Ubisoft 2005 Annual Report Download - page 152

contribute to the development of each employee’s full
potential at the subsidiary.
The group’s Legal departments (corporate law, contract
law, litigation and intellectual property) assist subsidiaries
with their legal affairs. They coordinate common studies,
or studies of interest to the group as a whole, and provide
support for local entities in the area of legislation to
optimize the management of a variety of risks.
The Information Technology department (ITD) manages
the development of specific tools for all subsidiaries and
participates in the selection of IT solutions. It is responsible
for implementing, coordinating and developing ERP
(Enterprise Resource Planning) at the group. It continuously
monitors the progress of the various IT projects and sees to
it that they are in line with the operational staff’s require-
ments. The Information Technology department (ITD) also
provides the technical infrastructure and office software
required for the various business functions.
7.2.4.2 Implementation of
resources
An approach focused on product integration
As a part of overall ERP operations, the purchasing
management module is a good example of the integration
of company data.
In terms of operations (sales and manufacturing), this
module has become the common platform used by the
EMEA team (Europe/Middle East/Asia Zone) and the
zone’s distribution subsidiaries.
People Soft is a centralized application built on a single
database used by all subsidiaries, which allows them to
share the same product database, client and supplier files,
and the same transaction formats. This software has
multi-lingual and multi-currency capabilities.
This arrangement offers more reliable information for all
participants in the supply chain.
Data security
Ubisoft is implementing an extensive automation policy.
In the field of accounting, the computerization of data
exchanges (interfaces between accounting systems and the
consolidation system, daily entry of bank transactions,
automated payment processing and so on) optimizes
processing security.
Particular attention is being paid to the security of compu-
terized data and data processing (physical and logical
access control, archiving, back-ups, etc.).
Controls are required to achieve a satisfactory level of
security in the management and maintenance of computer
networks.
These controls must guarantee:
the security of data passing through the networks,
protection of connected departments against unauthorized
access,
the separation of operational responsibility for networks
from responsibility for computer operations,
a definition of the responsibilities of the various parties,
the development of management procedures for remote
equipment,
any controls that may be required to ensure the confi-
dentiality, integrity and authenticity of data transmitted
via public networks and to protect connected systems,
the availability of services and connected systems.
The Ubisoft Security department is responsible for ensuring
and organizing the protection of the information system in
terms of applications security, server architecture and
physical IT facilities, as well as from an organization stand-
point at the group level.
The group has also introduced guidelines concerning the
use of IT resources for all its employees in France to
ensure that each employee is aware of his/her rights and
obligations with regard to these resources, the network
and Internet services.
More than a mere user manual, these guidelines serve as a
code of ethics designed to inform all employees of their
responsibilities. As a result, the concepts of confidentiality,
intellectual property, data protection, resource integrity
and so on will no longer be just words but values to be
embraced. The group is protecting itself internally in order
to better safeguard its information systems.
This charter will be adapted to reflect local legal provisions
so that it can be applied worldwide in the short term.
Ongoing improvements in applications
The ITD monitors developments in applications.
Quarterly committee meetings are held, which bring
together ITD staff with project management and project
implementation managers as well as with managers of the
various functional divisions (i.e. Finance, Administration,
Management Control and HR, as well as such operating
divisions as Business Planning and Sales). Projects are
presented and prioritized in these meetings on the basis of
need, cost, utility and so on. Decisions concerning changes
to information systems are also approved.
Procedures relating
to the preparation
of financial and
accounting information
The internal control procedures relating to the prepara-
tion and treatment of financial and accounting information
are implemented by the Consolidation, Accounting and
Audit departments depending on the Administration
Management, with the Management Control and the
Finance Management.
Monthly reporting:
The group has implemented a procedure for monitoring
operations on the basis of monthly reporting.
A budget plan is prepared by the subsidiaries for the
coming year based on anticipated product release dates.
This reporting procedure makes it possible to measure
each subsidiary’s performance and contribution to the
group’s income. For certain operating information, the
department has access to data in real time. Meetings are
held with the Administration, Finance and Financial
Controlling departments to study the various reporting
indicators, to analyze discrepancies between the actual
7.2.5