Project Optimised

Project Title

Project Optimised – Global Lead to Cash Transformation Initiative

Executive Summary

Project Optimised is a strategic transformation programme aimed at developing and implementing a world-class, globally aligned Lead to Cash (L2C) operating model across a SaaS enterprise. It seeks to optimise the end-to-end process from marketing lead generation through to revenue recognition and cash collection.

The goals are threefold:

Increase revenue generation and customer satisfaction through seamless, responsive user journeys.
Achieve cost reductions via simplified, automated and integrated IT and process frameworks.
Ensure alignment with SOX compliance, standardized business rules, and trusted data.

This initiative spans all product lines and geographies, ensuring a scalable, future-ready L2C ecosystem aligned to subscription-based business models, nimble governance, and global operational efficiency.

Problem Statement

The current L2C environment is marked by fragmented systems, manual handoffs, inconsistent customer journeys, and limited automation. Key issues include:

Revenue leakage due to pricing errors and billing delays.
Poor integration across quoting, contracting, invoicing, and fulfilment systems.
SOX compliance risks due to weak audit trails and inconsistent governance.
Prolonged approval cycles and lack of standardised global processes.
Friction-heavy partner and customer engagement, increasing time-to-revenue.

Proposed solution

Project Optimised will design and implement a best-in-class global Lead to Bill capability using a centralised, tech-enabled, and stakeholder-approved framework. This will:

Support subscription-based, usage-based, and tiered GTM strategies.
Introduce streamlined, rules-driven quoting and contract management.
Provide transparent order processing, billing, revenue recognition, and collections.
Deliver trusted master data and aligned process ownership across regions.
Embed SOX-compliant controls, with audit traceability and approval governance.

The programme will be delivered through Agile, with iterative co-design, validation, and deployment.

What Success Looks like

Revenue & CX Goals

20–30% reduction in quote-to-cash cycle time.
95%+ accuracy in first-time billing.
90%+ customer satisfaction on renewals and onboarding.

Operational Goals

Unified L2C blueprint adopted across all countries and product lines.
40% reduction in manual interventions through automation.

Compliance Goals

All processes aligned with SOX controls, including approval matrix and audit trails.
Centralised governance with regionally adaptable operating procedures.

Agile Implementation Plan – Business Analyst Focus

Phase 1: Discovery & Global Alignment (6 Weeks)
Stakeholder interviews and pain-point analysis
As-is process mapping (local variations + global gaps)
Capability model and epic backlog definition
Global design principle alignment and MVP definition

BA Deliverables: Stakeholder register, As-Is process maps, Design principles, Capability map, Backlog epics

Phase 2: Global Design & TO-BE Modelling (6–8 Sprints)
TO-BE process blueprinting via workshops
Story writing (features/user stories) with testable acceptance criteria
Definition of business rules, SOX checkpoints, and data needs
Process sign-off by global SMEs, squads, and governance teams

BA Deliverables: TO-BE process flows, Story catalogue, Business rule log, Global sign-off matrix

Phase 3: Sprint Execution & Validation (8–10 Sprints)
Sprint planning, grooming, backlog refinement
Ongoing support for dev teams and clarification of stories
Participation in sprint demos, retrospectives, and story sign-off
UAT planning, script creation, and execution coordination

BA Deliverables: Sprint backlogs, UAT test pack, Feedback tracker, BA sign-off report

Phase 4: Go-Live, Hypercare & Continuous Improvement
Monitor post-implementation KPIs
Refine and prioritise enhancement backlog
Capture lessons learned and support change management
Define future phase scope based on adoption analytics

BA Deliverables: Go-live checklist, Lessons learned report, Enhancements log, Adoption tracker

Next Steps

Secure Steering Committee approval
Mobilise global squads and assign product/process owners
Launch discovery workshops and MVP scope validation
Define agile delivery cadence and tooling
Initiate Sprint 0 and begin global design sessions

Lead to Cash Capability & Process Overview

Level 1–3: Capability-Based Process Breakdown

Campaign to Lead

Capability (Level 1) Supporting Activities (Level 2/3)
Lead Management Conduct customer/market analysis, validate opportunity, manage campaign assets, qualify & nurture leads

Lead to Quote

Capability (Level 1) Supporting Activities
Opportunity Management Create account, solution scoping, discovery calls, pipeline updates
Quoting & CPQ Configure quote, apply discounts, approvals, issue and accept quote
Win/Loss Management Conduct analysis, gather performance data, update sales strategy

Quote to Cash

Capability (Level 1) Supporting Activities (Level 2/3)
Contract Lifecycle Management Create/sign contracts, manage T&Cs, automate renewals
Order Management Process orders, validate configurations, enable fulfillment, monitor exceptions
Billing Management Generate invoices, automate recurring/usage billing, manage credit notes
Revenue Recognition Ensure compliance with ASC 606/IFRS 15, automate revenue schedules, maintain audit logs
Collections & Dispute Management Debt collection, complaint resolution, refund handling
Customer Success & Renewals Track contract health, drive renewals, monitor satisfaction

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