1 Traveling? Don’t Forget OIE! A global OIE rollout case study

2 Agenda  Company background  Global implementation of OIE  Multiple credit card programs  Custom credit card charge entry form  Custom project entry in OIE  Workflow modifications  Reporting

3 Company Background  Independent product safety certification organization that has been testing products and writing Standards for Safety for over a century  Over 19,000 types of products, components, materials, and systems are evaluated annually  21 billion logos appear on 72,000 manufacturers' products each year  Companies and network of service providers include 62 laboratory, testing, and certification facilities serving customers in 99 countries

4 Global Oracle Implementation  Oracle Modules implemented: AP PO GL Assets OIE CRM and HR had been implemented previously  Regions: North America Latin America Asia Europe

5 Advantages to Implementing OIE Employee Benefits  Increased visibility to status of expense reports  Increased visibility to payment information  Increased feedback on required information resulting in reduced payment cycle time  Credit card transaction data would be available online which would ease expense data entry

6 Advantages to Implementing OIE (Continued) Accounts Payable Benefits  Reduced AP interaction in loading expense reports from Microsoft Excel templates into an online system as employees would enter expense reports online themselves  Decreased AP inquiries related to expense reports status would allow the AP staff to focus on quality expense report auditing  Airline tickets purchased on the prepaid corporate card and by individuals could be more easily reconciled

7 Advantages to Implementing OIE (Continued) Corporate Benefits  Standardized platform and processes would decrease maintenance and support costs  Increased visibilities to corporate spend which would lead to improved leveraging of purchasing power  Increased visibility to expenses

8 Global Implementation of OIE  Rollout to US initially SMEs Open house demonstrations Hands on sessions Online training User guides Help desk  Canada, Mexico, Asia, and Europe Weekly conference calls to support rollout Onsite training to Canada and Mexico

9 Multiple Credit Card Programs  Converted airline charges  Direct bill airline charges  US Bank Visa charges  American Express charges

10 Converted Airline Charges  Had approximately $1 million in non-expensed airline charges at the point of conversion  Created a company pay credit card program for these charges  Imported the charges into Oracle from legacy system  Used employee number as the credit card number for this credit card program and loaded all employee credit card numbers into Oracle

11 Converted Airline Ticket Card Program

12 Converted Ticket Credit Card Setup

13 Direct Bill Airline Charges  Created a company pay credit card program to handle charges on a ghost card  Integrated with travel agencies to reconcile charges and fees  Used employee number as the credit card number for this credit card program and loaded all employee credit card numbers into Oracle

14 Direct Bill Airline Ticket Card Program

15 Direct Bill Ticket Credit Card Setup

16 US Bank Visa Charges  Created a both pay credit card program for travelers that had individual US Bank credit cards  Developed a pre-processor to handle invalid data

17 U.S. Bank Visa Card Program

18 U.S. Bank Visa Credit Card Setup

19 American Express Charges  Migrated to a global credit card program supporting one file format  Created a both pay credit card program for travelers that had individual American Express credit cards  Developed a pre-processor to handle invalid data

20 Custom Credit Card Charge Entry Form  Allows for reconciliation of converted airline charges  Provides quick tool for research  Provides data entry mechanism for testing

21 Custom Credit Card Charge Entry Form

22 Custom Project Entry in OIE  Developed custom process to capture project entry  Utilized certain expense types to identify billable expenses  Setup DFFs to capture project information  Developed custom concurrent process to send project information to legacy system

23 Workflow Modifications  CEO expense report approvals  Bypassing manager approvals  Policy violations

24 CEO Workflow Modification  Oracle HR was implemented previously  OIE leveraging the employee/supervisor hierarchy for expense report routing  No supervisor in the system for the CEO  Modified the Manager (Spending) Approval Process workflow

25 Manager (Spending) Approval Process Workflow Modification – for CEO  Objective: to create a new Oracle Workflow function that will be executed if the “Find Approver” function fails. Because the CEO has no approver, the Find Approver Process will fail.  Assumptions: Another role will approve CEO expense reports Profile option OIE: Enable Approver is set to “Yes”

26 Manager (Spending) Approval Process Workflow Modification – for CEO

27 Manager Bypass Workflow Modification  Wanted to notify traveler’s manager that an expense report was submitted  Only wanted managers to approve expense reports over a certain dollar amount  Modified the Manager (Spending) Approval Process workflow  Created two new profile options to support workflow modification

28 Regular Expense Report Approval Process

29 Manager Bypass Expense Report Approval Process

30 Manager (Spending) Approval Process Workflow Modification – for Manager Bypass

31 Policy Violation Workflow Modification  AP could reject expense reports for policy violations  AP rejection will send the expense report to manager for approval or rejection  Added a new lookup value

32 Policy Violation Workflow

33 Reporting  Custom queries through Noetix  Allows Purchasing to identify corporate spend  Provides quick summary of expenses by type and amount

34 Presenter Information Nicole Wilson TUSC