ABSA GROUP: Cash and records operations embarking on a transformation jorney - Business case
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Business case ABSA BANK ABSA GROUP: Cash and records operations embarking on a transformation jorney BY RYAN MILELLA
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness SNAPSHOT Introduction ORGANISATIONAL Implement and embed DETAILS: a Lean Manufacturing Absa Bank Limited (Absa) offers a complete range of Absa Bank Ltd. (Absa), culture. investment, commercial and retail banking products listed on the JSE, is one Measure performance and services to the full spectrum of the South African of South Africa’s largest using FranklinCovey’s customer base. Absa became a subsidiary of Barclays financial services groups. xQ (Execution Quotient) Bank PLC on 27 July 2005, when Barclays acquired a Absa’s Cash and Records Organisation Assessment. controlling stake in the Absa Group. Absa’s business Operations (C&RO). C&RO HIGH LEVEL RESULTS: secures, processes and is conducted primarily in South Africa. Absa employs Staff morale up from 59% transports physical cash to 74% a customer-centric business model with business and documents. 1500 Execution culture up from units serving specific customer segments. The Group employees with costs of 51 to 69 interacts with its customers through a combination R452 million. Sustainable cost savings of physical and electronic channels. Date of study: January to of R30 million per year December 2008 (nearly 7% of total annual Absa has a market capitalisation of over R60 billion KEY CHALLENGES: operating costs) (approximately US$7 billion). It is the biggest retail Embark on a Process improvements bank in South Africa with approximately 800 retail transformation journey. resulting in: branches and 10,000 ATM cash points. It is one of Improve employee morale. • Cash recycling improved four major banks in the local market and employs Reduce operational costs by 60% and inventory approximately 40,000 people. without impacting quality/ required reduced by 25% service. • Bond validation and Cash and Records Operations (C&RO) is responsible SOLUTION STRATEGY: Generic Banking Products for the processing, transporting and safe keeping Use FranklinCovey’s “4 cycle time reduced by 83%. of physical cash and documents for the bank. The Imperatives of Great • Turn-around-time for Records Operations function essentially processes, Leaders”. retrieval of various retains and archives; in both physical and electronic Apply 4 Disciplines of documents reduced by format, all bank records, i.e. records ranging from Execution. up to 94%. customer information to bank securities. Records Operations, in service at 800 branches, consists of: © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness • FICA Centre (Know Your Client) Towards the end of 2007, Caesar Mtetwa was • National Securities Centre (NSC). appointed to lead C&RO. The Cash Operations function essentially processes One of the challenges and transports cash, and loads ATMs with physical in Cash Operations, also cash. Cash Operations consists of 13 Cash Centres headed up by a new located throughout South Africa that service 3300 appointee, Hamilton off-site ATMs and over 300 branches. Melane, is that physical Support provided to the Cash Operations includes cash attracts criminals, Change Management (including a Business and owing to high crime levels in the country, the Impact Manager and Change Analyst), Financial unit is considered a high risk environment in which Management, Internal Communications, Risk to work. This makes attracting and retaining talent Management and Human Resources. a key challenge, resulting in deficits in technical know-how as well as leadership without sufficient The Problem to Solve maturity. The cash industry was is over-invested in cash processing capacity and is characterised Hendrik Oppermann, by few cash transporting companies, which makes head of Absa Operations, both service and price less competitive. had a vision: namely, for Operations to be Specific Challenges an industry pioneer in executing or fulfilling In 2007, the management of total cash inventory financial transactions. within the bank was decentralized, i.e. cash This meant embarking on management at retail branches and cash centres a transformation journey was managed separately, which resulted in a high for the entire division. and costly cash inventory. Turnaround times were In general, operations also too long and transportation costs too high. within the financial industry had followed a strategy The bulk cash deposits at retail branches imposed of standardisation, centralisation and automation high security risk and impacted negatively on to drive economies of scale and scalability of branch efficiencies as manifested by long queues. business. Operations, however, wanted to revise Management information systems were non- this type of strategy to standardise by activity existent, which made management of operations rather than by product and to aggregate task by very difficult. capability rather that by business line. Too much attention was previously paid on reducing Hendrik and his executive team were also aware ATM cash outs (service), which pushed operating that overall employee morale was low owing to an costs up significantly. The bank needed a more entrenched, autocratic leadership style that had healthy balance between client service and cost- existed for a long time. There was also a lack of clear effective processes. strategic direction that created continuous shifting Measures were only being reported on a monthly of priorities. Managers experienced a culture of basis, after the fact, and there were no day-to-day “learnt helplessness” as most operational problems measures. were escalated by employees to their managers. Performance measures and documented workflows The processing time of records at Records Operations were lacking, which resulted in favouritism and centres was too long. The documents could not be management only being alerted to “bad news” at tracked or traced easily and had high chances of the last minute. being lost in the process of transportation. The © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness retrieval time of documents when requested by and factory operations experience (engineers who customers was not consistent and sometimes did challenged the “rules of the bank”). not comply with the service agreement. To ensure the execution of strategy aligned People-related challenges were, unfortunately, to the new vision of Hendrik Oppermann, the plentiful: transformation plan, developed and monitored by • leadership styles were autocratic, and Change Management (Karen Morkel) was embedded micromanagement was common within the leadership and execution framework. The transformation plan included: • employees did as they were told but no more • Setting the case for change (rationale) • trust was lacking • Effective stakeholder management (buy-in and • a “silo mentality” played out on a regular basis sponsorship) between interdependent teams • Driving employee line-of-sight • operations employees felt that they could not speak openly with their direct managers • Ensuring employee engagement • a paradigm of “things stay the same always” • Leadership development even if the economic realities around you say • Culture setting and instilling specific behaviours otherwise • Communication – constant review of strategy, • an “us and them” situation between permanent highlights, etc. and temporary employees, with permanent • Performance management employees receiving preferential treatment. • Talent development. Given these many challenges, the bank felt an urgent need to solve issues quickly to improve The plan was to be monitored closely with service levels lest the negative perceptions of measurements in place to ensure success. the Records Operations teams multiply and the To discourage bogus team commitment and bad reputation inside Absa Group be reinforced. “cloning,” a theme of “Before a Team there is an Simultaneously, there was pressure from Absa Individual” was chosen. Team commitments were Group to get the cost/income ratio below 50 reinforced with team members that chose to stay, percent. With process inefficiencies and fixed cost while those who could not identify with the team overheads, daily volumes remained unpredictable opted out. Senior members intentionally created a but steadily increasing. With little or no line of culture of inclusivity. sight from within and weak capacity planning, The newly formed C&RO team, leveraging its newly there were, as one might expect, differences in acquired engineering specialisations, put together opinion on the definition of “crucial.” In the FICA a three year strategy with strict annual milestones environment, it was taking as long as 10 days to to take on the challenges C&RO were facing. process a document, a problem complicated by The strategy focused on four themes which were having two buildings from which to operate. referred to as “Must Win Battles”: Transformation Plan and Related 1. Make cash operations effective and efficient Interventions through reduction of cost and process improvement By the end of 2007 Caesar Mtetwa had assembled a strong team with diverse experience. The group was 2. Pioneer effective capacity utilization in the cash a balance between conventional banking experience industry (those that understood the “rules of the bank”) 3. Deliver a customer excellence program © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness 4. Make document handling world-class through • The 4 Disciplines of Execution as the execution conversion of paper records to electronic records methodology. (imaging), thus improving processing efficiency • The Speed of Trust concepts to create confidence and reducing records operational costs. among the leadership. To support the organisational and individual “Lean,” a business continuous improvement transformations, the following FranklinCovey methodology, was introduced and integrated methodologies were used: with FranklinCovey’s leadership development and • xQ (Execution Quotient) Organisation Survey execution methodologies. to provide hard measures on execution In preparation for the new financial year in late improvements 2007, the xQ Survey was completed. This baseline • Leadership: Great Leaders, Great Teams, Great survey gave insight into C&RO’s culture of Results and its leadership framework (The 4 execution at the time. This information was shared Imperatives of Great Leaders) to enable the with everyone, highlighting their strengths and leadership community in implementing the weaknesses, by execution driver (the 6 execution significant changes through people, and drivers are Clarity, Commitment, Translation, Enabling, Synergy and Accountability) and Purpose, Values, Vision Pioneering, Process centricity, Continuous growth, Absa Values Stakeholder Needs Stakeholder Needs Strategy Customer Employee Inventors FunctionalEmployee Customer structuring, Inventors Competition. Community Competition. Community Re-engineering, Capacity Government Government Planning, Talent & Innovation CLAR IFY P PUR OSE Results Gap Closure INSPIRE TRUST Wildly Important Goals U N L EN Business as Usual MS TE N TA L YS LIG EA S A T H S Leadership &Needs Stakeholder Talent Processes, Structure, Stakeholder Needs & Development Customer Employee Inventors SystemsEmployee Inventors Customer Competition. Leadership Community practices (LPI and Competition. Functional Community design (what v how) Government the 4 Imperatives of Leadership) Government & Resource planning, Operational Career validation Culture (Behaviours) 4 Disciplines of Execution (4DX) Mental Capacity, Identity (xQ Information environment & Cultural blueprint), Leverage Strengths © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness levels of execution (individual, intact team and In the FICA environment, headed up by Winston organisational). This information provided “hard Mangaru, the thirteen high trust behaviours data” to senior management on which action steps supported the uncovering of blind spots amongst were needed for the transformational journey that some of the management team. The high trust lay ahead. behaviours remain today a key focus for Winston’s management team. Adapted 4 Imperatives of Great Leaders Imperative 2, Clarify Purpose: Create clarity and A key step in the transformation was the adoption buy-in with the various intact teams on the Job to and adaptation of The 4 Imperatives of Great Leaders be Done, Strategic Links, Money Making Model and model. Each imperative was further enhanced Team Purpose. This was key both before and in the and explained (see outer ring below), providing early part of the new financial year. Deliberating management with greater clarity as to what the and agreeing on team purpose, strategy, and plans role looked like when practiced in the Operations for the new year was an inclusive affair taking environment. The leadership framework was used the best from operations and the best from the by individuals and teams as a roadmap to support support functions as well as the best from unique the key activities, behaviours, and outcomes individuals. “I was allowed, no encouraged, to be required of leadership during this challenging different. Even though I was part of Finance I felt time. During times of change, it is very tempting to part of the team and as a result I worried about remain “stuck in the whirlwind” of the day-to-day a lot more than just my role. There was strong priorities and challenges. The framework provided alignment to a common purpose,” says Siyabonga support and guidance to help identify activities Nduli, Finance Manager. that are important, but not urgent. Imperative 3, Align Systems: Within this The leadership group participated in FranklinCovey’s imperative, particular attention was paid to The Leadership: Great Leaders, Great Teams, Great Results 4 Disciplines of Execution both before and in the programme. The programme was delivered in a early part of the new financial year. Similar to manner that integrated individual development the Leadership development programmes, the 4 with what was asked of individuals in the planning Disciplines of Execution training was integrated phase for the new financial year. with the annual planning process for the 2008 Imperative 1, Inspire Trust: Build trust in financial year and the individual performance challenging circumstances using Stephen M R management process. The 4 Disciplines of Execution Covey’s thirteen high trust behaviours. Particular was the “vehicle” within which a balance between focus was placed on management displaying the day-o-day whirlwind activities and the future state thirteen high trust behaviours. These behaviours of C&RO was created. were re-enforced and supported at every opportunity Imperative 4, Unleash Talent: This would remain by Karen Morkel and also by Caesar Mtetwa and a key focus area for the entire year and as it turned Hendrik Oppermann. These behaviours, as well as out, into 2009 as well. the “whole person paradigm,” were measured and re-measured via quarterly, anonymous climate National Securities Centre (NSC) surveys. Once management understood what these For the NSC specifically, the challenge for Thato behaviours looked like, each person was held Matolong, NSC Manager, and his management accountable to ensure he or she was living the team was to somehow simultaneously address the behaviours. This was essential for the sustainability pressure from the outside as well as the pressure of the culture and the leadership change process. from the inside. Five high level issues had been © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness identified for the environment were summarised acting as an internal 4 Disciplines of Execution coach as “PCDQCRMI”. It took a while for “PCDQRMI” to was able to support fellow managers, re-enforcing emerge at the operational level, but when it did it the training they had previously attended. stuck: Lean, a business continuous improvement methodology, was introduced into the C&RO P Productivity environment in parallel with FranklinCovey’s C Cost leadership development and execution methodology. D Delivery (of customer service) Lean defines all activities in an organization as either being value-adding or non-value adding from Q Quality the customer’s perspective. The purpose of Lean is R Risk to empower people to continuously identify and eliminate the non-value adding activities that exist M Morale (employee) in the organization in order to improve and deliver I Innovation higher value to customers. Lean is defined as a continuous improvement culture where all people Discipline 4, Create a Cadence of Accountability: actively contribute to waste elimination in order to Institutionalising this rhythm of accountability increase value to the customer. C&RO’s drive from proved a challenge. The rhythm of accountability the start of 2008 was to embed and sustain Lean and reporting on progress of WIGs was first created thinking and waste elimination principles within at the management level via a number of forums/ the culture. meetings: • Weekly Change Team meetings (Change and Engineers) • Monthly Manco meetings for R&CM, a full 1-day review mechanism, whereby line of sight was improved with R&CM - both vertical and horizontal. These sessions focused on implementation initiatives, quality of outputs, costs incurred and later cost savings. These sessions became significant learning opportunities for members and helped strengthen the team because of the strong, inclusive team approach mentioned previously. The process allowed for constructive negotiations between the “engineers” and the “operators.” While WIGs were primarily driven top down, operational measures were driven bottom up. Operations staff Cash Operations Challenges and Results were given the freedom within the parameters of One of the WIGs identified to address the various the WIGs and support from management to figure inefficiencies was the implementation of a “hub out what to measure and how to measure and to and spoke” process design. Instead of the various create the scoreboards. Summarised scoreboards retail branches and cash centres obtaining the became the basis on which reports were prepared necessary funding from the South African Reserve for monthly management meetings. It was also in Bank (SARB) independently of each other, branches these weekly and monthly forums that Dieter Halfar, agreed to direct their cash inventory requests to © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness the central cash centre (hence the name “hub 2. Information on supply and demand, which was and spoke”) and then the cash centre would do always in the system, had to be found and the necessary calculations to determine the overall transformed by teams into knowledge. inventory needs for the branches and ATMs as a 3. The Treasury team introduced daily planning whole and place the necessary cash inventory order sessions to determine how much money would from SARB as required. This redesign resulted in be needed from SARB – how much would they various efficiencies being created within the system receive from Tellers and Branches (supply) and as has been detailed in the “Results” section how much demand there would be from their below. The Ormonde Cash Centre was used as the clients: RASC, ATM solutions and All Pay. pilot site. Thereafter “hub and spoke” was rolled out nationally based on the results and learnings 4. Weekly teleconference calls (weekly planning) from the pilot site. for the thirteen Cash Centre Managers around the country was introduced. Results were monitored, To achieve a goal they had never achieved before the managers being held accountable for their (the implementation of hub and spoke) they had to results. The teleconference calls and related do things they had never done before: information also provided benchmarking and 1. Stretch goals were introduced for the first time, best practice sharing opportunities. At first, keeping no more than a certain percentage of many managers felt as though there was an every R1 received (an optimum level of cash attempt to catch them out, but over time, required balancing cost with service). particularly with the support provided by Lean, Description From (2007) To (2008) % Improvement Comments R12.6 Million cost Cash Centre Inventory R514 Million R387 Million 25% saving R2.2 Million cost ATM Inventory Factor of 2.11 Factor of 1.8 15% saving Cash Recycling R4.4 MIllion cost 50% 80% 60% (productivity) saving Cash Availalbility 98.59% 98.86% Service Maintained (service) Cash Outs 0.06 0.08 Service Maintained People (Internal Employee 59%* 74% 25% Opinion Survey) Global Average People (xQ) 51* 69 35% of 62 For the year under review, except for risks associated with change, risk Risk levels were maintained at acceptable levels. *comparison score for prior year includes additional, related operating units (restructuring took place shortly after baseline data was obtained). © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness managers became more comfortable with the costs to be saved. Feedback created an opportunity transparent accountability process. to always ask the question as to whether the team 5. Solid walls were gradually broken down to be was effectively balancing progress on initiatives replaced with a strong interdependent culture (that made up the WIGs) with client needs. Both and a strong sense of purpose as demonstrated the NSC and FICA management meetings took by the new abilities to willingly share place monthly with Manager, Heads of Department, information with each other at the right time. Supervisors and invited Team Leaders present. Scoreboards were developed and put in place in Karen Morkel reflects, “In cases where cash centre the operations environment, updated weekly and management was not progressive towards this new discussed daily. The management teams used the leadership approach, we had to be more stringent scoreboards that operations employees developed and be quite firm with certain unacceptable to consistently monitor productivity levels. The behaviours. It was a partnering effort of reflecting departmental scoreboards are aggregated and form back to business what their leadership styles were the report on which Thato Matolong, NSC Manager like and the impact thereof on their teams and and Winston Mangaru, FICA Manager, report back then ensuring the support in re-enforcing the high to Caesar Mtetwa on a monthly basis. Fifteen trust behaviours. This process was one of great minute daily meetings take place in the operations discomfort and did not sit well with a number of environment for Team Leaders and their employees. management team members. However, there were From the development of WIGs for intact teams, many who rose to the challenge and were willing individual performance contracting and regular to change.” performance reviews became more meaningful and Change champions were nominated by operations easier. employees. These champions were provided with The weekly and daily meetings became the training and were mandated within each cash centre forum in which WIGs, related measures, and lead to ensure they monitored the pulse of the people behaviours were developed together. Over time, a and kept lines of communication open between the safe environment was created where people became operations employees and management. more comfortable saying “You have not delivered. Hamilton Melane says “People now better What do you intend to do about it?” These understand the impact of their behaviours on the questions were asked of peers and direct reports bigger picture thanks to creation and maintenance but also of direct managers whose role became of “line-of-sight.” The creation and development more of “clearing the path” (versus the previous of scoreboards resulted in improved morale - micromanagement and autocratic leadership employees became more motivated and committed styles). A rhythm of accountability was practiced to continuous improvement.” Leadership and role modelled by senior management and later development, the practice of mutual accountability junior management. and the embedding of Lean as a culture remains as The introduction of Lean and the WIGs created a WIG for 2009. discomfort as certain functions needed to be integrated and others split. Process Engineers Record Management Challenges and Results and Team Leaders acted as one voice to drive the WIGs were first agreed and aligned to the Must operations team forward. The message was “Get Win Battles. Progress on WIGs was measured in involved and drive change.” Some Team Leaders percentage terms with “hard facts” to back up took to these changes while others did not. This the percentage achieved to date. Measures were discomfort lasted for about two to three months specifically time, quality and costs incurred, and later while individuals and intact teams grappled with © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness Productivity and Customer Service From (2007) To (2008) % Improvement NSC Bond validation cycle time 6 Days 1 Day 83% NSC Generic Banking Products cycle time 24 hours 4 hours 83% NSC Homeloan retrievals turn-around-time 40 hours 2.4 hours 94% NSC Generic Banking Products retrievals turn- 24 hours 6 hours 75% around-time FICA turn-around-time for the retrieval of 10 days 1 day 90% documents 7 days FICA cycle time 10 days 30% maximum Costs From (2007) To (2008) % Improvement Interest claims R494,000 R157,000 68% Document Replacement R1.5 Million R0.9 Million Nearly 40% Annualised cost saving as follows: Docufile system replacement and head count reduction of 50 (FICA) R3.7 Million Lean implementation and head count reduction of 27 (NSC) R3.5 Million Merger of two FICA buildings into one R2.5 Million Total (versus an annual target of R8.5 Million) R9.7 Million Risk and People From (2007) To (2008) % Improvement Risk Management: reduced number of 962 359 62% securities (title deeds and bonds) lost People: (Emoployee Opinione Survey) 59%* 74% 25% People: (xQ) 51* 69 35% *comparison score for prior year includes additional, related operating units (restructuring took place shortly after baseline data was obtained). © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness their new challenges. Ownership of the challenges • An inclusive, integrated team - support functions by Team Leaders and their teams was fundamental. ARE part of the team In the FICA environment, similar to the NSC, line- • Strong, internal expertise of the methodologies of-sight was achieved through clarification of and frameworks being used – this includes purpose and development of WIGs. Regular, monthly both a coach to support line management AND communication forums for operations employees knowledge of the methodology by the line followed, creating the opportunity to clarify and managers themselves discuss purpose, WIGs and related challenges. • A co-ordinated approach to daily, weekly Slowly, employees began to own the process and and monthly meetings (still inconsistent and issues began to be brought to the fore. Lean culture still requires significant management energy) was introduced in May and results became evident creating a rhythm of accountability. two months later. While trust and transparency on deadlines and Unnecessary NSC roles identified and employees deliverables played a major role during the year, it redeployed. While volume of work has increased by remains a focus area for operations employees and 2.5 times, number of employees required in FICA management to give and receive honest feedback. has been reduced (there are 26 million documents Operations must be held accountable predominantly in storage). for operations results while management must Although not tracked specifically a clear reduction be held accountable for clearing the path for of escalation of problems by employees and also operations employees. Operations employees have the development of the ability to educate a client experienced more respect from management in on the process, thereby reducing errors at source. comparison to the past. There are still gaps within the management teams – some people embraced Conclusion the change a lot quicker, whilst others are still The FranklinCovey and Lean training produced the trapped in their old behavioural thinking patterns. following: While some teams took quickly to the support tools and resources offered, others did not, with the • Right people on the team – create a team of difference being clearly evident. strong, unique contributors The year was characterised by much self- • Embedding a transformation plan within an development amidst the organisational change. adapted, holistic leadership model (including While the company made significant breaks from the execution methodology) to create and the past and achieved significant results, it was execute strategy also aware of the mistakes made along the way. • Clarify team purpose and strategy – create clear, For example, amidst the excitement of doing things consistent and simple communications thereon differently, some leaders realized that they needed • Create line-of-sight - WIGS provide focus, to have been more deliberate with more regular structure and stretch – limiting your focus to the stops to reflect and create building blocks from essential few really works! which to take the next step. In certain instances, the leadership team also over-committed, either • The acid test of the effectiveness of WIGs not truly understanding the size of the challenge, being cascaded top-down is the development, or not involving certain stakeholders early enough. implementation and development of scoreboards bottom-up by operational employees. While the company is proud of its results, it is aware that the greatest work still lies ahead. Now that the • Visible executive support of change initiatives. basics have been put in place, there is a big need © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH Discovering and Documenting Greatness for focusing on the development and movement of people. An area for focus going forward is to “Unleash Talent”, which is a WIG for 2009. FranklinCovey Southern Africa is the southern and east African licensee of FranklinCovey Company – a worldwide consulting and leadership development organisation. We help organisations, intact teams and individuals to achieve great performance in good times and bad by providing a unique blend of leadership development and consulting solutions. © FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
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