Shared Services Center Toolkit

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Is your organization prepared for the fulfilment of shared services. The Shared Services Center Toolkit addresses common challenges with best-practice templates, step-by-step work plans and maturity diagnostics to the handling of operational tasks such as Accounting, Human Resources, Payroll, IT, Compliance, Purchasing, Security and Legal.

Using the 3 step toolkit effectively will save you and your staff many hours of R&D time in writing the questions and templates to obtain the results needed to analyse the data collected.




The Toolkit contains the following practical and powerful enablers with new and updated Shared Services Center specific requirements:

STEP 1: Get your bearings

Start with...

  • The latest edition of the Shared Services Center Self Assessment Toolkit containing the requirements to perform a quickscan, get an overview and share with stakeholders.

Organized in a data driven improvement cycle RDMAICS (Recognize, Define, Measure, Analyze, Improve, Control and Sustain), check the…

  • Example pre-filled Self-Assessment Dashboard to get familiar with results generation

Then find your goals...

STEP 2: Set concrete goals, tasks, dates and numbers you can track

Featuring new and updated case-based questions, organized into seven core areas of process design, this Self-Assessment will help you identify areas in which Shared Services Center improvements can be made.

10 examples of the standard requirements:

  1. Is an adequate consideration of safety functions and design criteria for selected safety SSCs, based on the unmitigated facility analyses, provided for candidate preventive and mitigative controls?

  2. Are all key partnerships and shared services formally identified and are there consistent and common approaches to managing risks with partners, which cut across organization boundaries?

  3. Do you view shared services as a cost-cutting tool or as a strategy for organizational growth, profitability, longevity, consistency and a stronger future market position?

  4. How much offshoring/nearshoring do you currently use to service your business and IT operations, whether with an outsourcing provider or within your own shared services?

  5. How to apply a discounted cash flow method for measuring the impact on organization value of concentrating finance and accounting activities in a shared service centre?

  6. Does your position on what is shared/business unit level need revisiting, either in terms of commodity shared services or centres of excellence and innovation?

  7. How do you leverage the existing infrastructure back in shared services and tools to streamline the collection process to dissemination process?

  8. Do you have a single ERP platform, enhanced with process specific enabling technologies, Robotic Process Automation and cognitive technology?

  9. Have the partner departments put in place oversight mechanisms to ensure visibility over the Shared Services Centres budget and expenditure?

  10. Have you identified integration points between risk and performance management initiatives to get the most out of your compliance efforts?

Complete the self assessment, on your own or with a team in a workshop setting.

Your Shared Services Center self-assessment dashboard which gives you your dynamically prioritized projects-ready tool and shows your organization exactly what to do next:

  • The Self-Assessment Dashboard; with the Shared Services Center Self-Assessment and Scorecard you will develop a clear picture of which Shared Services Center areas need attention, which requirements you should focus on and who will be responsible for them:

    • Shows your organization instant insight in areas for improvement: Auto generates reports, radar chart for maturity assessment, insights per process and participant and bespoke, ready to use, RACI Matrix
    • Gives you a professional Dashboard to guide and perform a thorough Shared Services Center Self-Assessment
    • Is secure: Ensures offline data protection of your Self-Assessment results
    • Dynamically prioritized projects-ready RACI Matrix shows your organization exactly what to do next:


STEP 3: Implement, Track, follow up and revise strategy

The outcomes of STEP 2, the self assessment, are the inputs for STEP 3; Start and manage Shared Services Center projects with the implementation resources:

  • Step-by-step Shared Services Center Project Management Form Templates covering the Shared Services Center project requirements and success criteria:

Examples; 10 of the check box criteria:

  1. Team Member Performance Assessment: What are the basic principles and objectives of performance measurement and assessment?

  2. Requirements Traceability Matrix: What percentage of Shared Services Center projects are producing traceability matrices between requirements and other work products?

  3. Team Member Performance Assessment: Does the rater (supervisor) have the authority or responsibility to tell an employee that the employees performance is unsatisfactory?

  4. Stakeholder Management Plan: How are stakeholders chosen and what roles might they have on a Shared Services Center project?

  5. Project Scope Statement: What are the possible consequences should a risk come to occur?

  6. Activity Duration Estimates: What are the Shared Services Center project management deliverables of each process group?

  7. Planning Process Group: Contingency planning. if a risk event occurs, what will you do?

  8. Stakeholder Management Plan: Is it standard practice to formally commit stakeholders to the Shared Services Center project via agreements?

  9. Responsibility Assignment Matrix: Too many as: does a proper segregation of duties exist?

  10. Procurement Audit: Is the foreseen budget compared with similar Shared Services Center projects or procurements yet realised (historical standards)?

Step-by-step and complete Shared Services Center Project Management Forms and Templates including check box criteria and templates.

1.0 Initiating Process Group:

  • 1.1 Shared Services Center project Charter
  • 1.2 Stakeholder Register
  • 1.3 Stakeholder Analysis Matrix

2.0 Planning Process Group:

  • 2.1 Shared Services Center project Management Plan
  • 2.2 Scope Management Plan
  • 2.3 Requirements Management Plan
  • 2.4 Requirements Documentation
  • 2.5 Requirements Traceability Matrix
  • 2.6 Shared Services Center project Scope Statement
  • 2.7 Assumption and Constraint Log
  • 2.8 Work Breakdown Structure
  • 2.9 WBS Dictionary
  • 2.10 Schedule Management Plan
  • 2.11 Activity List
  • 2.12 Activity Attributes
  • 2.13 Milestone List
  • 2.14 Network Diagram
  • 2.15 Activity Resource Requirements
  • 2.16 Resource Breakdown Structure
  • 2.17 Activity Duration Estimates
  • 2.18 Duration Estimating Worksheet
  • 2.19 Shared Services Center project Schedule
  • 2.20 Cost Management Plan
  • 2.21 Activity Cost Estimates
  • 2.22 Cost Estimating Worksheet
  • 2.23 Cost Baseline
  • 2.24 Quality Management Plan
  • 2.25 Quality Metrics
  • 2.26 Process Improvement Plan
  • 2.27 Responsibility Assignment Matrix
  • 2.28 Roles and Responsibilities
  • 2.29 Human Resource Management Plan
  • 2.30 Communications Management Plan
  • 2.31 Risk Management Plan
  • 2.32 Risk Register
  • 2.33 Probability and Impact Assessment
  • 2.34 Probability and Impact Matrix
  • 2.35 Risk Data Sheet
  • 2.36 Procurement Management Plan
  • 2.37 Source Selection Criteria
  • 2.38 Stakeholder Management Plan
  • 2.39 Change Management Plan

3.0 Executing Process Group:

  • 3.1 Team Member Status Report
  • 3.2 Change Request
  • 3.3 Change Log
  • 3.4 Decision Log
  • 3.5 Quality Audit
  • 3.6 Team Directory
  • 3.7 Team Operating Agreement
  • 3.8 Team Performance Assessment
  • 3.9 Team Member Performance Assessment
  • 3.10 Issue Log

4.0 Monitoring and Controlling Process Group:

  • 4.1 Shared Services Center project Performance Report
  • 4.2 Variance Analysis
  • 4.3 Earned Value Status
  • 4.4 Risk Audit
  • 4.5 Contractor Status Report
  • 4.6 Formal Acceptance

5.0 Closing Process Group:

  • 5.1 Procurement Audit
  • 5.2 Contract Close-Out
  • 5.3 Shared Services Center project or Phase Close-Out
  • 5.4 Lessons Learned



With this Three Step process you will have all the tools you need for any Shared Services Center project with this in-depth Shared Services Center Toolkit.

In using the Toolkit you will be better able to:

  • Diagnose Shared Services Center projects, initiatives, organizations, businesses and processes using accepted diagnostic standards and practices
  • Implement evidence-based best practice strategies aligned with overall goals
  • Integrate recent advances in Shared Services Center and put process design strategies into practice according to best practice guidelines

Defining, designing, creating, and implementing a process to solve a business challenge or meet a business objective is the most valuable role; In EVERY company, organization and department.

Unless you are talking a one-time, single-use project within a business, there should be a process. Whether that process is managed and implemented by humans, AI, or a combination of the two, it needs to be designed by someone with a complex enough perspective to ask the right questions. Someone capable of asking the right questions and step back and say, 'What are we really trying to accomplish here? And is there a different way to look at it?'

This Toolkit empowers people to do just that - whether their title is entrepreneur, manager, consultant, (Vice-)President, CxO etc... - they are the people who rule the future. They are the person who asks the right questions to make Shared Services Center investments work better.

This Shared Services Center All-Inclusive Toolkit enables You to be that person.