Ubisoft 2013 Annual Report Download - page 194

Governance and Internal Control
2013
189
ORGANIZATION OF INFORMATION SYSTEMS
1.8.3.2
With a view to continually improving its information system and in order to ensure the integrity of
accounting and financial data, the Company invests in implementing and updating IT solutions and
procedures to meet the requirements and the constraints both of the local teams and of the Group.
Most of the subsidiaries are integrated in PeopleSoft – Oracle for the accounting and management of
operational flows (procurement, manufacturing, logistics, etc.). This centralized application, which uses
a single database, allows the sharing of frameworks and transaction formats (product database,
customer and supplier files, etc.). This ERP was installed as an attempt to respond to issues relating
to growth of Ubisoft’s activity.
With a view to integrating and automating accounting and financial solutions, the Group implements
PeopleSoft – Oracle in its new subsidiaries. The computerization of data exchange (interfaces
between accounting systems and the consolidation system, daily integration of banking entries,
automated payment issuing, etc.) has been proven to optimize and improve processing and
guarantees greater reliability of accounting processes.
The consolidation and management forecasting applications are used by all Group companies,
providing an exhaustive and standardized view of business activities, and accounting and financial
data. They thus help improve the effectiveness of information processing.
Similarly, special attention is paid to the security of IT data and processing. The risk security and
management team is constantly working to improve levels of control to ensure:
9 Availability of online services and systems
9 Data availability, confidentiality, integrity and traceability
9 Protection of online services from unauthorized access
9 Monitoring of the network against internal and external threats
9 Data security and recovery
These systems are housed in our internal data centers. Security audits are carried out both upstream
and downstream within the context of our quality audit to ensure the security of the information
system.
ACCOUNTING AND FINANCIAL INFORMATION VALIDATION PROCEDURES 1.8.3.3
Ubisoft’s accounting and financial information is prepared by the administration department, under the
supervision of the CEO, with the Board of Directors responsible for final approval.
The consolidated financial statements are subject to a limited review as at September 30 and an audit
as at March 31 by the Group’s auditors. The administration department works with the statutory
auditors to coordinate the timing and main accounting processes to allow for in the annual year-end
process.
One-off assignments during the financial year such as pre-closing reviews prior to each closing date
make it possible to forecast and assess specific accounting issues in advance. This systematic review
eases finalization at the balance sheet date and reduces the time needed to prepare the consolidated
financial statements.
At international level, the audit of the financial statements in certain subsidiaries is carried out by the
KPMG network, co-auditor for the holding company. Their local representative does everything
required of him in the respective country as regards statutory auditors. This organization helps to
standardize audit procedures.
The Group announces its revenue on a quarterly basis and its earnings every six months.