Modernizing real estate capabilities with SAP
Accenture creates a foundation for modernizing real estate capabilities with SAP® Flexible Real Estate Management
As a large, global company, Accenture has a vast real estate portfolio that is dynamic and a significant business cost. To manage, report on and optimize it, our Corporate Real Estate Management and Finance organizations need to have a good understanding of what’s in the portfolio and how it is performing.
Getting to that understanding took time and effort. We decided to launch a journey to migrate from a legacy system and manually intensive tools to a modern solution—SAP Flexible Real Estate Management (SAP RE-FX)—a comprehensive lease contract management solution, which would also help us comply with new US and international lease accounting rules.
SAP RE-FX was a good fit for Accenture as it offers functionality for lease management, lease accounting, payments, planning and others. The module fully integrates directly with other SAP applications without the need for extensive programming. It also offered improved security, automation of transactions, a full audit trail from record to report, and the opportunity to innovate new solutions.
Offices and operations in more than 200 cities in 50 countries
Leases in Accenture’s real estate portfolio
Our Corporate Services & Sustainability Corporate Real Estate, Finance and Global IT organizations came together to lay out a plan to move from the legacy solution to SAP RE-FX and address the need to comply with the new lease accounting rules. This one-team effort was needed to bring the lease management and lease accounting functions “under one roof” for SAP RE-FX because the module draws on a single source of master data in SAP S/4HANA. Previously, these two functions carried out their own activities with data provided at required points in time.
Our project team migrated all of Accenture’s location and leasing master data from the legacy system to the new Lease Administration submodule, relying on the team’s functional as well as SAP software expertise. Lease contract information needed to be available to be able to automate the feed of information to the Lease Accounting module. Moving the data from a third-party application into Accenture’s SAP S/4HANA system also better complied with Accenture’s data security requirements.
In parallel, our team implemented Lease Accounting. Transferring existing account balances for our $3 billion of real estate leases into the new system was a major challenge and it was further complicated by the issuance of new lease accounting rules while the project was in process.
The Lease Accounting module now automatically calculates lease assets, liabilities and expenses, significantly reducing manual effort and increasing accuracy. The team also created a new engine to calculate the differences in lease balances between Financial Accounting Standards Board Accounting Standards Codification Topics 842 and 840 and International Financial Reporting Standard No. 16, to accommodate local statutory reporting.
"SAP RE-FX provides a step change in lease accounting capability through transparency, automation and predictability around lease payments."
Today, Accenture’s Corporate Real Estate and Finance functions benefit from having teamed with Global IT to work with a new, modern software solution that addresses the needs of both areas in an ever-changing world. SAP RE-FX provides a single, centralized solution with a single source of truth in terms of data. It also integrates and automates data to support accounting requirements. In addition, more than 30 processes have been enhanced into a single global process with standardized best practices and elimination of many manual procedures.
SAP RE-FX provides the foundation for Accenture to continue the journey of adding more functionality over time. The solution centrally pulls data for Accenture’s global office space, allowing the business to follow a standardized approach across the different regions.
Building on this foundation, we are developing a Portfolio Planning solution. It was far enough along that when the COVID-19 pandemic hit, our Corporate Real Estate team was able to quickly and accurately perform many what-if scenarios around office closings and openings, assess the amount of physical space available and needed, and determine plans.
Accenture’s key benefits from using SAP RE-FX:
"Having all Accenture’s corporate real estate data in one place gives our users integrated knowledge, allows them to make data-driven decisions and streamlines day-to-day operations."
Fully integrates into other SAP applications and offers security, automation of transactions, and a full audit trail from record to report
Provides a single source of truth for lease financials and a single definition of key data points
Teams gain transparency as everyone has access to the same data
Integrates and automates data to support accounting requirements
Achieving better alignment of lease payments to lease terms, enhancing cash liquidity
New analytical reports and dashboards provide contractual and financial information across the portfolio