Digital transformation of back-office operations
At PwC Outsourcing Services LLC, we provide support for the digital transformation of your back-office operations by leveraging our knowledge and experience gained through the many back-office outsourcing services we have provided to date. Through our digital transformation services, we use the latest digital technology and data visualisation techniques to assist you in streamlining your operations and processes.
Digital transformation has become one of the most important business challenges today. It encompasses not only the process of utilising digital technology to optimise business processes, but also the process of achieving complete transformation of business models, management strategy and corporate culture to enhance overall business growth and value creation.
Many view the digital transformation of back-office operations, the foundation of corporate activities, as a way of contributing to the transformation of the entire business.
At your request, we are happy to visit your office and provide on-site services for any of the above 1) to 5) options. (Hybrid on-site and off-site services are also available depending on your workstyle.)
1) We will work with you to discuss and identify which parts of your current workflow can be streamlined for efficiency.
2) After understanding the current workflow, we will assess what system or tool on the market is suitable for your processes and propose solutions.
3) Through deployment and testing, we will help you perform initial configuration of the new system or tool.
4) During post-deployment maintenance, we will perform the procedure with you and explain the details so that you are able to perform it on your own.
5) For long-term development, we will provide upskilling training on-site and work with you to identify processes that can be streamlined so that you can continue to drive digital transformation on your own.
Examples of our services for streamlining back-office operations
Payroll, HR and workforce management
- Interview to understand system and automation tool needs
- Market research, security checks and digital tool development
- Initial configuration and analysis of payroll data
- Automated report generation
- Maintenance, upskilling training and HR data analysis
Interview to understand system and automation tool needs
（Payroll, HR and workforce management）
- We will conduct an interview with you to understand your needs concerning the implementation of new systems for payroll calculation or HR management, in addition to any other concerns you may have regarding your current workflow. Through this interview, we will also define requirements for the implementation of commercially available systems and for the development of automation tools suited to your needs.
- After that, we will help you explain our proposal to your parent company outside of Japan by preparing materials and participating in briefing sessions in English.
- Examples of our services include:
- Support for introducing payroll calculation/HR management systems
- Support for introducing year-end tax adjustment systems
- Support for streamlining payroll and overtime calculation processes
- Support for streamlining HR and workforce management processes
- Support for creating tools for in-house HR/workforce management and establishing approval workflows
Market research, security checks and digital tool development
- Taking your business type into consideration, we will compare various Payroll, HR, Workforce management systems and propose the best options to suit your needs. Or we will develop a unique digital tool tailored to your needs.
- If you have a security check process that needs to be completed when implementing a commercially available system, we will contact the vendor on your behalf regarding any unclear points of your assessment requirements and provide evaluation support.
- Examples of our services include:
- Development of tools to automatically calculate overtime hours and pay from employee attendance data
- Development of tools to automatically convert data to a format that can be imported into your payroll system
- System for approving and managing paid leave
- Support for streamlining the management process of employment regulations
- Development of tools to collect information from new employees and resigning employees
- Development of tools to migrate data from a cloud system to a new payroll system
Initial configuration and analysis of payroll data
- We will perform initial configuration of your new payroll system or tool.
- In addition, we will create an operation manual for the new system, tailoring it to your procedures.
- Once we have implemented the new system or tool, we will analyse the past payroll data to ensure that the data imported to the new system/tool is consistent with the original data. If a compliance check is required, we will complete it with PwC Tax Japan’s experienced team.
Automated report generation
- In order to maximise efficiency, we can develop automation tools such as the following:
- Tool to convert payroll data into a format that can be imported into the payroll system used by your parent company
- Tool to automatically generate necessary payroll reports from raw payroll data
- Tool to merge multiple files into one single file in order to centralise and effectively manage data located in different places
- Tool to convert files into a specific format that you need （e.g. aggregating data, changing vertical data to horizontal）
Maintenance, upskilling training and HR data analysis
- We can provide the following services to assist you with long-term development:
- Maintenance of the automatic report generation tool or any other tools we create for you
- Upskilling training for your payroll staff or all your employees to help them develop their IT skills so that they can modify or update the tools on their own
- Visiting your office after the training and working with you to identify processes that can be streamlined so that you can continue to maximise efficiency of your operations
- Creating an HR dashboard to visualise your data from payroll, paid leave management and each department separately
Accounting
- Support for accounting system implementation
- Development of expense approval tools
- Development of automated journal entry tools
- Automated report generation
- Accounting dashboard
Support for accounting system implementation
- Taking your business type into consideration, we will compare various accounting systems and propose the best options to suit your needs.
- In addition, we will help you explain our proposal to your parent company outside of Japan by preparing materials and participating in briefing sessions in English.
- If you have a security check process that needs to be completed when implementing a system, we will contact the vendor on your behalf regarding any unclear points of your assessment requirements and provide evaluation support.
- On top of that, we will support the initial setup of your new accounting system and propose solutions for streamlining your accounting workflow.
Development of expense approval tools
- We will carefully listen to your needs and develop unique tools just for you, such as tools for approving expense reports using online forms.
- Additionally, we can help you define an expense approval workflow, set up automatic notification of status updates and create a control sheet for expense approvers.
- We will also help you build a system that lists approval statuses to allow you to check unapproved expense reports in a timely manner.
Development of automated journal entry tools
- For efficient data processing, we can develop tools that allow you to convert spreadsheet data, such as payment tracking sheet data, and import them into your accounting system as journal entry data.
- We can also design the above data processing tool to automatically generate journal entry data from data created with tools we develop, such as the ‘expense approval tool’.
- In addition, we can create a spreadsheet template and tools to process the spreadsheet data so that your non-accounting employees can also enter data into the accounting system without having to go through your accountants.
Automated report generation
- We can develop automation tools such as the following:
- Tool to convert accounting data into a format that can be imported into the system used by your parent company
- Tool to automatically generate managerial accounting reports from accounting data
- Tool to merge multiple files into one single file in order to centralise and effectively manage data located in different places （e.g. a tool for aggregating expense report data in a spreadsheet or a tool for consolidating three to four files of financial data into one file）
- Tool to convert files into a specific format that you need （e.g. aggregating data, changing vertical data to horizontal）
Accounting dashboard
- To help your management decision-making, we can develop an accounting dashboard that provides the latest data (e.g. list of quarterly sales, SG&A and profits, list of profits for each project, outstanding periods of accounts receivable/payable, cash flows).
- We can also develop tools to visualise your business performance and detect abnormal values by providing data such as budget-to-actual comparisons and year-on-year comparisons.
