Ubisoft 2006 Annual Report Download - page 159

REPORT OF THE CHAIRMAN OF THE BOARD OF DIRECTORS
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provides fiscal oversight and organizes knowledge sharing
among the group’s other departments.
The Cash Management and Finance Department handles
operations involving exchange rate derivatives and coordina-
tes cash management for the French and foreign subsidiaries.
It ensures that policies governing the management of inte-
rest rate risk, foreign exchange risk and liquidity risk are
consistent with published financial information.
It is the central point for and verifies delegation of autho-
rity to a limited number of employees, who alone are
empowered by general management to process certain
financial transactions, in accordance with predefined
thresholds and authorizations.
The Financial Communications Department provides the
financial information required for a proper understanding
of the group's strategy to shareholders, financial analysts,
investors and so on. All financial announcements (as well
as press releases) are reviewed and approved by general
management. Financial information is published in strict
compliance with the markets’ operational rules and the
principle of equality of treatment of shareholders.
Human Resources and Benefits departments
The role of the Human Resources and Benefits
Departments is to ensure compliance with the provisions
of the French Labor Code and to apply the group’s policies
regarding improvement of professional and personal per-
formance through regular job evaluations, a development
plan, allocation of stock options, enrollment in the group
savings plan, training programs and so on.
Each year, the international HR departments collect data
on a number of indicators (training programs, staff, etc.)
from the subsidiaries in order to measure progress made in
the area of human resources and supply the required infor-
mation to the other departments.
Each subsidiary’s HR department is responsible for deve-
loping and implementing its own HR policy, programs and
tools aimed at satisfying recruitment needs, in accordance
with the group’s HR guidelines, helping local teams create
value for the group, and contributing to the development
of each employee’s potential at the subsidiary.
The group’s Legal Departments (corporate law, contract
law, litigation and intellectual property) assist and advise
the subsidiaries on legal matters. They coordinate com-
mon studies, or studies of interest to the group as a whole,
and provide support to local entities in the area of legisla-
tion to optimize the management of a variety of risks.
The Information Technology Department (ITD)
Oversees the development of specific tools for all subsi-
diaries and participates in the selection of IT solutions. It is
responsible for implementing, coordinating and develo-
ping ERP (Enterprise Resource Planning) within the group.
It regularly monitors progress on IT projects and ensures
that the projects satisfy the needs of line personnel. It also
provides the technical infrastructure and office software
required for the various business functions.
6.2.4.2 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.
PeopleSoft is a centralized application built on a single
database used by all subsidiaries, which allows them to
share the same product database, customer and supplier
files and, most importantly, the same transaction for-
mats. This software has multi-language and multi-cur-
rency capabilities.
This arrangement offers more reliable information for all
participants in the supply chain.
Computer data security
Ubisoft implements an extensive automation policy.
In the area of accounting, the automation of data exchan-
ges (interfaces between accounting systems and consolida-
tion system, daily integration of banking transactions,
automated payment processing, etc.) makes processing
more secure.
Particular attention is paid to the security of computer
data and data processing (physical and logical access
control, back-ups, updates, etc.).
Controls are required to achieve a satisfactory level of
security in the management and maintenance of computer
networks.
These controls must guarantee:
security of data transmitted across the networks,
protection of connected departments against unauthori-
zed access,
separation of operational responsibility for networks
from responsibility for IT operations,
definition of the responsibilities of those involved,
development of management procedures for remote
equipment,
controls that may be required to ensure the confidentia-
lity, integrity and authenticity of data transmitted across
public networks and to protect connected systems,
availability of services and connected systems.
Ubisoft’s Security Department is responsible for ensuring
and organizing the protection of the information system in
terms of application security, server architecture, facilities
and organization at the group level.
The group has also introduced guidelines concerning the
use of IT resources for all its employees in France and
Canada to ensure that all employees are aware of their
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 are
no longer just words but values to be embraced. The group
protects itself internally so as to better safeguard its infor-
mation systems.
In order for it to be applied worldwide in the short term,
this charter is adapted to reflect local laws as changes are
made to it.