Step | System | Area | Description | Responsibility | Deadline |
1 | NA | Processing of monthly numbers | Ensure that all steps for the monthly finance close have been completed
Monthly Finance Close Process - MetaBroadcast | Luke | WD 6 |
2 | NA | Preparation of the Board pack | Log into the Google Drive at the following folder location:
06 MetaBroadcast >> 31 Reporting >> 2024
1) Create a new folder with the date of the Board meeting for which you are preparing the pack
2) When 1) complete, take a copy of the previous month Google Slides deck and move the copy into the newly created folder. This will be the pack that is prepared for the Board meeting.
NB: Do not move or refresh links within the prior month google slides deck as this should not be updated
| Luke | WD 8 |
3 | NA | Preparation of the Board pack | Executive Summary
This slide will require discussion with Alistair as part of the preparation of the Board pack. This will require agreeing with Alistair the latest position on the underlying spreadsheet to which the table in the google drive is linking through to. When agreed, these figures need to feed through into the Board pack.
| Luke | WD 8 |
4 | NA | Preparation of the Board pack | P&L Update - Actual vs Budget slide
1) Ensure that the chart is updated. This will pull through the financial information that has been prepared as part of the monthly finance close process.
NB: If the layout has changed within MB Master, this will impact the range that is being copied into Google Slides. This may need to be updated on a monthly basis
2) Ensure that all footnotes are updated appropriately | Luke | WD 8 |
5 | NA | Preparation of the Board pack | P&L Update - Budget vs Outturn slide
1) Ensure that the chart is updated. This will pull through the financial information that has been prepared as part of the monthly finance close process.
NB: If the layout has changed within MB Master, this will impact the range that is being copied into Google Slides. This may need to be updated on a monthly basis
2) Ensure that all footnotes are updated appropriately | Luke | WD 8 |
6 | NA | Preparation of the Board pack | Balance Sheet slide
1) Roll forward tab in MB Master
2) Take an extract from Xero for the PL and Balance sheet for the month.
3) Ensure that all checks are equal to xero of differences are explainable
4) Add commentary to explain material movements | Luke | WD 8 |
7 | NA | Preparation of the Board pack | ARR slide
1) Update the table for ARR based on current position within the business. This should not change significantly month on month
2) Update assumptions where applicable
| Luke | WD 8 |
8 | NA | Preparation of the Board pack | Sales pipeline slides
The purpose of these slides it to capture the latest view of the pipeline opportunities of the business. All this information is maintained in the CRM tool, Freshsales. Follow the following steps:
1) Confirm with Jamie that all updates within Freshsales have been made for the month
2) On Freshsales >> Reports >> Classic Reports >> BP Sales Pipeline for Board pack. Export this report as a csv file. (ACCESS TO FS MB REQUIRED)
3) Open the file of the report from 2) and copy this information into MB Master on the ‘Pipeline’ tab
4) On the pipeline tab in MB Master, the ‘slides’ section shows how this information will be pulled through into the tables in the Board pack. Ensure this is up to date and all entries on the deals tab have been captured
5) Refresh the tables in the google slides document for the Board pack
NB: For the Commit / Upside slide, this should reflect opportunities that are highly likely to close in the 2 months following the period end date
| Luke | WD 8 |
9 | NA | Preparation of the Board pack | Sales pipeline (renewals) - PO status slide
1) Update for PO status per discussion with Meriel and Jamie
2) Ensure that where the latest PO expiry date is before the period end date, appropriate commentary is included to explain status of the renewal | Luke | WD 8 |
10 | NA | Preparation of the Board pack | 52 week cash flow forecast slide
The purpose of this slide is to model for a 52 week period the expected cash flow position of the entity.
1) Go onto MB Master spreadsheet. Then refer to the ‘CF - NP’ tab for assumptions excluding pipeline and ‘CF - P’ tab for assumptions including pipeline
2) Review the ‘RR’ tab and ‘NR’ tab to ensure that projected invoices dates for all customers included at least the next 12 months.
Complete the following on the ‘CF - P’ and ‘CF - NP’ tabs:
- The pipeline figures are driven from the ‘Pipeline’ tab.
- On the ‘Pipeline’ tab, ensure that the formulas in column V to AW have been dragged down to cover all pipeline opportunities.
- Copy the deal names in column B and copy these into the pipeline section on the ‘CF - P’ tab. This will ensure that the index match formulas on the cash flow tab will work.
When the above has been completed, complete the following on both tabs:
- Manually update the VAT creditor to ensure that the payment reflects the expected outpayment per the VAT date assumptions. The assumed payment amount should be equal to the VAT creditor as at period end date.
- Review formulas to make sure covering a 12 month period
- Sense check that the variance in the two cash flows is largely driven by the pipeline opportunities
When all completed, make sure the graphs are updated for the purposes of population in the Board pack
| Luke | WD 8 |
11 | NA | Preparation of the Board pack | Monthly Cash generation slide
The purpose of this slide is to show the cash generation of the business from month to month. This information is prepared within MB master and then the output is pulled through into the Board pack. The following steps need to be taken:
1) Go onto the ‘CF’ tab within MB Master
2) Roll forward the table that is linked through to the Board pack. Update the movements column to ensure that you are comparing the current period vs the prior month.
3) Add commentary to explain significant variances in cashflow
4) Ensure there are no material differences on the cash flow | Luke | WD 8 |