How Xerox Streamlined Global Forecasting and Workforce Planning

From Fragmentation to Focus: Xerox’s Transformation Journey

Picture this: Over 35 people across the globe, each juggling spreadsheets, manually forecasting costs, and trying to make sense of data for corporate support functions. For Xerox, this was their reality. 

Managing workforce planning for 19,500 employees, combined with forecasting third-party costs, was a daunting task riddled with inconsistencies and inefficiencies. 

The result? Hours lost, opportunities missed, and no clear path forward.

From:

• 35-40 people struggling with fragmented processes
• Forecasting riddled with inconsistencies and manual Excel-based workflows
• A lack of real-time reporting and actionable insights

To:

• A Center of Excellence managing global forecasts with just 10-15 people
• Automated, driver-based forecasting tools for precision and efficiency
• Real-time insights through intuitive Power BI dashboards
  

Here’s how Akshar Business Consulting partnered with Xerox to transform this process into a model of efficiency.

The Challenge

For Xerox, forecasting was a complex web of disconnected processes. Over 23 team members handled workforce planning for 19,500 employees, while others focused on forecasting third-party costs using purchase orders (POs) from their accounts payable ledger. Together, these numbers were integrated into the general ledger forecast.

But the process was anything but smooth:

1. Too Many People: A total of 35-40 team members globally contributed to forecasting, creating inefficiencies and duplication of effort.
   
   
2. Manual Workflows: Relying on Excel meant forecasts were prone to errors and inconsistencies across regions.
   
   
3. Slow Reporting: Without real-time tools, reporting and analytics lagged, leaving teams with little time for strategic insights.
   
   

As the manual workload piled up, it became clear that Xerox needed a solution that was consistent, efficient, and insightful.

The Turning Point

When Akshar Business Consulting stepped in, the approach wasn’t just about automation—it was about understanding Xerox’s pain points and creating a roadmap for success. 

The goal? To replace inefficiencies with innovation and empower the team with better tools and processes.

Here’s how we helped Xerox rewrite their story:

1. Unpacking the Problem:
   
   We worked closely with Xerox’s teams to identify bottlenecks and streamline processes. Instead of relying on a sprawling team, we envisioned a centralized model that could handle forecasting with precision and fewer resources.
   
   
2. Building with Anaplan:
   
   
   • We implemented driver-based budgeting models, automating workforce planning for all 19,500 employees at the individual level.
     
     
   • Third-party cost forecasting was redesigned at the PO level, improving accuracy and alignment.
     
     
   • General ledger forecasting was integrated seamlessly, creating a single source of truth.
     
     
3. Creating a Center of Excellence (COE):
   
   
   • A COE in India was established to handle workforce planning, reducing the team size from 23 to just 7 people.
     
     
   • The COE approach was extended to third-party costs, bringing the total forecasting team globally down from 35-40 to 10-15 people.
     
     
4. Integrating Power BI for Real-Time Insights:
   
   
   • Anaplan was linked to Power BI, enabling real-time analytics and reporting during critical periods like month-end.
     
     
   • The dashboards provided intuitive, graphical insights that could be used by both finance and non-finance employees, reducing reliance on static spreadsheets.
     
     

The Results

This transformation wasn’t just about numbers; it was about creating a foundation for better decisions and strategic growth. 

The results speak for themselves:

• Efficiency Gains: The COE model streamlined global forecasting, reducing the workforce for this activity by two-thirds.
  
  
• Enhanced Accuracy: Driver-based budgeting and centralized processes ensured consistent, error-free results.
  
  
• Real-Time Reporting: Power BI dashboards provided instant insights, enabling faster, more informed decision-making.
  
  
• Cost and Time Savings: Automation freed up resources and reduced manual effort, significantly improving overall productivity.
  
  

One of the most impactful outcomes? 

Xerox’s corporate support functions became a benchmark for efficiency, earning praise from leadership for their transformation.

In Their Words: A Testament to Transformation

Colin Pacey, Global Expenses FP&A Manager at Xerox, shared his experience working with Akshar Business Consulting:

“I have had the privilege of working with Tejas as Xerox implemented an Anaplan forecasting solution. Tejas’s dedication to his work, combined with his technical expertise, made a significant impact on our team.

He has linked the Anaplan solution to a Power BI model, enabling standard views to be available to all users, including non-finance employees who appreciate the simple graphical views.

His FP&A background means that explaining the requirements is met with an easy understanding and often generates imaginative solutions, delivering what is required in the most efficient way.”

Conclusion

What started as a resource-heavy, fragmented process at Xerox has become a streamlined, efficient, and insightful system. By centralizing forecasting operations, implementing driver-based models, and integrating real-time analytics, Akshar Business Consulting helped Xerox turn inefficiencies into opportunities.

Today, Xerox isn’t just forecasting numbers—they’re forecasting success. This case is proof that innovation, collaboration, and smart tools can create extraordinary results for even the most complex global organizations.