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In the years following the 2008 recession, businesses are regaining their momentum, and the economy has begun flourishing again. In the wake of the most ferocious financial earthquake of the last 80 years, society continues to feel its tremors. Is this a sign of evolvement and growth? Or is it a warning of a more catastrophic phenomenon on the horizon? Unemployment is down and a majority of economists are optimistic about the future. Organizations are expanding globally, and leaders are striving to attach their names to their companies’ successes. But is this enough? Is success and welfare the only measures of success? Do leaders of organizations decide in favor of the well-being of their enterprises, or do they follow their own narrow ambitions? The pursuit of personal interests is the initiator of a capitalist economy, but that does not justify actions that harm organizations, the people they serve, or society as a whole. So the “do no harm” business ethics debate rages on, expanding and infecting the “trusted advisers” of the consulting industry.Consultants Should Do No HarmIn management consulting, executives and consultants are primarily responsible for creating value and safeguarding the interests of their clients, however they should also protect society by pursuing their goals in an ethical manner. Of course, they focus on their clients’ businesses making sound profit, shareholder equity and continuous growth, but it is also their responsibility to align the interests of their clients with the general good.They have an obligation to recognize that there are multiple stakeholders, customers, employees, society and the environment, not just shareholders and management. They should act with the utmost integrity, and serve the greater good, with an enhanced sense of joint accountability. It is vital to realize that their actions have profound consequences for everyone, inside and outside the organization, now and in the long run. Consulting companies, should focus more on ethical guidance, as they hold significant influence over many companies’ strategy and plans.Consulting companies (strategy, management, accounting, etc.) have an obligation to advise their clients on how to build their successful enterprises on a solid foundations, and to help them achieve sustainable economic, social, and environmental prosperity. It is their responsibility to not distort or hide the truth behind facts, but to explain the truth and promote transparency. They must also demonstrate to their client’s ethical ways to achieve their goals. But is this what is happening today?Double-dealing, Fraud, Corruption, Insider trading and that’s just the tip of the icebergIf we take a close look at incidents that have occurred in the recent past, we find a rotten record of behaviors in the management consulting industry. Numerous examples exist of partners and employees of major management consulting firms being involved in illegal and unethical scandals, in efforts to retain clients and to harvest personal gains. This is a common among people who put their profits before customers.An example of the crisis we face in consulting is that of a former partner of a global consulting firm, who was sentenced to prison for 21 months because of his involvement in insider trading. This executive was a liaison between the consulting firm’s auditors and the audit team of the clients. He had access to non- public information, such as planned or potential acquisitions, quarterly earnings, etc. From 2006-2008 he illegally used inside information for personal and family market gains. Finally, after the scandal was revealed, the SEC brought charges and the firm sued him. He ended up paying significant penalties and being sentenced to prison time. Shouldn’t the consulting firm have been aware of its employees’ actions, and made an effort to instill ethics in them?Going forward, we highlight another significant scandal that shook the consulting world in 2008. A former executive of a huge consulting firm, also a director at another global operating company, was found guilty of insider trading, sentenced to two years prison time, and ordered to pay a fine of $5 million, for trading on information obtained at a company board meeting. This information concerned the approval of a $5 billion investment during the economic session of 2008. The person that received the information purchased stock in the company and recognized immediate gains. The company was already being investigated by the FBI, and when the culprit was discovered discussing non-public information with the executive, the scheme was revealed. This was a significant hit for the consulting firm, which to that point had publicly promoted the ethics that we espouse. The firm took another hit when it was involved in an accounting scandal for a different client. The client, a large and international company, hired and paid the consulting firm $10 million per year for advisory fees concerning strategy and operations. The consulting company provided consultancy during the client’s transformation, from an emphasis on natural gas to a wide range of interests in water, timber, and high speed internet. During this period of consulting, the client company experienced several cases of accounting fraud, and a multitude of financial irregularities involving their balance sheet and income statements. It also led to massive layoffs and a ruthless HR policy. Ultimately, the company filed for bankruptcy, and the consulting firm still bears the negative mark of the scandals. The consulting firm cannot be accused directly, but how can it claim innocence when it was the strategy adviser of the company? Is it possible that they knew the truth and did not speak up, for fear of losing the client?The last example of corruption is the case of a managing director of a global beer company, who hired a consulting firm to develop a strategic plan for the company. However, he also had an ulterior motive to unseat his deputy chairman. During the two years that the consulting firm advised the company, it sold off 150 companies, and its profits increased by six times. This increase was primarily due their strategic diversification into the hard liquor industry and their purchase of several other firms. However, the beer firm was thought to have purchased its own stock to falsely inflate its stock price, and using fraudulent and deceitful means of beating competitors’ bids for a company that it purchased. The consulting firm denied involvement in the illegal actions, but its vice president was the main advisor of the director of the beer company.These examples represent a small part of the dishonest and unethical situation that has plagued the consulting industry. Who would expect large consulting companies, known for their ethics and transparent operations, to be involved in significant fraud or unethical actions and decisions? Is this the business world in which we want to live? Consulting firms have great responsibility, because they are responsible for building and delivering the strategies of their clients, influencing them, and working closely with their leaders. They are supposed to enhance the value of organizations and society in general, using all available resources.Consulting Industry Ethics RevolutionThe dishonest and illegal actions of consulting firms must stop. Leaders from all consulting organizations have to set an example and establish and promote new business ethics that will entail honesty, trust, and hard work, and that will be followed by everyone within their organizations. This ethical environment must be fostered by management, and become an integral part of the strategies and operations of consulting firms. The time has come for consulting firms to become leaders in promoting ethics and good business practices. The public must regain its trust in businesses, both consulting firms and their clients. This trust has been shaken by the high number of business scandals in the recent past. While it seems clear that some government regulation is needed to enforce honesty and adherence to the law, this regulation will fail to solve the problem if the leaders of the consulting industry are not willing to lead this change.Ethics are particularly important in the consulting industry, due to the influence that these firms hold over a large number and wide variety of global companies. Consulting firms are hired to assist clients in a variety of important endeavors, and to develop strategies that promote growth and success. Because they specialize in helping businesses to succeed, their advice hold great sway over company’s decisions. It is therefore logical to assume that an ethical consulting firm, that promotes legal and honest business practices, will promote these ethical practices in the firms that it consults. Conversely, a firm that promotes the ethos of success at any cost, with a lack of regard for ethical practices, will promote this type of behavior in its clients. It must be the obligation of consulting firms to demonstrate to clients that ethical behavior can lead to success for the company, its employees, its clients, and society as a whole. The leadership and behavior of the leaders of consulting firms not only affect the behavior of their own employees, but also the management and employees of all of the companies for which they consult.The large number of high-publicity business scandals that have occurred in the near past have caused significant harm to the public’s perception of and trust in the business community. The financial crisis of 2008 was also a significant contributor to this decreasing level of trust, as the irresponsible, and sometimes illegal, strategies and practices of many businesses were revealed. This demonstrates the effect that unethical business practices can have on society as a whole. The financial crisis was partially caused by unethical behavior in the financial industry. This caused businesses to collapse, unemployment to skyrocket, and a general decrease in the trust that people had for business culture. For this trust to be regained, a dedication to ethical behavior must be espoused.Ethics drive action and decision-making, and also define how companies are perceived by their employees, their customers, and the public. A successful and sustainable business must have a culture that promotes good behavior and ethical practices. As we have seen in several real life examples, there are numerous cases of businesses losing clients and money, and employees losing their jobs and facing criminal consequences, because of unethical behavior. Acting unethically does not lead to success in the long run. Companies that succeed long term are those that act with honesty, integrity and solid morale.Consultants OathConsulting firms influence their clients and help to develop strategies that lead to business success. Ethical behavior is an imperative part of success. It is therefore necessary for consulting companies to have an ethical code, like the medical profession has The Hippocratic Oath. Ethical behavior must be encouraged in the consulting industry, so that it can be passed on to the other industries that it influences. Managers and employees must believe in this positive behavior, and understand its importance.Consultants have the opportunity to be leaders in encouraging ethical business practices. This opportunity can help to bring success to their clients while at the same time benefiting society as a whole. Enough examples of negative behavior have occurred in the consulting industry and in business in general. It is time to lead by example, and to promote success with ethical behavior. This is an important opportunity for our industry, and it is important that it is not wasted. Time is of essence, so let’s create today a future as we envision it.

Background

Police funding has risen by £4.8 billion and 77 per cent (39 per cent in real terms) since 1997. However the days where forces have enjoyed such levels of funding are over.

Chief Constables and senior management recognize that the annual cycle of looking for efficiencies year-on-year is not sustainable, and will not address the cash shortfall in years to come.
Facing slower funding growth and real cash deficits in their budgets, the Police Service must adopt innovative strategies which generate the productivity and efficiency gains needed to deliver high quality policing to the public.

The step-change in performance required to meet this challenge will only be achieved if the police service fully embraces effective resource management and makes efficient and productive use of its technology, partnerships and people.

The finance function has an essential role to play in addressing these challenges and supporting Forces’ objectives economically and efficiently.

Challenge

Police Forces tend to nurture a divisional and departmental culture rather than a corporate one, with individual procurement activities that do not exploit economies of scale. This is in part the result of over a decade of devolving functions from the center to the.divisions.

In order to reduce costs, improve efficiency and mitigate against the threat of “top down” mandatory, centrally-driven initiatives, Police Forces need to set up a corporate back office and induce behavioral change. This change must involve compliance with a corporate culture rather than a series of silos running through the organization.

Developing a Best in Class Finance Function

Traditionally finance functions within Police Forces have focused on transactional processing with only limited support for management information and business decision support. With a renewed focus on efficiencies, there is now a pressing need for finance departments to transform in order to add greater value to the force but with minimal costs.

1) Aligning to Force Strategy

As Police Forces need finance to function, it is imperative that finance and operations are closely aligned. This collaboration can be very powerful and help deliver significant improvements to a Force, but in order to achieve this model, there are many barriers to overcome. Finance Directors must look at whether their Force is ready for this collaboration, but more importantly, they must consider whether the Force itself can survive without it.

Finance requires a clear vision that centers around its role as a balanced business partner. However to achieve this vision a huge effort is required from the bottom up to understand the significant complexity in underlying systems and processes and to devise a way forward that can work for that particular organization.

The success of any change management program is dependent on its execution. Change is difficult and costly to execute correctly, and often, Police Forces lack the relevant experience to achieve such change. Although finance directors are required to hold appropriate professional qualifications (as opposed to being former police officers as was the case a few years ago) many have progressed within the Public Sector with limited opportunities for learning from and interaction with best in class methodologies. In addition cultural issues around self-preservation can present barriers to change.

Whilst it is relatively easy to get the message of finance transformation across, securing commitment to embark on bold change can be tough. Business cases often lack the quality required to drive through change and even where they are of exceptional quality senior police officers often lack the commercial awareness to trust them.

2) Supporting Force Decisions

Many Finance Directors are keen to develop their finance functions. The challenge they face is convincing the rest of the Force that the finance function can add value – by devoting more time and effort to financial analysis and providing senior management with the tools to understand the financial implications of major strategic decisions.

Maintaining Financial Controls and Managing Risk

Sarbanes Oxley, International Financial Reporting Standards (IFRS), Basel II and Individual Capital Assessments (ICA) have all put financial controls and reporting under the spotlight in the private sector. This in turn is increasing the spotlight on financial controls in the public sector.

A ‘Best in Class’ Police Force finance function will not just have the minimum controls to meet the regulatory requirements but will evaluate how the legislation and regulations that the finance function are required to comply with, can be leveraged to provide value to the organization. Providing strategic information that will enable the force to meet its objectives is a key task for a leading finance function.

3) Value to the Force

The drive for development over the last decade or so, has moved decision making to the Divisions and has led to an increase in costs in the finance function. Through utilizing a number of initiatives in a program of transformation, a Force can leverage up to 40% of savings on the cost of finance together with improving the responsiveness of finance teams and the quality of financial information. These initiatives include:

Centralization

By centralizing the finance function, a Police Force can create centers of excellence where industry best practice can be developed and shared. This will not only re-empower the department, creating greater independence and objectivity in assessing projects and performance, but also lead to more consistent management information and a higher degree of control. A Police Force can also develop a business partner group to act as strategic liaisons to departments and divisions. The business partners would, for example, advise on how the departmental and divisional commanders can meet the budget in future months instead of merely advising that the budget has been missed for the previous month.

With the mundane number crunching being performed in a shared service center, finance professionals will find they now have time to act as business partners to divisions and departments and focus on the strategic issues.

The cultural impact on the departments and divisional commanders should not be underestimated. Commanders will be concerned that:

o Their budgets will be centralized
o Workloads would increase
o There will be limited access to finance individuals
o There will not be on site support

However, if the centralized shared service center is designed appropriately none of the above should apply. In fact from centralization under a best practice model, leaders should accrue the following benefits:

o Strategic advice provided by business partners
o Increased flexibility
o Improved management information
o Faster transactions
o Reduced number of unresolved queries
o Greater clarity on service and cost of provision
o Forum for finance to be strategically aligned to the needs of the Force

A Force that moves from a de-centralized to a centralized system should try and ensure that the finance function does not lose touch with the Chief Constable and Divisional Commanders. Forces need to have a robust business case for finance transformation combined with a governance structure that spans operational, tactical and strategic requirements. There is a risk that potential benefits of implementing such a change may not be realized if the program is not carefully managed. Investment is needed to create a successful centralized finance function. Typically the future potential benefits of greater visibility and control, consistent processes, standardized management information, economies of scale, long-term cost savings and an empowered group of proud finance professionals, should outweigh those initial costs.

To reduce the commercial, operational and capability risks, the finance functions can be completely outsourced or partially outsourced to third parties. This will provide guaranteed cost benefits and may provide the opportunity to leverage relationships with vendors that provide best practice processes.

Process Efficiencies

Typically for Police Forces the focus on development has developed a silo based culture with disparate processes. As a result significant opportunities exist for standardization and simplification of processes which provide scalability, reduce manual effort and deliver business benefit. From simply rationalizing processes, a force can typically accrue a 40% reduction in the number of processes. An example of this is the use of electronic bank statements instead of using the manual bank statement for bank reconciliation and accounts receivable processes. This would save considerable effort that is involved in analyzing the data, moving the data onto different spreadsheet and inputting the data into the financial systems.

Organizations that possess a silo operating model tend to have significant inefficiencies and duplication in their processes, for example in HR and Payroll. This is largely due to the teams involved meeting their own goals but not aligning to the corporate objectives of an organization. Police Forces have a number of independent teams that are reliant on one another for data with finance in departments, divisions and headquarters sending and receiving information from each other as well as from the rest of the Force. The silo model leads to ineffective data being received by the teams that then have to carry out additional work to obtain the information required.

Whilst the argument for development has been well made in the context of moving decision making closer to operational service delivery, the added cost in terms of resources, duplication and misaligned processes has rarely featured in the debate. In the current financial climate these costs need to be recognized.

Culture

Within transactional processes, a leading finance function will set up targets for staff members on a daily basis. This target setting is an element of the metric based culture that leading finance functions develop. If the appropriate metrics of productivity and quality are applied and when these targets are challenging but not impossible, this is proven to result in improvements to productivity and quality.

A ‘Best in Class’ finance function in Police Forces will have a service focused culture, with the primary objectives of providing a high level of satisfaction for its customers (departments, divisions, employees & suppliers). A ‘Best in Class’ finance function will measure customer satisfaction on a timely basis through a metric based approach. This will be combined with a team wide focus on process improvement, with process owners, that will not necessarily be the team leads, owning force-wide improvement to each of the finance processes.

Organizational Improvements

Organizational structures within Police Forces are typically made up of supervisors leading teams of one to four team members. Through centralizing and consolidating the finance function, an opportunity exists to increase the span of control to best practice levels of 6 to 8 team members to one team lead / supervisor. By adjusting the organizational structure and increasing the span of control, Police Forces can accrue significant cashable benefit from a reduction in the number of team leads and team leads can accrue better management experience from managing larger teams.

Technology Enabled Improvements

There are a significant number of technology improvements that a Police Force could implement to help develop a ‘Best in Class’ finance function.

These include:

A) Scanning and workflow

Through adopting a scanning and workflow solution to replace manual processes, improved visibility, transparency and efficiencies can be reaped.

B) Call logging, tracking and workflow tool

Police Forces generally have a number of individuals responding to internal and supplier queries. These queries are neither logged nor tracked. The consequence of this is dual:

o Queries consume considerable effort within a particular finance team. There is a high risk of duplicated effort from the lack of logging of queries. For example, a query could be responded to for 30 minutes by person A in the finance team. Due to this query not being logged, if the individual that raised the query called up again and spoke to a different person then just for one additional question, this could take up to 20 minutes to ensure that the background was appropriately explained.

o Queries can have numerous interfaces with the business. An unresolved query can be responded against by up to four separate teams with considerable delay in providing a clear answer for the supplier.

The implementation of a call logging, tracking and workflow tool to document, measure and close internal and supplier queries combined with the set up of a central queries team, would significantly reduce the effort involved in responding to queries within the finance departments and divisions, as well as within the actual divisions and departments, and procurement.

C) Database solution

Throughout finance departments there are a significant number of spreadsheets utilized prior to input into the financial system. There is a tendency to transfer information manually from one spreadsheet to another to meet the needs of different teams.

Replacing the spreadsheets with a database solution would rationalize the number of inputs and lead to effort savings for the front line Police Officers as well as Police Staff.

D) Customize reports

In obtaining management information from the financial systems, police staff run a series of reports, import these into excel, use lookups to match the data and implement pivots to illustrate the data as required. There is significant manual effort that is involved in carrying out this work. Through customizing reports the outputs from the financial system can be set up to provide the data in the formats required through the click of a button. This would have the benefit of reduced effort and improved motivation for team members that previously carried out these mundane tasks.

In designing, procuring and implementing new technology enabling tools, a Police Force will face a number of challenges including investment approval; IT capacity; capability; and procurement.

These challenges can be mitigated through partnering with a third party service company with whom the investment can be shared, the skills can be provided and the procurement cycle can be minimized.

Conclusion

It is clear that cultural, process and technology change is required if police forces are to deliver both sustainable efficiencies and high quality services. In an environment where for the first time forces face real cash deficits and face having to reduce police officer and support staff numbers whilst maintaining current performance levels the current finance delivery models requires new thinking.

While there a number of barriers to be overcome in achieving a best in class finance function, it won’t be long before such a decision becomes mandatory. Those who are ahead of the curve will inevitably find themselves in a stronger position.