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hello oh thank you for joining we're gonna wait to a couple more minutes to let all the attendees join and we're gonna start please bear with me for a minute or two thank you you all right so thank you all for joining me today this morning regarding this deal in leash management system where we're going to present some of the challenges and impossible solutions surrounding the deal in this management process is introducing a new bespoke system that can possibly solve some of your problems my name is David Reynolds and I'm the head for capital markets for matrix ifs with over 10 years of experience in the financial enterprises coming from software vendors and trading and now services so on the agenda today we're going to speak about first of all what is the objective of the of the deal management teams and in different systems a little bit about the real Tory framework surrounding the where we operate covering the main milestones of a deal and the associated challenges and solutions finally we're going to show you our idea of the operational portal that touches the challenges that will be explained we'll cover the benefits the functionalities and we'll end with the view of a dashboard that gives full transparency for all the system so looking at the deal management objectives if we can summarize it in one in one phrase would be the high its objective is to highlight potential and internal and external risk in a timely manner to either stop a deal or bringing to its conclusion basically having the ability to quarterback the following aspect so first of all doing all the firm and entity due diligence and checks we're talking about the firms and entities that are participants on the deal as well as doing the conflict checks and Quarantine over the wall for different deal members that are brought in for different departments making sure obviously the discharge will is airtight there are no leakage of NPI of non-public information that surrounds any kind of deal and we're talking about deals here they can BMA debt issuance cynical offerings etc obviously for each firm there are specific deals that are associated with them and lastly but also very very important is to respond fast to deal related information updates and I'm going to go through that in more details as we move on but this is really good killers heel of the controller function regarding field management now regarding the regulatory frameworks that surrounds the deal so there aren't really any kind of regulations surrounding the amendment system obviously the regulations come in form of identifying conflicts so now we're switching from identifying conflicts to prevention across the different channels that come in to control the disclosure obviously to the client because an optional that's resort but also something that needs to be taken care of if there are any kind of conflicts between any parties of the deal and the firm that is undertaking the deal also they need to show that there is no damage to the client and provide details to the conflict and and what kind of risk they may arise the review the conflict of interest policies and there is obviously a once-a-year review that has to be there has been done on all the conflicts checks that were effected during this year for any kind of deal and a report to senior management therefore also there is a senior agent system and patrol regulation then obviously mandates that you will have sufficient controls in place to make sure that the deal went through with all the checks that were relevant to that deal now if we look at at deal management milestones and what kind of how we break down the deal structure you can see that there are basically five main aspects to it there's the pre deal where the the deal is not initiated you have all the information regarding is being gathered and hopefully entered into a single point of system if not it's being gathered for various system will touch about the challenges on the data gathering and requirements here then there's the Business Review and conflicts committees making sure that there is no risk from a client perspective both enemies on the deal depending if to if the financial institution represents one side of both sides of the deal then there's the preparation finalization and conclusion of the deal we're at each and every place there could be different updates and different flows that come in here now looking at these five main points what are really the challenges that control room and deal members look at and have to tackle on a day to day basis and we're gonna offer also possible solutions to that that can really alleviate a lot of their tedious work while keeping the quality of the risk eye lights so looking at the challenges here they are really six main aspects so the first one is the workflow definition and enforcement and I'm gonna go into a lot more details in a second on each and every one of them but I just wanted you to keep this in mind while we going through the different challenges so workflow definition and enforcement the data needed from an external internal system integration obviously the heart of the of the issue here is the conflict checked the different lists and monitoring ways that the patrol has to update following a deal entry and and depending on the different issuers and the different entity on on the on both sides of the deals the main challenge of transparency tracking and others and obviously the problems that teams have with the different reporting needs either for audits for management or for external regulators now let's dive in this and look at the different aspects of these challenges and how you can potentially buy any a very small layer can solve a lot of these so first one is workflow definition and forcement so as we've seen a different a different project that we've done on this you need a very clear-cut slow for every type of deal deal member every scenario and concur check results meaning that there are a lot of dimensions here right for different types of deals and you'll have different departments involved you have different conflict checks and different internal structure and we've seen deal deal teams really scramble and ad hoc basis for different kind of combinations here of type of gills and deal members on the on the deal it's very not having this kind of definition of the work flow will really hinder the team to do a very efficient work but also it will make itself repeat some of the steps for the same kind of deal or the same kind of dimensions and combination that will come across their desk they will have to be scramble deal and do everything almost in in a manual basis which brings me to the second part of the of this challenge which is the enforcement so even if you do have a good definition of how a deal should proceed on what path who is doing what at what time and acknowledging and and defining what's mandatory what kind of steps are needed reviews etc to make sure that the deal stops where when when it needs until they receive the proper clearance or continues to the next step with the proper identification we found that firms have a lot of trouble enforcing this workflow even if it's defined so how can you they'll have even if you have a new member on the team and often you have a lot of new members on the guilty because they're being pulled out from different departments from the research or analysts etc etc and their input is solicited and often they need to interact with the deal members and provide some documentation and having a single dedicated screen and seen portal definitely alleviates that and created a foolproof method for any member of the team ing to the information in the screen being dynamically updated in providing them almost no reflection what to do next to enforce the control of information flow in R + 5 etc meaning that how do you know when to attach went to request information what kind of information is being added along the way from people from different deal members which one again are mandatory where you should be a bit which should be notified of any kind of addition of information any kind of objects the team and we found that there is no currently way to dynamically automatically enforce this workflow ing to user interaction and this is the main thing here if you're able to react or the system that you're using is able to react dynamically to its the users interaction then it so it's an excellent way to for the workflow make sure that the deal proceeds while highlighting the necessary risk and triggering automatically in the context checks and also proceeds when all the information has been entered another challenge that as I mentioned before that that is present often is the data needed from from different systems and this is mainly in the pre deal and deal initiation and also conflict check section where it's it's very tedious it requires access to multiply two to multiple systems to retrieve internal extermination if it is on if the entity on the deal side is is a company if it is a private private person whatever it is it's extremely difficult to go and bring in this relevant information it's also difficult to tread the health of the deal from a data perspective basically it's almost impossible to tell if something is missing and there is no continuous review process and there's a very big impact on the time required to gather the data and make sure that the data is reviewed and entered into the deal from a bottleneck and escalation as well from a data perspective here if there's missing information or if something is being held for too long again there is absolutely no transparency on this and the deal is often held for reasons that should have been avoided the last part is the update that I mentioned he achilles heel so we've seen partial systems here and there where firms do have the software or kind of internal system to try and help mitigate the risk and manage the flow but we've seen across the board that each time that there's an update if it is for an employee and duty on the deal status or whatever important detail on the deal it really creates a havoc for for the deal members because now they're if they have a definition of the workflow they do know which kind of conflicts to rerun but in in in most cases the the update is disseminated only to one member of the team a few of them not across the board and again not everybody is aware of the updated field status some more examples of the data needed here you can see there are general deal details such as field type status of the deal and etc that will affect a lot of the not only the workflow but a lot of the deal structure contact information for example for employees who are reference to this deal or brought in over the wall the relevant companies involved in the deals and and their details if they should be added on certain list or not etc finally on the employees that are connected to deal with their relevant information and giving them the entitlement for a different wall processing permissioning also what we found here that often employees that are being brought into the deal from different departments do not have permission to see some of the data or to access some of the systems that are relevant to the deal that by the time they create their request with IT department it really creates a lot of delays on the on the deal process and the deal advancements which again which a single point of portal type of system you will have the ability to manage this individually some more important data examples on the difficulties of challenges to bring them so for instance on the role of the company so this is brought in but to understand the impact on the different jurisdiction the restriction scope that is that will come from the nature of the bill along with restricting types this is all entered manually and decided manually instead of having a dedicated automated system that upon in different partner information through drop-down in combos and predefined datasets will automatically guide you to the right workflow and to the right conflict check that needs to be triggered along the time now talking about the conflict check this is a a main main challenge as I mentioned it's the heart of the system for any kind of deal management and what we've seen so far is that the conflicts are really manual and flexible by flexible we mean that it's really to use a discretion obviously the public is done manually but sometimes not defined to a point where the check themselves are really prone to interpretation it involves multiple Department obviously legal HR which are not integrated in the workflow often and not sink to streamline inside them so each time now you need to reach out to this different department as part of certain conflict checked you will find this not only tedious but obviously it will take more time and it will be very on transferring from a status perspective there is no flexibility as we've seen so far for the deal team to add change or duplicate or edit any existing conflict check especially if in time you find out that ing to a certain Aereo and permutation of the parameters that affect the Explorer as I mentioned in the beginning you find that there are not there is not the ability to add a conflict to the workflow if you have more flow define the updates of the results are not integrated with the workflow that's probably one of the biggest pain points regarding conflict checks where the results of the checks that when they come in drastically and dramatically affect the continuation of the deal - it's a different workflow and obviously ing to the results they might be a branch here in the world floor and ing to results you you might opt to that lends the deal or the deal should advance in some other way all this is decided manually from the deal captain or the deal manager instead of having a automated way that to a take the decision for you upon defined parameters it could be make it transparent along the way and make sure that the whole team is aware of what's going on where it stands now and what needs to be done by who the updates on the deal again as I mentioned Achilles heel that requires rechecking some of the conflicts may be with a small variation of the Consulate's as we've seen and some of our prospect and then some of our the project we've done that these deals and these conflict checks are often missed or information is as a result of not updated in the deal subsequent flow so the updates are a critical part of appending the deal and making sure that the risk is being flushed out and the deal progresses as it should be a different aspect of the challenge now is an indirect one is the control monitoring list so as you all know once you start a deal some of the entities or all of them the old authorities of a deal needs to be added to different control relays that watch was drinking Bailey's etc obviously for the for the employees that need to be added to the over the wall list now this is done currently by acknowledging the fact that they need to be on some sort of list sending an email to the to the control room person that's responsible for that and why betray the knowledge Mandi probably needs to also gather information and better understand why if it wasn't attached to the email here what we're proposing here is basically an addition to automate the the addition to the control-room list notifying the control officer well he has dedicated action to confirm it within the email sent so once everything is gathered the list is added in depending status once the officer reviews the information that is already sent to him via the email with all the information he can from the email except to confirm the addition and this is done often by the way this person was entitled to add this list as part of the deal and will also be able to do that directly there is also from a list perspective the very tedious process of adding employees over the wall and crossing them and so they can have access to the information needed on the deal now we've seen this is a very manual process right now and a very difficult one often because there's no access to the HR systems there is no access to that to the different control room systems to end this and obviously once an employee is because of the wall in a different monitoring intersection scenario has to be updated with all the information now instead of adding this again manually from the control perspective as tenant to do so we offer a way and we find it's it's a it's a really error-free and much more rapid to do it that way and obviously to notify all the all the people that are relevant to the deal but also the employee himself his manager HR etc wherever needed Aponte workflow now one more challenge that there is and here in some but it's much more about the logistical challenges that we have right now which are the the obvious ones the real-time transparency tracking an audit which is a major pain point across the board for long projects we did this is one of the things that they wanted to stall through a dedicated bespoke system so right now there really is no visibility to deal statements nobody knows where it stands right now only the person who really deals with it and the person beforehand that said that had the last ask there is no way to highlight an outline bottlenecks or missing information etc we've seen a lot of cases where managers asks where the deal stands right now is they will update that they're asking and we've seen team scrambles to gather that information especially when the deal members are located in separate geographical location at different time zones more so there is absolutely no tracking of visibility on request for information and response statuses the result of the the conflict checked and which one has have been placed and where which documents have been attached and reviewed and who signed them off as well so there really is nothing on this and we've seen deals that almost came to a halt because at one point somebody asked the the team to provide such a report the main part of this as well is regarding the audit trail where we've seen nowhere that there is a consistent and comprehensive audit trail across the relevant activity of a deal so when you have an internal audit or even external one you have no idea not to say who did what and when what kind of conflict chests were affected what were the results any implication on the personal count dealings regarding to the list if anybody asked to trade on different securities that are on the on the control list and what were the control lists in fact obviously there are more and more data points that are associated with the odd and are very difficult to gather into a hopefully template form but usually the reports are down ad hoc in a very manual way now regarding the the reports themselves which we find as to really sign off and and make sure that the deal really doesn't spend time on something that that really is present within the system we're now the team has to as I mentioned gather all this information and come back together at different times on different locations so we find that this is not only a tedious lengthy and resource heavy process but it's often prone to errors because of the the volume of manual compiled a that is needed to create this report we also found that there is usually no predefined template for different kind of reports only a very high-level definition of what needs to be in them there is no automatic assistance in completing these forms and there is no validity and quality checks on the information entered this is obviously needs to be reviewed manually by by the team as a manager and it's very very very time-consuming and it's very easily relatively easily avoided so we understand the challenges we understand the different solutions and what we're offering here and presenting to you is the operational report is a way to tie all of these challenges together to what solution that will alleviate a lot of the difficulties and pain point that you hear right now and right now I would like really to present a questions for you and understand if you're currently using any dedicated system to help manage the deal process so please answer this rapidly so I can present the results to you and we can in you in and we can continue the presentation itself so regarding the operational port what we found really answers that all of these challenges is having a single point of management and operational portal dedicated bespoke portal that that leverages your current systems and your current data points and really gives you all the solution regarding the workflow enforcement by having dedicated screens and dedicated data points and data entries so in the screens you will have dropdowns and combos already predefined and the screen itself is dynamic and will and will require or ask for you information that is relevant for the information you entered so for a certain field type there will be there will be certain information different information required for deal time for instance or different roles on the deal for the imports of the deal for its geographical location and jurisdiction it will have different aspects that will be needed and we offer here and a dedicated system where they get screened then enforce this workflow if some information is mandatory the user will not be able to proceed until it's entered if it needs to be a sent for review it's obviously sent there and all the notification everything adheres to the workflow that is being defined as being disseminated to the team and managers and other departments as needed now as I can see from your from your polls 50% of you don't have anything and 30% who are partially in coverage so let's say that 20% of you have full coverage still 80% 80% really have a partial or not at all system to cover these kind of challenges so I believe this this will really resonate with you the creation and maintenance of the project specific inside the list and different control homeless again we've entered the the whole addition to the list process seamlessly entered through dedicated screens Spartan workflow inside the system with the almost all the information being and it automatically and being extent to patrol only for for acknowledgement and final approval same thing for wall crowding authorization all the information when employee is being entered from the different system including any Charmin CRM systems and everybody is notified that a certain employee is now over the wall the conflict checks hardest system as I mentioned so this is a probably one of the most important factors here where we found that using a library of conflict then are pretty fine obviously with different type of flows and different types of deal that are being and handled but your teams are being in one place are being sent in one place and you can edit them at any point in time we're not expecting the workflow the workflow is calling from them or triggering the check when and if needed ing to whatever action they either the deal advancement or deal updates we find this to be a flexible scalable and very very important also for an audit perspective where sometimes auditors or management want to see what kind of conflicts you make and you can obviously send it to the library and create automated reports there surrounding the the conflict the notification again we're looking at a system that presents the most collaborative approach possible which means transparency across the time which means everybody's notified of every action that is relevant to him or his desk obviously the status of the deal is continuously disseminated and if you want to tie it all up with a control dashboard where you will see at any point in time where it stands what happens with the deal is their bottleneck is their health either our daily issues etc etc without asking for dedicated reports all the time now let's look at a little bit about the benefits of having such a system although some of them are really quite straightforward all the work through them relatively quickly but what we've seen here is having one central hub for the entire process which is tailor-made to match the firm's DNA and processes really create a huge change in the deal management process for for the for the firm we've seen deal processes or flows that used to go from month are being assured in two weeks along with automated transparency for the different managers and speciality Co teams this the feedback on this has been tremendous where it's now much more collaborative and the system takes care of decision making form regarding advancement or regarding decisions that are relevant to different conflicts that are being held for a certain deal so the completely stability and tracking of this be really as I mentioned enhancement the velocity of the entire process we're talking about sometimes 70% reduction of the time that is needed the transparency about deal member really is is the most collaborative way to to move on increasing the efficiency of the whole process but most importantly what we've found and that the feedback we had on this that really reduces the errors in risk so where we see in places where conflict checks were not affected because they between the cracks or some result we're not incorporated within within the deal and the deal continuing in the past it shouldn't have before so this really is alleviated and almost brought to a standstill and deleted from the system we you really reduce the risk to almost zero from that perspective you also see the results of the conflict checks almost in real time as they come in it is very very flexible - from spective that it can integrate with any kind of monitoring or list management solution you have right now so we can integrate with them and make all the update that I mentioned before and make sure that all the systems stopped together you're not just adding another system silo that is not sharing that's it's relevant information and again adding the conflict checks editing them in in a dedicated screen on a separate library has shown to be a very positive and very easy to to them report on them to management for the one year report as for additional functionalities you will gain by having such a system is for instance the the flexibility to to configure a framework for email generation so this is really by by integrating your email service this is great for the notification and the different templates are created from again dedicated screen dedicated part of the system the admin part and attached to the workflow and on a different action different emails can be sent different notification including text messages if needed can be sent to the different members of the team including the email body itself which is dynamic and obviously not only varies upon the different values and the point of the trigger but there is also the ability to add action points to approve to reject to an other action that can be taken directly from the email itself the forms fired from the system also dedicated part of the system it enables you to create templates to include validation of field mandatory field and and dynamically integrate the different data sources within these forms to help you automate the filling process as much as possible additional functionalities that this offers are the application of work item if you have a deal that resembles another one or if you have a console checked it's almost the same as another you can duplicate it and or split it and continue from there you can create different hierarchy you can use the enhance control so the extended autocomplete for fields the drop-down that are relational and already and already integrated with the sources depending on whatever step you're right now the event handling from a workflow perspective and most importantly the health of well for a dashboard they can show you at any point where is the deal right now but also give you more information about the members about the digital risk that have been outlined by the systems the result of conflict checks and the velocity of these how long you can also have metrics on how long did it take to perform some tasks and further reuse the time by making sure that you are adding resources we're on the ball next to make sure that you can further reduce the time used for a certain deal I hope that you really benefited from from understanding these kind of approach of in the spirit of adding efficiency but also making sure that you're not missing any risk data points and making sure that you are fully prepared for any kind of managerial report but most importantly different audits internal and external and you're not scrambling to to get that information related to you and the deal is proceeding in the most efficient and in fast way and when minimizing the risk I can see right now that there's no questions being asked at this point I would like to thank you for your time and please don't hesitate to reach out and email us if you require more information or this is something that might be of interest thank you very much you