etc centrally Reduce risk Build confidence in purchasing decisions

Benefits to employees• Easy to use web portal for monthly personal call allocations

• Optimised view of the bill

• Automated and paperless

• Less time spent tagging calls

• Visibility of their own spend, policy breaches and misuse

• A deeper understanding of their cost and value to the business

• Visibility of voice, Blackberry, 3G dongle, ADSL line, Conference Calls, Employee expenses

• Visibility of make, model of equipment provided, current value and replacement cost

• Dashboards charts and graphs showing key information and ease of understanding

• Simple User Interface to allocate calls and business or personal

• Corporate business directory & known business destinations pre-allocated as business to save time

• System remembers previous allocations to again save time every month

• Personal address book

• Export contacts via CSV in case of lost data

• Better monitored staff = better motivated staff

• Conforms to Data Protection Act

• Personal Data remains private to employee – personal destinations cloaked

• Take advantage of heavily discounted corporate tariff rates

• No requirement to carry a 2nd (personal) phone

• Company funded devices – PDA’s and Blackberry’s etc

• Personal spend deducted from salary – No requirement to write checks or send money

Benefits to Sustainability Manager• Reduction of printed paper consumption• Significant contribution to carbon footprint and CO2 reduction• Reduction of usage of resources• Available via a secure web portal – Reduced travel• Reduction in overall manpower• Lower cost computing• SaaS – No hardware management or disposal issues• Demonstrable reduction in time and materials• Fast to deploy – Rapid ROI• Can be used to monitor other key business costs and consumption:

• e.g. employee expenses, WAN’s, gas, water & electricity consumption• Reduced waste• Re-use and Recycle devices and hardware• Increased visibility of waste and consumption • Aid and encourage buy-in from the business and personnel around the key issues• Access to other methodology and best practice

Benefits to Security Manager• Username and password protected• Password hashing scheme to protect stored passwords• Data encrypted• Registered and compliant with Data Protection Act• SSL protected web portal• All Tollring staff vetted to Police National Standards• Hosted and secure multiple co-locations • Replicated and fully RAID compliant• Active Directory integration using LDAP – Centralised security and access control• Option to cloak / encrypt destinations and billing sources numbers• Comprehensive “Site Marshal” to control user access• Security controlled centrally• Full audit trail of system access by user• Stand alone communications manager – Voicemail, email and sms broadcast functionality• Assists with business continuity plan• High security Level 3 data centre

Telecoms expense management options for clients

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