GLD.

016
FINANCIAL MANAGEMENT REPORTING

Brief description
Performance requirements for the preparation and submission of financial and non-financial information required
for monthly Group Management Committee (GMC) reporting, monthly Board reporting, annual short-term
incentive reporting and other ad-hoc management reporting requests made by the GMC or Board.

Key contact
Andrew Fitzgerald, Vice President Management Reporting

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
BHP Billiton Group Level Document (printed copies are uncontrolled)
 GLD.016
FINANCIAL MANAGEMENT REPORTING

1. Month-end requirements

A number of specific month-end items must be delivered by Reporting Groups and Group Functions (GFs)
according to Group Reporting’s submission requirements (quality, timeliness and completeness), to provide reports
to Board and management that monitor the performance of the Group.

 Use Group Reporting’s latest templates, Financial Reporting Checklist and the Group Reporting
Timetable. Obtain these from the Reporting Group Financial Controller.
 Apply the Financial Reporting Principles materiality threshold.
 Comply with authorities (Appendix 1).
 Submit EBIT flash result via email to Group Management Reporting including:
– current period flash result;
– last month’s forecast of the current period;
– variance amount (current month less forecast);
– variance commentary where the variance amount to forecast exceeds Management Reporting Income
Statement materiality.
 Complete and load financial and statistical data for:
– actual information for all periods up to and including the current reporting period;
– forecast information for all unexpired periods of the current financial year and the following financial
year.
 Document all Consolidated Journal Entry (CJE) adjustments in the CJE Register, submit approved CJE
Template via email to CPT-CJE Request and upload CJE supporting documentation into Group
Reporting’s SEM-BCS.
 Email the Monthly Reporting worksheet of the Financial Reporting Checklist to Group Management
Reporting.
 Enter scorecard commentary (Appendix 2) in the Portal ‘Reporting’ tab.
 Email a PDF of the approved GMC page to Group Management Reporting on completion of monthly
GMC report requirements.
 HSEC, Investor Relations and Group Tax must submit their deliverables to Group Management Reporting.
 Use the Late Adjustment Process (Phase 1) to change submitted financial data as specified in Financial
Reporting Principles.

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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FINANCIAL MANAGEMENT REPORTING

2. Annual requirement

Customer Sector Groups (CSG) must submit EBIT short-term incentive (STI) information for input to Group
Management Committee (GMC) member’s performance assessment.

 Use Group Reporting’s latest templates and the Group Reporting Timetable. Obtain these from the
Reporting Group Financial Controller.
 Comply with authorities (Appendix 1).
 Email the Financial Management Reporting EBIT STI Template to Group Management Reporting.

3. GMC Report changes

The Group Management Committee (GMC) Report is owned by the GMC. Changes to the GMC Report must be
strictly controlled to maintain its integrity and consistency.

 Email details and justification of the proposed change to Group Management Reporting for assessment
and, if authorised (Appendix 1), coordination.

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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FINANCIAL MANAGEMENT REPORTING

Appendix 1. Authorities

Endorse Approve Inform

1.27 MONTH-END REQUIREMENTS (MANAGEMENT REPORTING)

1.27.1 EBIT flash result; actual and forecast financial data; actual and forecast statistical data; scorecard
commentary; GMC page PDF; Monthly Reporting worksheet

CSG CFO 

or Marketing CFO 

or Minerals Exploration Finance Manager 

or Vice President Corporate Finance (Treasury) 

or Vice President Group Functions Finance 

1.27.2 CJE adjustment (if the CJE crosses two Reporting Groups, both Approvers must authorise)

CSG Financial Controller 

or Minerals Exploration Financial Controller 

or Marketing Financial Controller 

or Vice President Group Functions Finance 

or Group Treasury Finance Manager 

1.28 ANNUAL REQUIREMENT (MANAGEMENT REPORTING)

1.28.1 EBIT STI submission

CSG CFO 

Group Executive and CFO 

1.29 CHANGES TO GMC REPORT (MANAGEMENT REPORTING)

1.29.1 GMC Report changes

CSG CFO 

or Marketing CFO 

or Minerals Exploration Finance Manager 

or Vice President Corporate Finance (Treasury) 

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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Endorse Approve Inform

or Vice President Group Functions Finance 

and Vice President Management Reporting 

Vice President and GPDO (Finance) 

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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Appendix 2. GMC scorecard commentary

Reporting Groups must enter their scorecard commentary for the scorecards and measures specified in the table below.

Scorecard/ Address the following items Quantitative commentary requirements Qualitative commentary
measure separately requirements
YTD actual vs YTD budget Full year vs budget
Cash Cash production costs  Comment on the variance to budget if greater than 10%. The Financial Reporting
production (CSGs only)  Comment on each commodity, relevant to the CSG, shown on Principle defines commentary
costs report table and graph. submission requirements.

EBIT income Net price, exchange, volume, cost Comment on the variance to budget where the variance exceeds
analysis efficiency, exploration and Management Reporting Income Statement materiality.
business development (BD), profit
and loss on assets, other.
Cash flow  Working capital: Comment on the variance to budget for each working capital sub-
analysis o trade debtors category listed where the variance for that sub-category exceeds
Management Reporting Balance Sheet materiality.
o trade creditors
If the total working capital variance exceeds materiality provide
o sundry debtors/creditors comment, if not already covered by individual measures.
o other
o inventory
o provisions
 Capital expenditure
 Investment spend
 Exploration Comment on the variance to budget where the variance exceeds
 Asset sales Management Reporting Cashflow materiality.
 Interest and tax

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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Scorecard/ Address the following items Quantitative commentary requirements Qualitative commentary
measure separately requirements
YTD actual vs YTD budget Full year vs budget
Reporting Highlights Comment mandatory Comment with emphasis on key
Groups page
challenges, achievements,
opportunities and threats.

Reporting HSEC Comment mandatory Do not repeat statistical data.

Groups page Comment with emphasis on
actions (past and future),
improvements, initiatives,
awareness programs.
Reporting Capital expenditure Comment on variance to budget of each of the top three major Comment on variance (focus on
Groups page projects (>US$250m) in execution for the Reporting Group, if key drivers) for the three largest
applicable. spend projects in execution, if
applicable.

Reporting EBIT variance: Comment on each item if variance to budget (for each item) exceeds Comment on variance: focus on
Groups page  price Management Reporting Income Statement materiality. key driver/cause.
 volume
 cost

Version: 2.1 (10 March 2010)

Revalidation date: 30 April 2011
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