Change of Headquarters at CIB Bank
Project, program and portfolio management
Project summary
Client
CIB Bank
Industry
Banking sektor
Role of Vialto
Consulting
Project description
Handling and resolving challenges arising from CIB Bank’s headquarters relocation: documentation management, system developments, and related communication and legal tasks.
Project solution
Challenge
The sale of our client’s previous registered headquarters and the registration of the new headquarters address posed a significant challenge to the organization. Every document—whether it was a regulation, a blank contract, or another type of form—had to be updated with the new address. A more substantial challenge was implementing developments in all active systems that generated documents containing the headquarters address. Additionally, the bank had to fulfill all notification and communication obligations toward its customers and partners while ensuring that all legal tasks related to the registration were completed by the deadline.
Implementation
We thoroughly planned, coordinated, scheduled, and managed all tasks related to the headquarters change, impacting the entire organization. These tasks were successfully completed by the registration deadline with the involvement and effective cooperation of all relevant areas:
Legal Requirements
Assessed and supported the tasks related to registration and legal modifications (contracts, registration, and other legal obligations).
Documentation
Conducted a comprehensive review of all regulations, documents, forms, and contracts that required modification. Identified the volume of necessary changes, defined the modification process, and scheduled tasks to ensure timely completion. Provided support for the modification process.
IT Development
Analyzed all IT systems within the financial institution and identified those that generated documents containing the headquarters address (e.g., contracts, invoices, customer notifications, and orders). Assessed the scope of development, scheduled the required IT tasks, and supported the development process. Planned and facilitated necessary testing and deployment activities to ensure modifications were completed on time.
Communication and Change Management
Legal Requirements
Assessed and supported the tasks related to registration and legal modifications (contracts, registration, and other legal obligations).
Documentation
Conducted a comprehensive review of all regulations, documents, forms, and contracts that required modification. Identified the volume of necessary changes, defined the modification process, and scheduled tasks to ensure timely completion. Provided support for the modification process.
IT Development
Analyzed all IT systems within the financial institution and identified those that generated documents containing the headquarters address (e.g., contracts, invoices, customer notifications, and orders). Assessed the scope of development, scheduled the required IT tasks, and supported the development process. Planned and facilitated necessary testing and deployment activities to ensure modifications were completed on time.
Communication and Change Management
- Defined the communication channels and tasks required to fulfill legally mandated notification obligations. Created the necessary communication materials and ensured compliance with legal communication requirements (including notifications for tens of thousands of customers and partners, regulatory notices, account statement updates, website announcements, invoices, electronic channels, and bank branches).
- Supported the transition and organizational engagement by providing regular and detailed updates on changes.
Result
A virtually seamless transition, evidenced by the near-zero level of customer, partner, and third-party complaints, inquiries, or negative feedback.
